Purpose
To explain OSC automatic processing and agency procedures to cancel Additional Annual Salary Factors on the Additional Pay Panel. This Bulletin replaces the section titled "Ending Additional Pay" found in Bulletin #96, page 2.
Affected Employees
Annual salaried (Pay Basis Code of ANN, 21P, CAL, CYF and CYP) employees who have an Additional Annual Salary Factor canceled.
Effective Date
Immediately.
OSC Actions
No agency action is required on the Additional Pay panel when an employee has a status change (terminated, retired or placed on a leave of absence without pay).
When these actions are reported on the Job Data 1 panel, the system will continue to automatically put an end date on the Additional Pay panel to cancel the earnings. The end date used by the system is the effective date of the status change.
The system does not automatically insert an end date for employees going on any type of Workers' Compensation Leave since no end date is required.
No agency action is required on the Additional Pay panel for the Earn Code of CON, C17, C18 or C19 when an employee has a position change which changes their Pay Basis Code from 21P, CYF, CYP or AJT to another type of Pay Basis Code other than 21P, CYF, CYP or AJT (example: 21P to ANN). The system will automatically end date the CON, C17, C18 or C19 earnings with the date the employee changed pay basis codes. The system will only end date the CON, C17, C18 or C19 earnings. All other earnings will continue if not ended by the agency.
For position changes, the system will not pro-rate CON, C17, C18 or C19 earnings that are mid-pay period and will pay the full amount.
Agencies will need to add a row with the earn code ACN (Adjustment for Contract Earnings) and the money to be adjusted. See "How to Add Adjustment Code" under Mid-Pay Period Transaction below.
For terminations, the system will pro-rate CON, C17, C18 or C19 earnings.
Agency Procedures
The following procedures are required to cancel Additional Annual Salary Factors for employees that have no status change.
End of a Pay Period Transactions
Use the last date of the pay period as the end date for earnings that are to be paid for a full pay period.
To Cancel on the Additional Pay Panel, enter:
| Earn Code: | Applicable earn code |
| Effective Date (inner scroll bar): |
Last Date of the payroll period |
| Annual Addl Earnings: | Amount to be canceled |
| Earn End Date: | Last Date of the payroll period (same as effective date |
Mid-Pay Period Transaction
Use the last date the employee was eligible for the earnings. Put "0" (zero) in the Annual Addl Earnings. The system will not calculate and not pay the additional earnings for the pay period. It is necessary for the agency to enter the applicable adjustment code on the Additional Pay panel with the money that is due the employee.
To Cancel on the Additional Pay Panel, enter:
| Earn Code: | Applicable earn code |
| Effective Date (inner scroll bar): |
Last date employee was eligible for earnings |
| Annual Addl Earnings: | 0(Zero) |
| Earn End Date: | Last date the employee was eligible for the earnings (same as effective date) |
To Add Adjustment Code, enter:
| Earn Code: | Applicable adjustment earn code |
| Effective Date (inner scroll bar): |
Date adjustment starts |
| Earnings: | Amount to be adjusted for the pay period |
| Goal: | Total amount to be adjusted |
Matrix
The attached matrix shows when the system will prorate additional salary factors when an annual salaried employee's status changes.
Additional Information
For more information on Additional Pay transactions, please refer to Bulletins #22 and #96.
Questions
Questions regarding this bulletin may be directed to the Payroll Audit mailbox.