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Date: August 24, 2011

Bulletin Number: SU-180

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Subject

Leap Year Salary Calculation for Fiscal Year 2011-2012 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 9/1/11, Pay Period 12L, paychecks dated 9/28/11.


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 the fiscal year.  Since the academic year beginning 9/1/11 and ending 8/31/12 will include the additional day in February, the salary calculation will be changed to reflect the leap year factor of .038251 effective 9/1/11 for CAL and CYF employees.

OSC Actions

Job Data
After payroll processing is complete for Pay Period 12L, OSC will insert a row on the Job Data page effective 9/1/11 to change the salary factor calculation to the leap year calculation for affected employees who do not already have an existing 9/1/11 row and are Active, on a Paid Leave, or on Workers’ Compensation Leave.  The Action/Reason code of PAY/FAC (Pay Rate Change/Factor Change) will be entered.

Additional Pay
After payroll processing is complete for Pay Period 12L, OSC will insert a row on the Additional Pay page effective 9/1/11 to change the calculation to the leap year calculation for affected employees who do not have an existing 9/1/11 row for all annual derived biweekly earnings, such as ALR, CHS, etc.

Agency Actions

Time Entry
The agency must submit Time Entry transactions 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.

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 9/1/11, once the automatic leap year process is complete in Pay Period 12L, the agency must submit a row if none exists for 9/1/11 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 of 9/1/11.

If a transaction is submitted with an effective date retroactively placing an employee on an Annual Earnings such as ALR, etc., prior to 9/1/11, once the automatic leap year process is complete in Pay Period 12L, the agency must submit a row if none exists for 9/1/11 on the Additional Pay page in addition to the original effective dated row.

Questions

Questions about this Bulletin may be emailed to the Payroll Earnings Mailbox.