Purpose

To inform agencies of procedures needed to pay back Salary Withholding for eligible CUNY employees.

Affected Employees

Employees who had Salary Withholding held while in Bargaining Units TC, U2 or U6 and have not received a refund of this money

Effective Date

Checks dated 10/13/05

Background

The processing of Salary Withholding for CUNY employees in Bargaining Units TC, U2 and U6 was stopped in March 2001 (Payroll Bulletin CU-113). CUNY Administration did not authorize payment of the earnings unless the employee was separated from service or moved to an ineligible bargaining unit. In a letter from Vice Chancellor Brenda Richardson Malone, dated September 6, 2005, CUNY Administration has authorized this payment.

Eligibility

Employees who were in the eligible bargaining units before March 2001 and had days withheld for the Salary Withholding process.

OSC Actions

OSC has provided CUNY Administration with a listing of employees who have a balance due in the Salary Withholding Balance panel.

Agency Actions

For employees who are in eligible bargaining units, the agency must use the following Earn Codes on the Time Entry page to pay back the Salary Withholding:

• SLS (Salary LSP- Annual) - Enter the number of days to be paid. There is a maximum of five (5) days.
  • For Active employees, use the last date of the pay period in which the payment will be made.
  • For Inactive employees, use the last date the employee was Active and being paid.
• SLO (Salary LPS- Override) - Enter the number of days and amount of money to be paid.
  • For employees whose Salary Withholding was withheld at a higher rate than the employee is now being paid, use the last date of the pay period in which the payment will be made.
  • For employees who have had more than five (5) days held, use the last date of the pay period in which the payment will be made.

For employees who have since moved to an ineligible bargaining unit or pay basis code and have not received the Salary Withholding, use the following Earn Codes on the Time Entry Page. The effective date must be the date the employee moved into the ineligible bargaining unit:

• PLS (Paback LSP) – Enter the number of days.
• PLB (Paback Biweekly/Hourly) – Enter the number of days.
• PLO (Paback LSP Override) – Enter the number of days and the amount.
  • For employees whose Salary Withholding was withheld at a higher rate than the employee is now being paid.
  • For employees who have had more than five (5) days held.

The agency must review the employee’s record to determine if the payment had already been paid using an incorrect Earn Code, thereby causing the Salary Withholding Balance page to be updated incorrectly.

Payroll Register and Employee's Paycheck/Advice

The Earn Code and the payment amount will appear on the payroll register. The Earn Code description and payment amount will be displayed on the employee’s paycheck stub or direct deposit advice.

Questions

Questions regarding this bulletin may be directed to the University Manager of Payroll Systems and Operations at CUNY Central Office.