NYS Comptroller Seal  

Bureau of State Payroll Services

Date:  June 5, 2001

 Bulletin No. SU-56  


Subject SUNY Summer Session Procedures
Purpose To notify agencies of the procedure 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 06/06/01.
The status of the 21P employee 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

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 2000-2001

In addition to the above, the following procedures are applicable for processing summer session payments for employees paid during the 2000-2001 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 panel.

Exception: For a CAL employee who works summer session and is terminated as a CAL prior to 9/01/01 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 (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 (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 Rt Chg and the Reason of NEW.

The position attributes for summer session casual service position include:

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

Deduction Processing For CAL's
All deductions will remain in effect for employees who work summer session in the same agency.

For 21P's
The Department of Civil Service will submit a file to end date health insurance.
Agencies must cancel tax sheltered annuities, federated funds, maintenance (taxable and non-taxable) and union insurance deductions effective 06/07/01 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 2001 must be terminated on the Job Data record effective 08/16/01. 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 2001 must be terminated on the Job Data record effective 08/16/01, unless the employee continues working summer session on or after 8/16/01. If the employee continues working summer session on or after 08/16/01, the agency must request a Position Change on the Job Action Request panel effective 8/16/01 and place the employee in a summer session position. A termination is required at the end of the summer session.

A CAL employee who will not be returning in the Fall of 2001 must be terminated on the Job Data record effective 09/01/01, 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 21P's
OSC will report service credit for employees who are members of the New York State Employee's 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 CAL's
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.
2001-2002 Academic Year
Payroll Register and Employee's Check/Advice
Procedures for the 2001-2002 Academic Year will be provided in a future Payroll Bulletin.

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 check 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 Systems Administration.

Questions regarding payroll processing should be directed to your payroll auditor.

Questions regarding deduction processing should be directed to the Payroll Deductions mailbox.