State Agencies Bulletin No. 2033

Subject
Procedures for Processing 2022 Summer Session Payments for Institution Teachers
Date Issued
June 28, 2022

Purpose

The purpose of this bulletin is to provide agency instructions for processing the 2022 Institution Teacher Summer Session Payments.

Affected Employees

Teachers in the Professional, Scientific and Technical Services Unit – BU05 or designated Management or Confidential in BU06 who work Summer Session in 2022 are affected.

Background

Pursuant to CVS Article 8, Title B, Sec 136.2, a teacher working summer session outside of his/her academic year obligation shall receive additional compensation at an hourly rate of pay equal to his/her regular rate of pay when work is performed in his/her regular position and/or in a title allocated to the same salary grade of his/her regular position.

Effective Date(s)

This payment is effective the beginning of Summer Session as determined by the facility.

Eligibility Status

  • Contracts for 21P teachers will end on the last day of the academic year as reported in the employee’s Contract Pay page.  Location Pay and Inconvenience Pay must end the last day of the contract.
  • 21P teachers will remain Active in their regular position but will not be paid unless Summer Session is reported.
  • If the teacher is 21P, is not working Summer Session and will not return to work in the fall of 2022, the agency must process a termination effective the day after the end of the employee’s contract.
  • Calendar (CAL) teachers will remain Active in their regular position and continue to be paid.

Agency Actions for Summer Session Procedures

Agencies must process Summer Session payments using the procedures outlined below, as applicable:

  • For CAL and 21P employees who work Summer Session at the same grade and in the same agency where they perform their academic service, the agency must submit a transaction on the Time Entry page using the earnings code that reflects the number of days in the facility contract (2XX – Teacher Summer Session, # of days) to report the number of hours worked. The Earnings Code will automatically calculate the hourly rate based on the regular annual salary effective on the Earns End Date divided by the number of contract hours at the facility where they perform their regular duties. See table below. The 2XX code will then multiply this hourly rate by the number of submitted hours.
Earnings Code Calculation Number of Hours in the Facility Contract (divide annual salary by this number for the hourly rate)
203 203 days X 8hrs 1624
204 204 days X 8hrs 1632
205 205 days X 8hrs 1640
206 206 days X 8hrs 1648
207 207 days X 8hrs 1656
208 208 days X 8hrs 1664
209 209 days X 8hrs 1672
210 210 days X 8hrs 1680
211 211 days X 8hrs 1688
212 212 days X 8hrs 1696
213 213 days X 8hrs 1704
214 214 days X 8hrs 1712
215 215 days X 8hrs 1720
216 216 days X 8hrs 1728
217 217 days X 8hrs 1736
218 218 days X 8hrs 1744
  • For CAL and 21P employees who work Summer Session in the same agency but at a different grade and salary level, the agency must submit a transaction on the Time Entry page using Earnings Code SES – Summer Session. The number of hours worked and the amount of the payment must be included. The grade and salary must be entered in Time Entry Comments.
    • To calculate the amount of the SES, determine the appropriate regular annual salary effective on the Earns End Date divided by the number of contract hours at the facility where the employee performs his/her regular duties (see chart above). Then multiply this hourly rate by the number of submitted hours.
  • CAL or 21P employees who work Summer Session in an agency other than the agency where they perform their academic service must be Concurrently Hired or Rehired using the Reason Code 3MO (Three Month) and appointed into positions with a Comp Rate Code of HRY.  An hourly rate must be submitted using the Action Pay Change. Agencies must report RGH in the Time Entry page with the number of hours worked.
    • When determining the hourly rate, use the number of days in the facility contract where the employee performed his/her regular duties.
  • New employees who have no Active service in PayServ must be Hired or Rehired into positions with a Comp Rate Code of HRY using the Reason code 3MO (Three Month).  An hourly rate must be submitted using the Action Pay Change. Agencies must report RGH in the time Entry page with the number of hours worked.
    • When determining the hourly rate, use the number of days in the facility contract where the summer session is worked.

Agencies should refer to the attached chart titled Institution Teachers 2021-2022 Contract Dates, which outlines the number of contract days for each Department.

Retirement and Deduction Information:

For Calendar (CAL) employees:

  • All deductions will continue to be processed for teachers working Summer Session in the same agency where they perform their academic service.
  • OSC will report salary for the Summer Session to the appropriate retirement system for employees working in the same agency.

For 21P employees:

  • Dues, retirement loans and arrears will continue for teachers working Summer Session in the same agency. Agencies should not end date these deductions.
  • The Department of Civil Service will submit a file to OSC to cancel health insurance.
  • Agencies must cancel union insurances and maintenance deductions using an effective date of the first day of the pay period immediately following the contract end date.
  • OSC will report salary for the Summer Session to the appropriate retirement system for employees working in the same agency.
  • Agencies must complete the New York State Employees’ Retirement System form RS2050 to report service credit for teachers working Summer Session in another agency.

Direct Deposit

Direct deposit will continue to be processed for teachers working Summer Session regardless of the agency where service is performed.

Back End Splits

Agencies will have the option of doing back-end splits each pay period or changing the combination code at the Position Pool. It is important to note that changing the combination code at the Position Pool impacts all employees in that pool.

Termination of Summer Session Employment

For teachers working Summer Session, the agency must insert a row using the Action/Reason code of Termination/TER (Term) for the following instances:

  • A teacher who works Summer Session in an agency other than the agency in which the employee worked during the academic year but is not continuing in the Summer Session agency in the fall of 2022 must be terminated at the end of the Summer Session.
  • A teacher who is appointed only for the Summer Session and is not continuing in the fall of 2022 must be terminated at the end of the Summer Session.
  • A 21P teacher who works Summer Session in the same agency and is not continuing in the fall of 2022 must be terminated at the end of the Summer Session.
  • A CAL teacher who will not be continuing in the fall of 2022 must be terminated effective 09/01/2022.

2022-2023 Academic Year

All procedures for the 2022-2023 academic year will be provided in a future payroll bulletin.

Tax Information

An Institution Teacher Summer Session Payment is taxable income, will be included in the employee’s taxable gross wages, and is subject to all employment and income taxes.

Questions

Questions regarding eligibility or payment information may be directed to the Payroll Earnings mailbox.

Questions regarding deductions may be directed to the Payroll Deduction mailbox.

Questions regarding retirement may be directed to the Payroll Retirement mailbox.

Questions regarding direct deposit may be directed to the DD Returns and Reversals mailbox.