Payroll System Replacement Project

PaySr Bulletins - SUNY

Subject: SUNY Summer Session Procedures and Earn Codes Bulletin No. SU21 
Date: 5/13/99

This is to notify you of the payroll preparation and payroll process for State University professional service employees and summer appointments. It also addresses Contract Pay for 1999-2000.

The employee status on the Job Panel will remain active for contract employees with a Pay Basis Code of 21P, even though their contract is completed as of June 9, 1999.

Deductions

Deductions for 21P’s

Health Insurance and Dependent Care will have an end date automatically inserted with the effective date of June 10, 1999.

Agencies are responsible for canceling tax sheltered annuities, federated funds, maintenance (taxable and non-taxable) and union insurance deductions for employees that will work summer session. Use the effective date of 06/10/1999 to cancel these deductions. Retirement service credit will be reported to ERS for summer session worked. Direct deposit will continue, as well as all deductions not canceled.

Deductions for CAL’s

All deductions will continue and be applied. The exception is the CAL employee working summer session in a different agency where the agency must enter all retirement information including loans and arrears deductions if applicable.

Summer Session Payment Procedures for 21P/CYP and CAL Employees

21P/CYP/CAL Working Summer Session in the Same Agency

To process summer session, use the Time Entry Panel entering the Earn Code SUM, the to and from dates of the pay period and the amount the employee is to be paid for that pay period. Each time the employee is to be paid summer session, the agency must submit the transaction through the Time Entry Panel. The Earn Code SUM must be used or dues/agency shop deductions will be taken.

21P/CYP/CAL Working Summer Session in a Different Agency

Agencies will need to ensure that position information is established for these employees. The position information will be:

Pay Basis Code- FEE
Bargaining Unit - 08
Salary Plan - S08
Earnings Program - FEE
Jurisdictional Class - 4
Benefit Program - 08U

Employees working in a different agency will need to be hired as a concurrent hire in that agency. Use the following codes to hire the employee:

Action of Concurrent Hire - CCH (For employees that are inactive use the action of Rehire)
Reason of Appoint Summer Service - APS

Agencies must use the correct employee record number and employee benefit number when entering in any information. To process summer session, use the Time Entry Panel entering the earn code SUM, the to and from dates of the pay period and the amount that is to be paid for that pay period. This must be done every time the employee is to be paid summer session. The Earn Code SUM must be used or dues/agency shop deductions will be taken.

Newly Appointed Employees Working Summer Session - Professional Services

Agencies will need to ensure that position information is established for these employees. All deduction information must be entered by the agency. The position information will be:

Pay Basis Code - FEE
Bargaining Unit - 08
Salary Plan - S08
Earnings Program - FEE
Jurisdictional Class - 4
Benefit Program - 08U

Use the following codes to hire the employee:

Action - HIRE (Use Rehire if the employee has an inactive record in PaySR)
Reason of Appoint Summer Service - APS

To process summer session, the agency is to go through the Time Entry Panel using the earn code SUM, the to and from dates of the pay period and the amount that is to be paid for that pay period. This must be done every time the employee is to be paid summer session. The Earn Code SUM must be used or dues/agency shop deductions will be taken.

Newly Appointed Employees Working Summer Session - Casual Services

Agencies will need to ensure that position information is established for these employees. All deduction information must be entered by the agency. The position information will be:

Pay Basis Code -BIW
Bargaining Unit -14
Salary Plan - S14
Earnings Program - N14
Jurisdictional Class - 4
Benefit Program - 14N

Use the following codes to hire the employee:

Action - HIRE (Use Rehire if the employee has an inactive record in PaySR)
Reason of Appoint Summer Service - APS

Agencies must submit in a Job Action Request with an Action of Pay Change, Reason of NEW and the bi-weekly amount.

Earn Codes for Non-Resident Aliens

The following earn codes are to be used in place of SUM for non-resident aliens that work summer session:

XAC - Income Code 17
YAC - Income Code 18
ZAC - Income Code 19

Terminations

21P Employees

Agencies are responsible for terminating 21P employees if the employee is not returning for the fall semester. Use the effective date of 08/19/1999 for the termination. This date is used so that these employees benefits are covered. For 21P employees that work summer session, terminate that employee when the summer session ends.

CAL Employees

For CAL employees not returning for the fall semester but working summer session, the agency may remove the employee and pay a balance of contract (earn code BAL) or allow the employee to continue on the payroll and be terminated in Period 11 Lag. If the employee is terminated before Period 11 Lag, they must be appointed to a different position for summer session. The agency must do a Rehire on the terminated record.

Newly Appointed Summer Session Employees

Agencies must terminate these employees after their summer session is completed.

Restart of Contract Pay for 1999-2000

21P employees who have the employee status of active will have another contract row automatically inserted for the 1999-2000 semester. If the employee has Additional Pay, that also will be restarted automatically. Health Insurance and Dependant Care will automatically start with another row inserted with an effective date of 08/19/1999 (check date of 09/15/1999). All other deductions must be started by the agency. We will notify you when we will do the automatic restart.

Questions

Questions concerning Summer Session processing, please contact SUNY Systems.

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