Subject |
Procedures for Processing SUNY 2006 Summer Session Payments
|
Purpose |
To notify agencies of the procedures for processing Summer
Session payments.
|
Affected Employees |
SUNY employees working Summer Session.
|
Effective Date |
Beginning of Summer Session as determined by each campus
|
Employee Status |
- Contracts for 21P employees will end 6/14/06. However,
the status of 21P employees will remain as Active
on the Job Data record.
- Calendar (CAL) employees will remain on the payroll
in their regular positions and will continue to be paid.
|
Summer Session Payment Procedures |
Summer Session payments must be reported each pay period using the
Earn Code SUM (Summer Service) on the Time Entry page.
Exception: When reporting Summer Session payments for non-resident
aliens, one of the following Earn Codes must be submitted on the Time
Entry page:
XAC - Summer Session Income Code 17
YAC - Summer Session Income Code 18
ZAC - Summer Session Income Code 19
Procedures for reporting Summer Session on the Time Entry page:
Enter the earnings begin and end dates.
Enter the total amount of the Summer Session earnings for the dates
submitted.
Employees paid during the academic year 2005-2006:
In addition to the above, the following procedures are applicable for
processing Summer Session payments for employees who are paid during
the 2005-2006 academic year.
- Summer Session Worked in the Same Agency
If the Summer Session is worked in the same agency, no additional
action is required beyond entries on the Time Entry page.
Exception: For a CAL employee who
works Summer Session and is terminated as a CAL prior
to 9/01/06 and paid a balance of contract, submit the Action/Reason
of
Rehire/APS (Appoint SS) on the Rehire
page and assign a Summer Session position number.
- Summer Session Worked in Different Agency
If the Summer Session is worked in a different agency, submit a
Concurrent Hire or Rehire, whichever is
appropriate, to appoint the employee to a Summer Session position
and use the Reason of APS (Appoint SS).
- Newly Appointed/Professional Services
For a newly appointed employee working a Summer Session professional
service position, submit the appropriate Action (Hire,
Rehire, Concurrent Hire) and use
the Reason of APS (Appoint SS) to appoint the employee
to a Summer Session professional service position.
- Position Attributes
The position attributes for Summer Session professional service positions
include:
| Pay Basis Code: |
FEE |
| Bargaining Unit: |
08 |
| Salary Plan: |
S08 |
| Earnings Program: |
FEE |
| Jurisdictional Class: |
4 |
| Benefit Program: |
08U |
- Newly Appointed/Casual Services
For a newly appointed employee working a Summer Session casual service
position, submit the appropriate Action (Hire, Rehire,
Concurrent Hire) and use the Reason
of APS (Appoint SS) to appoint the employee to a
Summer Session casual service position.
For Hire and Concurrent Hires:
Request the appropriate biweekly Pay Rate on the Job Action Request
page using the Action/Reason of Pay Rt
Chg/NEW.
For Rehires:
Request the appropriate biweekly Pay Rate on the Job Action Request
page using the Action/Reason of Pay Rt
Chg/APS.
The position attributes for Summer Session casual service positions
include:
| Pay Basis Code: |
BIW |
| Bargaining Unit: |
14 |
| Salary Plan |
S14 |
| Earnings Program: |
N14 |
| Jurisdictional Class: |
4 |
| Benefit Program: |
14N |
|
Deduction Processing |
For CAL employees:
- All deductions will remain in effect for employees who work Summer
Session in the same agency.
For 21P employees:
- The Department of Civil Service will submit a file to end health
insurance effective 6/15/06.
- Agencies must cancel tax sheltered annuities, federated funds, maintenance
(taxable and non-taxable) and union insurance deductions effective
6/15/06 for employees working Summer Session.
|
Direct Deposit |
- Direct deposit will continue to be processed for employees who work
Summer Session in the same agency.
- Agencies must start direct deposit for employees working Summer
Session in a different agency.
|
Terminations |
- A 21P employee who does not work Summer Session
and is not continuing in the fall of 2006 must be terminated on the
Job Data record effective 8/24/06. This date is used to provide the
21P employee with benefits over the summer.
- A 21P employee who works Summer Session and is
not continuing in the fall of 2006 must be terminated on the Job Data
record effective 8/24/06. If the employee continues working Summer
Session on or after 8/24/06, the agency must request a Position Change
on the Job Action Request page effective 8/24/06 and place the employee
in a Summer Session position. A termination is required at the end
of the Summer Session.
- A CAL employee who works Summer Session and is
not continuing in the fall of 2006 must be terminated on the Job Data
record effective 9/1/06, unless the agency determines an earlier removal
date is applicable. If an earlier date is used, the agency must pay
a balance of contract using the Earn Code BAL in
the Time Entry page.
- Newly appointed Summer Session employees must be terminated at the
end of Summer Session.
|
Retirement |
For 21P employees:
- OSC will report service credit days for employees who are members
of the New York State Employees' Retirement System (Plan Type 7Y)
and are in Active, Leave With Pay or Leave With No Pay status.
- OSC will report salary for the Summer Session to the appropriate
retirement system for employees working in the same agency.
- Agencies are responsible for starting retirement for employees working
Summer Session in a different agency in order to have salary reported
to the appropriate retirement system.
- Agencies must complete ERS Form RS2050 to report service credit
days in excess of days reported by OSC for part-time employees.
For CAL employees:
- OSC will report salary for the Summer Session to the appropriate
retirement system for employees working in the same agency.
- Agencies are responsible for starting retirement for employees working
Summer Session in a different agency in order to have salary reported
to the appropriate retirement system.
|
Payroll Register and Employee Paycheck/Advice |
The Earn Codes SUM, XAC, YAC,
and ZAC will appear on the payroll register.
The following Earn Code descriptions will appear on the employee’s
paycheck stub or direct deposit advice:
Summer Service SUNY for Earn Code SUM
Summer Session IC 17 for Earn Code XAC
Summer Session IC 18 for Earn Code YAC
Summer Session IC 19 for Earn Code ZAC
|
Questions |
Questions regarding Summer Session processing should
be directed to SUNY System Administration at (518) 443-5192.
Questions regarding payroll processing may be e-mailed to PayrollAudit@osc.state.ny.us.
Questions regarding deductions and retirement may be e-mailed to the
Payroll Deductions mailbox at payrolldeduction@osc.state.ny.us.
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