NYS Comptroller Seal  

Bureau of State Payroll Services

Date: June 22, 2000

Bulletin No. SU-37


Subject Summer Session Procedures
Purpose To notify agencies of the procedures for processing summer session payments
Affected Employees  SUNY employees working summer session
Effective Date Beginning of summer session as determined by campus
Employee Status Contracts for 21P employees will end 6/7/00.

The 21P employeeís status on the Job Data record will remain active.

Calendar (CAL) employees will remain on the payroll in their regular positions and will continue to be paid.

Summer Session Payment Procedures:

Time Entry Panel

 
Summer session payments must be reported each period using the earn code SUM (Summer Service) on the Time Entry panel.

For non-resident aliens, one of the following earn codes must be submitted in the Time Entry panel, instead of the earn code SUM:

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

For the above earn codes, agencies must enter:

Earnings begin and end dates
Total amount of summer session earnings for that pay period

Employees Paid During the Academic Year 99-00

In addition to the above, the following procedures are applicable for processing summer session payments for employees paid during the 99-00 academic year:

Summer Session Worked in Same Agency:

If the summer session is worked in the same agency, no additional action is required beyond entries on the Time Entry panel.

Exception: For a CAL employee who works summer session and is terminated as a CAL prior to 9/1/00 and paid a balance of contract, submit the Action of Rehire and Reason of APS (Appoint SS) on the Rehire panel and assign a summer session position number.

Summer Session Worked in Different Agency:

If the summer session is worked in a different agency, submit a concurrent hire or rehire, whichever is appropriate, to appoint the employee to a summer session position. Use the Reason of APS (Appoint SS).

Newly Appointed/Professional Services:

For a newly appointed employee working summer session professional services, submit the appropriate Action (i.e. hire, rehire, concurrent hire) to appoint the employee to a summer session professional service position. Use the Reason of APS (Appoint SS).

The position attributes for summer session professional service positions include:

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

Newly Appointed/Casual Services

For a newly appointed employee working summer session casual services, submit the appropriate Action (i.e.: hire, rehire, concurrent hire) and Reason of APS (Appoint SS) to appoint the employee to a summer session casual service position. Request the appropriate biweekly Pay Rate on the Job Action Request Panel using the Action of PAY and the Reason of NEW.

The position attributes for summer session casual service positions include:

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

Deduction
Processing

 

For CALís

All deductions will remain in effect for employees who work summer session in the same agency.

For 21Pís

Health insurance will be end dated automatically with an effective date of 6/8/00.

Agencies must cancel tax sheltered annuities, federated funds, maintenance (taxable and non-taxable) and union insurance deductions effective 6/8/00 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 will not be returning for the Fall of 2000 must be terminated on the Job Data record effective 8/17/00. This date is used to provide the 21P employee with benefits over the summer.

A 21P employee who works summer session and will not be returning for the Fall of 2000 must be terminated on the Job Data record effective 8/17/00.

If the employee continues working summer session on or after 8/17/00, the agency must Rehire the employee on the Rehire panel to place the employee in a summer session position using the Reason of APS (Appoint SS). An additional termination is required at the end of summer session.

A CAL employee who will not be returning in the Fall of 2000, must be terminated on the Job Data record effective 9/1/00, 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 panel.

Newly appointed summer session employees must be terminated at the end of summer session.

Retirement For 21Pís

OSC will report service credit for employees who are members of the New York State Employees Retirement System (plan type 7Y) and working summer session.
Reporting of salary for summer session will be made to the appropriate retirement system.
Agencies are responsible for starting retirement for employees working summer session in a different agency.

For CALís

Retirement will continue to be reported to the appropriate retirement system for employees working in the same agency.
Agencies are responsible for starting retirement for employees working summer session in a different agency.

Questions Questions regarding summer session processing should be directed to SUNY Systems.

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