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Date:August 21, 2007
Bulletin Number: SU-139
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Subject

Leap Year Salary Calculation for Fiscal Year 2007-2008 for SUNY CAL and CYF Employees

Purpose
To explain OSC and agency procedures for the use of the leap year salary calculation.
Affected Employees
SUNY employees in salary Grade 980 with a Pay Basis Code of CAL or CYF.
Effective Date(s)

Effective 9/1/07, Pay Period 11L, paychecks dated 9/19/07.

Background

In any fiscal year in which February 29 falls, the biweekly salary calculation is changed to calculate the biweekly payment based on 366 days in that fiscal year.  Since the academic year beginning 9/1/07 and ending 8/31/08 will include the extra day in February, the salary calculation will be changed to reflect the leap year factor of .038251 effective 9/1/07 for CAL and CYF employees.

OSC Actions
Job Data

After payroll processing is complete for Pay Period 11, OSC will automatically insert a row on the Job Data page effective 9/1/07 to change the salary factor calculation to the leap year calculation for affected employees who do not already have an existing 9/1/07 row on Job Data.  The Action/Reason code of PAY/FAC (Pay Rate Change/Factor Change) will be used.

Additional Pay

After payroll processing is complete for Pay Period 11, OSC will insert a row, provided none exists, effective 9/1/07 on the Additional Pay page to change the calculation to the leap year calculation for all Annual derived biweekly earnings, such as ALR, CHS, etc.

Employees entitled to a full biweekly paycheck will receive their Regular Salary and all Annual Additional Earnings as follows:

8/23/07-8/31/07

9 Days at Regular Factor

.038356

9/1/07-9/5/07

5 Days at Leap Year Factor

.038251


Agency Actions
Time Entry

The agency must submit Time Entry transactions split by Pay Period effective dates.  RGS and other override codes must be submitted using the appropriate calculation based on the effective date of the transaction.

Job Data

Any rows inserted on the Job Data page will reflect the correct salary calculation based on the effective date of the action.

After the automatic leap year process is complete in Pay Period 11, if a transaction is submitted with an effective date retroactively placing an employee on the payroll (Hire, Rehire, Reinstatement from Leave without Pay) prior to 9/1/07, the agency must submit a row if none exists for 9/1/07 using the Action/Reason code of PAY/FAC, in addition to the original row.

Additional Pay

Any rows inserted on the Additional Pay page will reflect the appropriate salary calculation based on the effective date.

If an employee is receiving an Annual Earnings on Additional Pay such as ALR or CHS, the system will calculate the entire pay period using the leap year factor.  The agency must submit a positive adjustment on the Additional Pay page using the appropriate code for the difference between the regular calculation and the leap year calculation for the 9 days from 8/23/07 to 8/31/07.

After the leap year calculation has been updated, if a transaction is submitted retroactively placing an employee on an Annual Earnings such as ALR, etc., with an effective date prior to the change, the agency must submit a row if none exists for 9/1/07  on the Additional Pay page in addition to the original effective dated row.

Questions

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