| 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.
|
