State Agencies Bulletin No. 335

Subject
Institution Teachers/ Academic Year 2002-2003
Date Issued
August 27, 2002

Purpose

To provide information and instructions regarding the following:

  • Restoration of Contract Pay and Additional Pay for contract pay teachers
  • Salary Withholding for newly hired contract pay teachers  
  • Reporting Time Entry earnings for CAL and contract pay teachers
  • Effective date of actions reported at the beginning of the academic year
  • Teachers not returning in Fall 2002
  • Changes in pay basis code
  • Transfers between agencies
  • Work schedule for CAL teachers
  • Restoration of health insurance for contract pay teachers
  • General Deductions for contract pay teachers
  • Performance Advances September 2002

Affected Employees

Institution Teachers in the Department of Correctional Services, Office of Mental Health, School for the Blind, School for the Deaf, The Office of Children and Family Services and Helen Hayes Hospital.

Contract Pay Teacher: Method of Payment

In accordance with the 1999-2003 PEF/State Agreement, teachers who have elected to be paid over the school year will be paid based on the actual number of days (excluding pass days) within the teacher's academic year. Bi- weekly payments are calculated as follows:

  1. Annual Salary Rate / # of Days in Academic Year = Daily Rate of Pay *
  2. Daily Rate of Pay X 10 = Bi-weekly Contract Amount (excluding location and/or inconvenience pay)

*Daily Rate is pro-rated if the teacher works less than 100%.

If a teacher is not in pay status for the entire pay period, he/she will be paid only for the number of days he/she is active within the pay period. For example, if a teacher's academic year in a Correctional Facility commences 9/4/02, the teacher's first check, dated 9/19/02, will include 1 day of pay, since the teacher will only be active for 1 day in the pay period beginning 8/22/02 and ending 9/4/02.

Restoration of Contract Pay and Add'l Pay for Contract Pay Teachers

Since the academic year is not consistent among agencies, there is no automatic restoration of a new contract on the Contract Pay panel. Similarly, additional salary factors are not automatically restarted on the Additional Pay panel.

Contract Pay

For all teachers who have elected to be paid over the academic year 2002-2003, the agency must set up a new contract by completing the Contract Pay panel using the following procedures:

  • Insert a row on the Contract Pay panel and enter the first date of the academic year as the effective date. The first date of the academic year is the first day the teachers actually return to work in September.
  • Select 21P as the Contract Pay Type.
  • Enter the contract begin and end dates.The contract begin date is the first day of the academic year. The contract end date is the last day of the academic year (the last day the teachers actually finish work in June).
  • Save the panel.

Restoration of Add'l Pay for Teachers

Location Pay/Inconvenience Pay

The agency must restart location pay and/or inconvenience pay on the Additional Pay panel for all contract pay teachers using the following procedures:

  • Insert a row on the Additional Pay panel using the appropriate earnings code and enter the first day of the academic year as the effective date.
  • Enter the annual amount of the additional earnings in the Annual Additional Earnings field.
  • Enter the last day of the academic year in the Earn End Date field.
  • Save the panel

OSC will automatically calculate location pay and inconvenience pay earnings based on the number of days in the agency's academic year.

Prevention of Overpayments for Teachers on Active Status

For teachers who are currently active, if the first day of the academic year is mid-period, the teacher will be paid earnings for the entire period, since there is no status change reported on the teacher's Job Data panel. To prevent this overpayment, the agency must submit the appropriate adjustment code on the Additional Pay panel to deduct the location and/or inconvenience pay earnings which the teacher is not entitled to receive.

Salary Withholding for Contract Pay Teachers

Reporting Salary Withholding for Contract Pay Teachers

Effective September 2002 for all teachers on Contract Pay, the earn code SWC (Salary Withholding Contract Pay) must be entered on the Additional Pay panel to place the teacher on the Salary Withholding Program effective the date of hire or the first day of the current pay period, whichever is later. The agency must enter the last day of the 5th payroll period in the Earn End Date field. The earnings will be automatically calculated and will continue to be automatically withheld until the payroll period immediately following the Earn End date. The Salary Withholding Balance panel will be automatically updated to reflect the number of days withheld.

Reporting Time Entry Earnings for Contract Pay and Calendar Teachers

Reporting Lost Time, Extra Time, and Salary Lump Sum Payments

Override codes must be used by agencies whose academic year is other than 210 days to ensure the teachers (CAL's and 21P's) receive the appropriate earnings when reporting lost time, extra time, or a salary lump sum payment.

Lost Time LTO (Lost Time Override)

Use the earnings code LTO (Lost Time Override) to report lost time or to pay back lost time previously deducted in error. Use a minus sign before the amount when reporting the initial lost time transaction. Do not use a minus sign when adjusting lost time previously deducted in error. When using this code, the agency must enter dates, number or days, and the amount of lost time, including location pay and inconvenience pay earnings.

Extra Time EXO (Extra Time Override)

Use the earnings code EXO (Extra Time Override) to report extra time or to deduct extra time previously paid in error. Use a minus sign before the amount when deducting extra time previously paid in error. When using this code, the agency must enter dates, number of days, and the amount of extra time.

Salary Lump Sum Payment for Calendar and 21P Teachers

The salary lump sum payment is reported as follows when an employee leaves state service or moves into a bargaining unit not under the Salary Withholding Program:

  • CAL teacher whose salary was withheld as a CAL teacher.
    Report the earn code SLS (Salary Lump Sum Payment) in the Time Entry panel.
    Exception: Report the earn code SLO (Salary Withholding Override) if the salary in effect at the time of the withholding was greater than the salary in effect at the time of the payment.
  • CAL teacher whose salary was withheld as a 21P teacher.
    Report the earn code SLO (Salary Lump Sum Payment Override) in the Time Entry panel and calculate the amount of lump sum payment using the academic year method and the salary in effect at the time of the withholding or the time of payment, whichever is higher.
  • 21P teacher whose salary was withheld as a 21P teacher.
    Report the earn code SLO (Salary Lump Sum Payment Override) in the Time Entry panel and calculate the amount of lump sum using the academic year method and the salary in effect at the time of the withholding or the time of payment, whichever is higher.
  • 21P teacher whose salary was withheld as a CAL teacher.
    Report the earn code SLS (Salary Lump Sum Payment) in the Time Entry panel.
    Exception: Report the earn code SLO (Salary Withholding Override) if the salary in effect at the time of the withholding was greater than the salary in effect at the time of payment.

Effective Date of Actions Reported: Beginning of Academic Year

CAL Teachers

All actions reported on the Job Action Request panel and the Job Data panel, and location and inconvenience pay earnings reported on the Additional Pay panel, must have an effective date of 9/1/2002. This includes New Hires, Rehires, Return from Leaves, Transfers, Position Changes, Data Changes, Terminations, etc.

21P Teachers
  • All actions reported on the Job Action Request panel or the Job Data panel, and location and inconvenience pay reported on the Additional Pay panel, that are effective at the beginning of the academic year, must have the first day of the academic year as the effective date (e.g. 9/4/2002).
  • The Contract Pay panel must be completed using the pre-determined academic year dates, regardless of whether the action is effective at the beginning of the academic year or after the academic year has commenced. For example, if the academic year is 9/4/2002-6/26/2003, the agency must use the dates 9/4/2002-6/26/2003 as the Contract Begin and End Dates, regardless of the effective date of the action being reported on the Job Data panel or Job Action Request panel.

Teachers Not Returning in Fall 2001

The agency must terminate all teachers (pay basis codes CAL, 21P or FEE) who will not be returning in Fall 2002 by entering the action of TER on the Job Data 1 panel effective 9/1/2002.

Changes in PayBasis Code

Agencies must report changes in pay basis code (CAL to 21P or 21P to Cal) at the beginning of the academic year.

If a teacher is changing pay basis codes in Fall 2002, the agency must ensure that the position reflects the appropriate pay basis code.

21P to CAL

When the teacher stays in the same agency, use one of the following procedures:

  • If the teacher stays in the same position, fax a Position Data form to the Position Management Unit (518) 474-2601 requesting a change in Pay Basis Code effective 9/1/2002. OSC will update the Position Data panel and the teacher's Job Data panel effective 9/1/2002 to reflect the change.
    • OR
  • If the teacher moves to another position, the agency must request the action of POS on the Job Action Request panel to move the teacher into a CAL position effective 9/1/2002.
CAL to 21P

When the teacher stays n the same agency, use one of the following procedures:

  • If the teacher stays in the same position, the agency must fax a Position Data form to the Position Management Unit (518) 474-2601 requesting a change in the pay basis code effective 9/1/2002. OSC will update the Position Data panel and the teacher's Job Data panel effective 9/1/2002 to reflect the change. The agency must set up a new contract on the Contract Pay panel using the pre-determined academic year begin and end dates.
    • OR
  • If the teacher is moving to another position, the agency must request the action of POS on the Job Action Request panel using 9/1/2002 as the effective date. The agency must set up a new contract on the Contract Pay panel using the Pre-determined academic year begin and end dates.

Transferring Between Agencies -- Fall 2001

Agencies must use the following instructions when a teacher is transferring into another agency:
CAL to 21P

The former agency must terminate the CAL teacher effective 9/1/02.

The new agency must:

  1. Rehire the 21P teacher effective the first day of the academic year.
  2. Request a Pay Change effective the first day of the academic year.
  3. Enter the appropriate academic year dates as the contract begin and end dates on the Contract Pay panel.
21P to CAL

The new agency must request a transfer on the Transfer Request panel effective 9/1/02.

Pay Basis Code is 21P in Both Agencies

The new agency must:

  1. Request a transfer on the Transfer Request panel using the first day of the academic year as the effective date.
  2. Enter the appropriate academic year dates as the contract begin and end dates on the Contract Pay panel.
Pay Basis Code is CAL in Both Agencies

The new agency must request a transfer on the Transfer Request panel effective 9/1/02.

Work Schedule for CAL Teacher

The work schedule for a CAL teacher must be YYYYYYY for the first and last pay period of the calendar year, since the payment must be automatically calculated using 14ths. However, the work schedule may remain YYYYYYY throughout the calendar year, since the normal biweekly rate of pay between the first and last pay period of the year is calculated in the same manner, regardless of the teacher's actual work schedule.

  • Exception: If a CAL teacher has a status change during the academic year (e.g. promotion, demotion, pay change, change in percentage of time worked, leave or removal action) and the effective date is mid-pay period, the agency must change the work schedule to reflect the teacher's actual work schedule, since the payment must be pro-rated and automatically calculated using tenths. If a work schedule is changed during the academic year due to a mid-period status change, the agency must change the work schedule back to YYYYYYY before the pay period in which 8/31 falls.

Restoration of Health Insurance for Contract Pay Teachers

The Department of Civil Service submits a file to OSC to restart Health Insurance for contract pay teachers. Questions concerning health insurance should be referred to the agency health benefits administrator or to the Department of Civil Service.

General Deductions Reporting

Agencies must review the General Deductions panel for all contract pay teachers and restart all applicable deductions previously cancelled (maintenance and union insurances) as stated in Payroll Bulletin #326.

Questions

Questions regarding these procedures may be directed to:

  • Position Management mailbox.
  • All other inquiries, contact your unit supervisor.