NYS Comptroller Seal  

Bureau of State Payroll Services

Date:  August 7, 2001

Bulletin No. SU-59


Subject SUNY Part-time Employees Paid on a Bi-weekly Basis
Purpose To notify campuses of the new processing procedures for bi-weekly employees who are part-time.
Affected Employees Part-time employees whose pay basis code is BIW in Bargaining Unit 08
Effective Date Beginning of the 2001 Fall semester
Background Effective the beginning of the 2001 Fall Semester, agencies must report the percentage of time worked for part-time employees paid on a bi-weekly basis. This change in procedure will enable agencies and OSC to determine if an employee who works in more than one agency is in dual employment status (total of all jobs is less than, or equal to, 100% full time employment) or is performing extra service (total of all jobs exceeds 100% full time employment).

The part-time percentage is informational only and will not change the method of reporting the employee's Pay Rate. The Pay Rate will continue to be reported as the actual amount the employee is to be paid on a bi-weekly basis.
Reporting Procedures When part-time bi-weekly employees are hired, rehired, or concurrently hired for the 2001 Fall semester, report the actual percentage of time worked in the Part-time Percentage field on the Job Data 2 panel and change the Full/Part-time Indicator to part-time.

If an employee is currently active in a summer session position, or a position other than a bi-weekly position, and a position change must be submitted to put the employee in a part-time BIW position, enter the percentage of time worked on the Job Action Request 2 panel and change the Full/Part-time Indicator to part-time when requesting the Position Change.

If an employee is currently active in a BIW position, report the percentage of time worked, if less than 100%, on the Job Data 2 panel by inserting a new row using the Action of Data Change and Reason of Chg Pct effective the first day of the Fall Semester. Change the Full/Part-time indicator to part-time.

If a BIW employee is currently active, and a pay change is being reported that also represents a change in the percentage of time worked, process the CHG PCT and the PAY RT CHG in the following order:

1. Insert a row in the Job Data 1 panel, with the effective date of the percentage change (Data Chg/CHG PCT) and enter the part-time percent in the Job Data 2 panel.

2. Submit a Job Request to report the PAY Rt CHG. The new part-time percent reported in the Job Data 2 panel will populate the part-time percent field in the Job Request 2 panel.
Dual Employment/ Extra Service Dual Employment/Extra Service
If an employee works in more than one agency and the total of all jobs does not exceed 100% full-time employment, the employee should be assigned a regular position number when hired into the additional agency(s), since the employee's status is dual employment.

If an employee works in more than one agency and the total of all jobs exceeds 100% full-time employment, the employee is performing extra service, and therefore, must be assigned an extra service position number when hired into the extra service agency. The extra service agency must report the percentage of time worked in their agency, change the Full/Part-time indicator to part-time, click the extra service indicator, and complete an extra service voucher which is maintained at the agency. The full-time agency(s) should submit a dual employment form to OSC which authorizes the employee to perform the extra service.
Questions Questions related to this bulletin may be directed to your payroll auditor.