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Date: January 13, 2005 Bulletin Number:SU-108
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Subject

New Earn Codes and Procedures for Processing SUNY Winter Session Payments

Purpose

To notify agencies of the new Earn Codes WIN, XWS, YWS and ZWS and provide instructions for processing Winter Session payments.


Affected Employees
SUNY - UUP employees working the Winter Session.
Effective Date(s)

Beginning of Winter Session as determined by each campus.

Employee Status

Employees will remain on the payroll in their regular positions and will continue to be paid.

New Earn Codes and Winter Session Payment Procedures

New Earn codes have been created effective 12/2/04 to process Winter Session payments for eligible employees.   Agencies must report Winter Session payments each pay period using the Earn Code WIN (Winter Session) on the Time Entry page.

When reporting Winter Session payments for non-resident aliens, one of the following new Earn Codes must be submitted on the Time Entry page:

XWS -Winter Session Income Code 17

YWS -Winter Session Income Code 18

ZWS -Winter Session Income Code 19

Procedures for reporting Winter Session on the Time Entry page :

  • Enter the Earnings Begin and End dates.
  • Enter the appropriate Earn Code.

  • Enter the total amount of the Winter Session earnings for the dates submitted.

Employees paid during the academic year 2004-2005:

In addition to the above, the following procedures are applicable for processing Winter Session payments for employees paid during the 2004-2005 academic year.

  1. Winter Session Worked in the Same Agency

If the Winter Session is worked in the same agency, no additional action is required beyond entries on the Time Entry page.

Exception:   For an employee who works Winter Session and is terminated and paid a balance of contract, submit a Rehire on the Rehire page and assign a Winter Session position number.

  1. Winter Session Worked in Different Agency

If the Winter Session is worked in a different agency, submit a Concurrent Hire or Rehire , whichever is appropriate, to appoint the employee to a Winter Session position.

  1. Newly Appointed/Professional Services

For a newly appointed employee working Winter Session professional services, submit the appropriate Action ( Hire , Rehire, Concurrent Hire ) to appoint the employee to a Winter Session professional service position.

The position attributes for Winter Session professional service positions include:

Pay Basis Code FEE

Bargaining Unit 08

Salary Plan S08

Earnings Program FEE

Jurisdictional Class 4

  1. Newly Appointed/Casual Services

For a newly appointed employee working Winter Session casual services, submit the appropriate Action ( Hire, Rehire or Concurrent Hire ) to appoint the employee to a Winter Session casual service position and request the appropriate biweekly Pay Rate on the Job Action Request page.

The position attributes for Winter Session casual service position include:

Pay Basis Code - BIW

Bargaining Unit - 14

Salary Plan - S14

Earnings Program - N14

Jurisdictional Class - 4

Note :   Newly appointed Winter Session employees must be terminated at the end of Winter Session.

Payroll Register and Employee Paycheck/Advice

The Earn Codes WIN, XWS, YWS , and ZWS will appear on the payroll register.

The following Earn Code descriptions will appear on the employee's pay stub or direct deposit advice:

Winter Session SUNY for Earn Code WIN

Winter Session IC 17 for Earn Code XWS

Winter Session IC 18 for Earn Code YWS

Winter Session IC 19 for Earn Code ZWS

 

Questions

Questions regarding this bulletin may be directed to the Payroll Audit mailbox.