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 |
To explain OSC’s automatic processing and agency procedures.
|
Affected Employees |
SUNY Employees in 21P and CAL
positions. |
Effective Date(s) |
Effective 8/25/2005, checks dated 9/21/05.
|
Eligibility |
Employees in 21P Positions
as of 8/25/05 and CAL Positions as of 9/1/05.
|
OSC
Action in Pay Period 11L |
Automatic Restoration of Contract Pay
After the payroll is audited for Pay Period 11L, OSC will automatically
insert a row on the Contract Pay page for the 2005-2006 semesters for
employees who, as of 8/25/05, have:
- A status of active, leave, paid leave; and
- A Pay Basis Code of 21P; and
- Do not already have an existing Contract Pay record effective 8/25/05.
The contract begin date is 8/25/05 and the end date is 6/14/06.
Automatic Population of Contract Pay Page
The Contract Pay page will be automatically populated for employees who
have been hired, rehired, or had a position change with an effective date
of 8/25/05 and after.
Note: If the employee already has a row on the Contract
Pay page effective 8/25/05, OSC will not automatically
insert a row.
Automatic Restoration of Additional Pay
After the payroll is audited for Pay Period 11L, OSC will automatically
insert a row on the Additional Pay page for the 2005-2006 semesters for
employees who, as of 8/25/05, have:
- A status of active, leave, paid leave; and
- A Pay Basis Code of 21P; and
- An end date of 6/01/05 on any earnings on the Additional Pay page;
and
- The employee does not already have an existing row on the Additional
Pay page effective 8/25/05.
The effective date is 8/25/05 and the end date is 6/14/06.
|
Raise
Processing For 21P and CALS |
For information regarding the raise processing
for 21Ps and CALs, please refer to Payroll
Bulletin No. SU-114 for the 2.75% Salary Increase.
Note: For employees who are in the same Pay Basis Code
on 6/30/05 and 8/25/05 for 21Ps and CYPs
and 6/30/05, 8/25/05 and 9/1/05 for CALs, do
not include the amount of the raise in any row added for the
effective date of the raise.
|
Agency
Actions - Termination of Summer Session Employees |
Termination of 21P/CAL Employees Who
Worked Summer Session in a Different Agency
Employees who worked Summer Session in another agency must be
terminated in the agency where the Summer Session was worked.
Termination of 21P/CAL Employees Not Returning for the Fall Semester
Terminate 21P employees with the effective date of 8/25/05.
Terminate CAL employees with the effective date of 9/1/05.
Termination of Newly Appointed Summer Session Employees Who Are
Not Working the Fall Semester
Terminate these employees after their Summer Session is completed.
|
Agency
Actions in Period 11L for 21Ps and CALs |
Pay Basis Code Changes
If an employee elects to change their obligation (21P
to CAL or CAL to 21P),
the agency must ensure that the position reflects the correct Pay Basis
Code.
21P to CAL
- Place the employee on a Leave of Absence in Pay Period 11L using
the Action/Reason of LOA/LOT effective
8/25/05.
- In Pay Period 11L, process a Return from Leave using the Action/Reason
of RFL/RLV effective 9/1/05.
- 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.
CAL to 21P-Pay Period 11L
- Submit a Position Change or change the Pay Basis Code of the existing
Position to 21P effective 8/25/05.
- If the employee is Active, submit the Earn Code BAL
(Balance of Contract) on the Time Entry page.
Note: OSC will automatically populate the new contract
row on the Contract Pay page.
|
Reporting
Retroactive Changes in Pay Basis Code |
Retroactive Change in Pay Basis Code
21P to CAL
- Place the employee on a Leave of Absence effective 8/25/05.
- Return the employee from the Leave effective 9/1/05.
- 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.
- 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.
- 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.
- Enter an explanation of the Overpayment in the General Comments
page.
- 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.
Note: In most cases the amount paid as a 21P
Contract Pay employee will exceed the CAL earnings.
CAL to 21P
- The employee was previously hired effective 9/1/2005 as a CAL:
- 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."
- 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.
- 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.”
- The employee was on the payroll as a CAL prior
to 9/1/05:
- 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.
- 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.
- 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
|
Agencies must restart tax-sheltered annuities,
federated funds, maintenance (taxable and non-taxable), and union insurance
deductions effective 8/25/05 for employees who worked Summer Session. |
When
Agencies Must Enter Additional Pay Information in Pay Period 11L |
Prevention of Automatic Restoration
of Additional Pay Earnings
- 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
|
For all 21P employees hired,
rehired, or concurrently hired after 8/25/05, the system will automatically
populate the Contract Pay page. Refer to Payroll
Bulletin No. 410. |
Agency
Actions for Processing CYP Employees
|
Submit Contract Dates at all times for all
CYP employees and start any Additional Pays (ex. Location
Pay) that are necessary. |
Questions |
Questions regarding this Bulletin may be e-mailed to the
Payroll Audit mailbox. |
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