Subject

Procedures for Processing SUNY 2009 Summer Session Payments

Purpose

To notify agencies of the procedures for processing Summer Session payments.

Affected Employees

SUNY employees working Summer Session.

Effective Date(s)

Contracts for 21P employees will end 6/10/09.  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 2008-2009

In addition to the above, the following procedures are applicable for processing Summer Session payments for employees who are paid during the 2008-2009 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.

Note: A CAL employee who works Summer Session and is terminated as a CAL prior to 9/1/09 must be paid a balance of contract.

For CAL or 21P employees who are Terminated prior to Summer Session and then subsequently Rehired for Summer Session, the agency must submit the Action/Reason code of Rehire/APS (Appoint SS) on the Rehire page and assign a Summer Session position number.

Summer Session Worked in a Different Agency
If the Summer Session is worked in a different agency, the agency must 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, the agency must submit the appropriate Action (Hire, Rehire or Concurrent Hire) and use the Reason of APS (Appoint SS).

The position attributes for Summer Session professional service positions include:

Newly Appointed/Casual Services
For a newly appointed employee working a Summer Session casual service position, the agency must submit the appropriate Action (Hire, Rehire or Concurrent Hire) and use the Reason of APS (Appoint SS).

The position attributes for Summer Session casual service positions include:

Hire and Concurrent Hires
For Hires and Concurrent Hires, the agency must request the appropriate biweekly Pay Rate on the Job Action Request page using the Action/Reason code of Pay Rate Chg/NEW.

Rehires
For Rehires, the agency must request the appropriate biweekly Pay Rate on the Job Action Request page using the Action/Reason code of Pay Rate Chg/APS.

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 6/11/09.
• Agencies must cancel tax sheltered annuities, federated funds, maintenance (taxable and non-taxable) and union insurance deductions effective 6/11/09 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 2009 must be terminated on the Job Data record effective 8/20/09.  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 2009 must be terminated on the Job Data record effective 8/20/09.  If the employee continues working Summer Session on or after 8/20/09, the agency must request a Position Change on the Job Action Request page effective 8/20/09 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 2009 must be terminated on the Job Data record effective 9/1/09, 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.
  
  

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 directed to the Payroll Audit mailbox.

Questions regarding deductions and retirement may be directed to the Payroll Deduction mailbox.