NYS Comptroller Seal  

Bureau of State Payroll Services

Date: August 22, 2002

Bulletin No.  SU-78


Subject Restoration of Contract Pay and Additional Pay for SUNY 21P Employees in the 2002-2003 Semesters and Termination of Summer Session Jobs
Purpose To explain automatic processing and agency procedures
Eligible Employees Employees in 21P and CAL positions
Effective Date Check date 9/11/2002
OSC Actions Automatic Restoration of Contract Pay
After the payroll is audited for period 11L, OSC will automatically insert a row on the Contract Pay Panel for the 2002-2003 semesters for employees who have, as of 8/15/2002:
1.  A status of active, leave, paid leave, and
2.  A pay basis code of 21P, and
3.  Been hired, rehired, or has a position change in pay period 11L with an effective date of 8/15/2002.

The contract begin date is 8/15/2002 and the end date is 6/6/2003.

Exception: If the employee already has a row on the Contract Pay Panel effective 8/15/2002, OSC will not automatically insert a row.

Automatic Restoration of Additional Pay
After the payroll is audited for period 11L, OSC will automatically insert a row on the Additional Pay Panel for the 2002-2003 semesters for employees who have, as of 8/15/2002:

1. A status of active, leave, paid leave, and
2. A pay basis code of 21P, and
3. An end date on any earnings on the Additional Pay Panel is 6/5/2002, and
4. Been hired, rehired, or has a position change in pay period 11L with an effective date of 8/15/2002.
5. The effective date is 8/15/2002 and the end date is 6/6/2003.
Exception: If the employee already has a row on the Additional Pay Panel effective 8/15/2002, OSC will not automatically insert a row.
Agency Actions- Termination of Summer Session Employees Termination of 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.

Termination of 21P/CAL Employees Not Returning For The Fall Semester
Terminate 21P employees with the effective date of 8/15/2002.  Terminate CAL employees with the effective date of 9/1/2002.

Termination of Newly Appointed Summer Session Employees Who Are Not Working The Fall Semester
Terminate these employees after their summer session is completed.
Agency Actions in Period 11L for 21P's and 12L for CAL's 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 8/15/2002.
2. Process a return from leave using the action reason of RFL/RLV effective 9/1/2002.
3. Reclassify the pay basis code of the position to CAL effective 9/1/2002 and, if eligible for the 3.5% raise, submit a pay change using the action reason of PAY/CFS effective 9/1/2002.
OR
If the employee is moving to another position that already is a CAL, request a position change on the Job Action Request Panel using the action of POS and the effective date of 9/1/2002. 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 of the position to 21P effective 8/15/2002 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 8/15/2002.
OR
If the employee is moving to another position that is a 21P, request a position change on the Job Action Request Panel using the action of POS and the effective date of 8/15/2002. 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.
3. OSC will automatically insert the new contract row on the Contract Pay panel.

 

Reporting Retroactive Changes in Pay Basis Code Retroactive Change in Pay Basis Code

21P to CAL
1. Place the employee on a leave of absence effective 8/15/2002.
2. Effective 9/1/2002, return the employee from the leave.
3. Effective 9/1/2002, request a position change to move the employee into a CAL position
OR
If remaining in the same position, reclassify the pay basis code. OSC will update the position and the incumbent's Job Data record to reflect the CAL basis code.
4. Earnings on the Additional Pay Panel will automatically end effective 8/15/2002 when the employee is placed on the leave of absence. Agencies must restart earnings effective 9/1/2002.
CAL to 21P
1. 1. The employee was previously hired effective 9/1/2002 as a CAL:
a. Request a data change (DTA)/ correct history (COR) effective 9/1/2002 and enter the following statement in the Status Reason block, "Please change the hire date to 8/15/2002 because the employee should be 21P".
b. Effective 9/1/2002, request a position change to move the employee into a 21P position and enter the following statement in the Status Reason block, "Please change the effective date of this row to 8/15/02 as the position number must be inserted as a new row on the corrected 8/15/2002 hire row."
OR
If remaining in the same position, reclassify the pay basis code on the position. The pay basis code change will be reported to OSC and the position and the incumbent's Job Data record will be updated to reflect the 21P pay basis code.
c. Complete the Contract Pay panel using 8/15/2002 as the contract begin date and 6/6/2003 as the contract end date.
d. For earnings on the Additional Pay panel, request a data change (DTA)/ correct history (COR) and enter the following statement in the Status Reason block, "Please Change the effective date of the earnings in Additional Pay panel to 8/15/2002."
2. The Employee was on the payroll as a CAL prior to 9/1/2002:
a. Request a position change (POS) effective 8/15/2002 to move the employee into a 21P position. Request position changes for all subsequent rows on the employee's Job Data panel.
OR
If remaining in the same position, reclassify the position for a change in pay basis code effective 8/15/2002 and, if due 3.5% increase, submit a pay change using the action reason of PAY/ CFS on the Job Action request panel effective 8/15/2002. Request pay changes for all subsequent rows in Job Data panel.
3. Complete the Contract Pay panel using 8/15/2002 as the contract begin date and 6/6/2003 as the end date.
4. For earnings on the Additional Pay panel, request a data change (DTA) / correct history (COR) and enter the following statement in the Status Reason block, "Change the effective date of the earnings in Additional Pay panel to 8/15/2002."

Adjustments Resulting From Retroactive Changes In Pay Basis Code

21P to CAL
1. Determine the total amount previously paid as a 21P and set up an overpayment for the same amount in the Additional Pay panel using the earn code OVP.
2. Enter an explanation of the overpayment in the General Comments panel. If the change in pay basis code is reported after period 12L is processed, the agency must also submit RGS for all retroactive CAL earnings due from 9/1/2002.

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 2001 - 2002 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 08/15/2002 to 08/31/2002.

Deductions for 21P Employees Who Worked Summer Session Agencies must restart tax-sheltered annuities, federated funds, maintenance (taxable and non-taxable), and union insurance deductions effective 8/15/02 for employees who worked summer session.
When Agencies Need to Enter Contract Pay and Additional Pay Information Prevention of Automatic Restoration of Additional Pay Earnings

To change the amount of Additional Pay, submit a row effective 8/15/02 with the new earnings amount before the automatic restoration occurs (pay period 11L).

To stop the additional pay earnings, insert a row effective 8/15/02, leave the Annual Additional Earnings field blank, and an Earn End Date of 8/15/02 before the automatic restoration occurs (pay period 11L).

Changes after Automatic Restoration
Agencies must enter information on the Contract Pay Panel and, if applicable, the Additional Pay Panel when:

A 21P employee is hired/re-hired after the automatic restoration

An 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 8/15/2002 and the contract end date must always be 6/6/2003.
Questions Questions about this bulletin should be directed to your payroll auditor.