Subject

• Restoration of Contract Pay and Additional Pay for SUNY 21P employees
• Payment of CAL & 21P employees in the 2005-2006 Semesters
• Termination of Summer Session jobs
  

Purpose

Affected Employees

Effective Date(s)

Eligibility

OSC Action in Pay Period 11L

1. A status of active, leave, paid leave; and
   
   
2. A Pay Basis Code of 21P; and
   
   
3. Do not already have an existing Contract Pay record effective 8/25/05.
   

1. A status of active, leave, paid leave; and
   
   
2. A Pay Basis Code of 21P; and
   
   
3. An end date of 6/01/05 on any earnings on the Additional Pay page; and
   
   
4. The employee does not already have an existing row on the Additional Pay page effective 8/25/05.
   

Raise Processing For 21P and CALS

Agency Actions - Termination of Summer Session Employees

Agency Actions in Period 11L for 21Ps and CALs

1. Place the employee on a Leave of Absence in Pay Period 11L using the Action/Reason of LOA/LOT effective 8/25/05.
   
   
2. In Pay Period 11L, process a Return from Leave using the Action/Reason of RFL/RLV effective 9/1/05.
   
   
3. Submit a Position Change or notify SUNY Administration to change the Pay Basis Code on the existing Position to CAL effective 09/01/05. SUNY Administration will notify OSC of the Pay Basis Code change on the SUNY Position file.
   

1. Submit a Position Change or change the Pay Basis Code of the existing Position to 21P effective 8/25/05.
   
   
2. If the employee is Active, submit the Earn Code BAL (Balance of Contract) on the Time Entry page.
   

Reporting Retroactive Changes in Pay Basis Code

21P to CAL

1. Place the employee on a Leave of Absence effective 8/25/05.
   
   
2. Return the employee from the Leave effective 9/1/05.
   
   
3. Request a Position Change to move the employee into a CAL position or notify SUNY Administration to change the Pay Basis Code of the existing position to CAL effective 9/1/05.
   
   
4. Since earnings on the Additional Pay page will be automatically ended effective 8/25/05 when the employee is placed on the Leave of Absence, agencies must restart earnings effective 9/1/05.
   
   
5. Determine the total amount previously paid as a 21P and set up an Overpayment for the same amount in the Additional Pay page using the Earn Code OVP.
   
   
6. Enter an explanation of the Overpayment in the General Comments page.
   
   
7. If the change in Pay Basis Code is reported after Pay Period 11L is processed, submit RGS for all retroactive CAL earnings due from 9/1/05.
   

1. The employee was previously hired effective 9/1/2005 as a CAL:
   
   
   1. Request a DTA/COR (Data change/Correct History) effective 9/1/05 and enter the following statement in the Status Reason block: "Please change the hire date to 8/25/05 because the employee should be 21P."
      
      
   2. Effective 9/1/05, request a Position Change to move the employee into a 21P position and enter the following statement in the Status Reason block: “Please change the effective date of this row to 8/25/05 as the position number must be inserted as a new row following the corrected 8/25/05 hire row.
      
      Note: The contract pay page will be automatically populated when the position change is approved and inserted into Job Data.
      
      
   3. For earnings on the Additional Pay page, request a DTA/COR (Data Change/Correct History) and enter the following statement in the Status Reason block: “Please change the effective date of the earnings in Additional Pay page to 8/25/05.”
      
      
2. The employee was on the payroll as a CAL prior to 9/1/05:
   
   
   1. Request a Position Change (POS) effective 8/25/05 to move the employee into a 21P position. Request position changes for all subsequent rows on the employee’s Job Data page; OR
      
      If remaining in the same position, reclassify the position for a change in Pay Basis Code effective 8/25/05.
      
      Note: The system will automatically populate the Contract Pay page when the position change is inserted on the Job Data page.
      
      
   2. For earnings on the Additional Pay page, request a DTA/COR (Data Change/Correct History) and enter the following statement in the Status Reason block: “Change the effective date of the earnings in Additional Pay page to 8/25/05."
      
      Note: The regular and Additional Pay earnings previously paid as a CAL will be automatically deducted from the 21P earnings due.
      
      
   3. If the employee worked in the 2004-2005 school year, the agency must submit a balance of contract in the Time Entry page using the Earn Code BAL to pay the CAL earnings due for the period 8/25/05 to 8/31/05.

Deductions for 21P Employees Who Worked Summer Session

When Agencies Must Enter Additional Pay Information in Pay Period 11L

• To change the amount of Additional Pay, submit a row effective 8/25/05 with the new earnings amount before the automatic restoration occurs (Pay Period 11L). For 21P employees, the Additional Pay row must include an end date of the last day of the contract (6/14/06).
  
  
• For employees who move from 21P to CAL, all Additional Pay earnings must be started.
  
  
• To stop the Additional Pay earnings, insert a row effective 8/25/05 with an Earn End Date of 8/25/05 before the automatic restoration occurs (Pay Period 11L).

Automatic Population of Contract Pay Page after Pay Period 11L

Agency Actions for Processing CYP Employees

Questions