Date: August 7, 2001
Bulletin No. SU-58
of Contract Pay and Additional Pay for SUNY 21P Employees 2001-2002
Termination of Summer Session Jobs
|Purpose||To explain automatic processing and agency procedures|
|Affected Employees||Employees in 21P and CAL positions|
|Effective Date||Check date 9/12/2001|
|Automatic Restoration Contract Pay and Additional Pay||
After the agency cut-off date (8/28/2001)
for period 11L, OSC will automatically insert a row to start a new contract on
the Contract Pay Panel for the 2001-2002 semester for employees who have, as of
1) An employee status of active, leave, paid leave
2) A pay basis code of 21P
3) No future dated Job Data rows after 8/16/2001 with a pay basis code change.
The contract dates inserted will be the begin date of 8/16/2001 and end date of 6/5/2002.
If an employee is hired, rehired, or has
a position change in pay period 11L with an effective date of 8/16/2001, it is
not necessary to complete the Contract Pay Panel. OSC will automatically insert
the new contract row.
If the employee already has a row on the Contract Pay Panel or the Additional Pay Panel effective 8/16/2001, OSC will not automatically insert a row.
Civil Service will submit a file to restart
|Agency Actions in Period 11L for 21P's and 12L for CAL's||
Termination For 21P/CAL Employees Who
Worked Summer Session In A Different Agency:
Employees who worked summer session in another agency must be terminated in the agency where the summer session was worked.
21P/CAL Employees Not Returning For The Fall Semester:
Terminate 21P employees with the effective date of 8/16/2001. Terminate CAL employees with the effective date of 9/1/2001.
Newly Appointed Summer Session Employees Who Are Not Working The Fall Semester:
Terminate these employees after their summer session is completed.
Pay Basis Code Changes:
If an employee elects to change their obligation (21P to CAL or CAL to 21P), the agency must insure that the position reflects the correct pay basis code.
21P to CAL:
1. Place the employee on a leave of absence using the action reason of LOA/ LOT effective 8/16/2001.
2. Effective 9/1/2001, process a return from leave using the action reason of RFL/RLV.
3. Reclassify the pay basis code on the position to change the position to CAL effective 9/1/2001 and, if eligible for the 3.5% raise, submit a pay change using the action reason of PAY/CFS effective 9/1/2001.
If the employee is moving to another position that is already set up as a CAL, request a position change on the Job Action Request Panel using the action of POS and the effective date of 9/1/2001. Use the appropriate Reason Code and enter the employee's annual salary rate, including the 3.5% raise, if eligible.
CAL to 21P:
1. Reclassify the pay basis code on the position to change the position to 21P effective 8/16/2001 and, if eligible for the 3.5% raise, submit a pay change on the Job Action Request panel using the action of PAY/CFS effective 8/16/2001.
If the employee is moving to another position that is already set up as a 21P, request a position change on the Job Action Request Panel using the action of POS and the effective date of 8/16/2001. Use the appropriate Reason Code and enter the employee's annual salary rate including the 3.5% raise, if eligible.
2. If the employee is active, submit the earn code BAL (Balance of Contract) in the Time Entry panel. The balance of contract must be paid using the pre-raise salary.
OSC will automatically insert the new contract row on the Contract Pay panel.
|Reporting Retroactive Changes in Pay Basis Code||
For the changes in pay basis code that are
reported on a retroactive basis, the agency must:
21P to CAL:
1. Place the employee on a leave of absence effective 8/16/2001.
2. Effective 9/1/2001, return the employee from the leave.
3. Effective 9/1/2001, request a position change to move the employee into a CAL position
If remaining in the same position, reclassify the pay basis code on the position. The pay basis code change will subsequently be reported to OSC and the position and the incumbents Job Data record will be updated to reflect the CAL basis code.
4. Earnings on the Additional Pay Panel will automatically end effective 8/16/2001 when the employee is placed on the leave of absence. Agencies must restart earnings effective 9/1/2001.
CAL to 21P:
If the employee was previously hired effective 9/1/2001 as a CAL:
1. Request a data change (DTA)/ correct history (COR) effective 9/1/2001 and enter the following or similar statement in the Status Reason block, "OSC must change the hire date to 8/16/2001 because the employee should be 21P".
2. Effective 9/1/2001, request a position change to move the employee into a 21P position and enter the following or similar statement in the Status Reason block, "OSC must change the position number on the corrected 8/16/2001 hire row".
If remaining in the same position,
reclassify the pay basis code on the position. The pay basis code change will
subsequently be reported to OSC and the position and the incumbent's Job Data
record will be updated to reflect the 21P pay basis code.
If changing from CAL to 21P, the
earnings previously paid as a CAL will be automatically deducted from the 21P
earnings due. If the employee worked in the 2000 - 2001 school year, the agency
must submit a balance of contract in the Time Entry panel using the earn code
BAL to pay the CAL earnings due for the period 08/16/2001 to 08/31/2001.
for 21P Employees
|Agencies that canceled tax sheltered annuities, federated funds, maintenance (taxable and non-taxable) and union insurances for 21P employees who worked summer session will need to restart these deductions. The effective date to be used is 8/16/2001.|
Agencies Need to Enter Contract Pay and
Additional Pay Information
Agencies must enter information on the
Contract Pay Panel and, if applicable, the Additional Pay Panel when:
21P employee is hired/re-hired after the automatic restoration
Employee has a pay basis code change to 21P after period 11L is processed. A data change (DTA)/correct history (COR) must be requested to change the effective date of the earnings on the Additional Pay panel.
The contract begin date must always be 8/16/2001 and the contract end date must always be 6/5/2002.
|Questions||Questions about this bulletin should be directed to your payroll auditor.|