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Date: October 3, 2013

Bulletin Number: SU-196

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Subject

$500 Service Award for Part-Time PSNU Employees Represented by the United University Professions (UUP)

Purpose

To provide agency instructions for processing the $500 Service Award for part-time employees.

Affected Employees

Part-time employees in the State University Professional Services Negotiating Unit (PSNU) – Bargaining Unit 08 who meet the eligibility criteria.

Background

Chapter 340 of the Laws of 2013, which implemented the 2011-2016 Agreement between the State of New York and the United University Professions, provides for a $500 Service Award to be processed as a lump sum payment.

Processing Date

Beginning Administration Pay Period 16L, paychecks dated 11/20/13.

Eligibility Criteria

Part-time employees with a Pay Basis Code equal to ANN, CAL, CYF, 21P, BIW, FEE or HRY who have completed at least eight years of consecutive service on or after 07/02/11 at the campus at which they are currently employed (Payroll Status equals Active or Leave With Pay at the time of payment) are eligible for the lump sum payment of $500.

Part-time employees are eligible to receive this payment every eight years provided the employee completes an additional eight years of consecutive service at the campus at which they are currently employed (Payroll Status equals Active or Leave With Pay at the time of payment).  An employee cannot receive more than one payment every eight years.

Part-time employees who were previously granted permanent, continuing or a second five-year term appointment or completed seven consecutive years of full time service in the title of Lecturer or in any of the titles listed in Article XI, Appendix B, Section 4 – Division III Sports or Article XI, Appendix C and who have received the $500 one time advance to basic annual salary are not eligible for the $500 lump sum payment.

New Earnings Code

OSC has created a new Time Entry Earnings Code to include the lump sum payment in the overtime compensation calculation of hourly and biweekly employees.

Earnings Code

Description

ULO

UUP PT Lump Sum OT Override


Agency Actions

To pay the $500 Service Award to eligible part-time employees, agencies must submit the following information on the Additional Pay page using Earnings Code LPP (Lump Sum for Part-Time UUP).

Earnings Code:

LPP

Effective Date:

07/02/11 or the date the employee became eligible

OT Eff Date:

Same as the Effective Date

Annual Addl Earnings:

$500.00

End Date:

07/01/12 or one year after the Effective Date


Overtime Calculation and Retirement Information

The $500 lump sum payment is included as salary for retirement purposes and must be included in the calculation of overtime compensation (refer to the Online Payroll Manual accessed from the PayServ Bulletin Board – Payroll Manual > Earnings Manual > Payments/Withholdings > Overtime Compensation).

Annual Employees

The $500 Service Award for employees with a Pay Basis Code equal to ANN, CAL, CYF and 21P will be included automatically in the calculation of overtime earned from the OT Eff Date through the End Date on the employee’s Additional Pay page for Earnings Code LPP.

Hourly and Biweekly Employees

The $500 Service Award will not be included automatically in the calculation of overtime for employees with a Pay Basis Code equal to HRY or BIW who receive overtime compensation using Earnings Code OTK (OT – Hourly/Biweekly).  Therefore, to pay the additional overtime compensation for overtime earned from the OT Eff Date through the End Date on the employee’s Additional Pay page for Earnings Code LPP, agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Code ULO (UUP PT Lump Sum OT Override).

Earnings Begin Date:

The first overtime date to include LPP

Earnings End Date:

The last overtime date to include LPP

Earn Code:

ULO

Hours/Units:

The number of overtime hours to include LPP

Amount:

The ULO amount will be calculated automatically by multiplying the value in the Hours/Units field by $0.38

Ending Overtime Eligibility

If an employee has received the $500 lump sum payment and is subsequently appointed to a position that is not eligible to receive the payment, the payment cannot be included in the compensation calculation of any overtime earned after the date of the appointment.  Therefore, agencies must insert a row on the Additional Pay page at the Effective Date level of Earnings Code LPP and enter the following information.

Effective Date:

Last date in eligible position (date prior to appointment)

OT Eff Date:

Same as original OT Eff Date

Annual Addl Earnings:

Same as original amount (populates automatically)

End Date:

Same as Effective Date

Goal Balance:

Same as Annual Addl Earnings (to prevent making another payment)


Payroll Register and Employee’s Paycheck/Advice

The Earnings Code LPP and the amount will be displayed on the Payroll Register.  The Earnings Description Lump Sum for Part-Time UUP and the amount paid will appear on the employee’s paycheck stub or direct deposit advice.

Questions

Questions regarding eligibility for this payment should be directed to the SUNY System Administration.

Questions regarding this bulletin may be directed to the Payroll Earnings mailbox.