Purpose
To inform agencies of a new Time Entry code and to provide instructions for payment of the CUNY ECP Vacation Exchange Program.
Affected Employees
ECP employees who meet the eligibility requirements described below
Effective Date(s)
Payment will be included in the employee’s regular paycheck or direct deposit advice dated 12/13/12, Pay Period 17L/18C
Background
Section 12.2 of the Terms and Conditions of Employment for Staff in the Executive Compensation Program provides for Executive Compensation (ECP) staff members to exchange up to five (5) days accrued leave for an equivalent amount of cash, payable at the rate of pay on the preceding October 1.
Eligibility and Payment Information
The 2012 CUNY ECP Vacation Exchange payment is calculated based on the employees annual salary (not including any additional salary factors) in effect on 10/01/12.
In order to be eligible for the payment the employee must meet the following requirements:
- Must be an ECP employee at some point during the election period of 05/01/12-07/31/12
- Employee must have at least 35 annual leave days at the time of election
- Employees may exchange between 1 and 5 days of accrued leave (whole days only)
If an otherwise eligible employee is inactive, employee status retired or terminated, on 10/1/12, the CUNY ECP Vacation Exchange payment is based on the salary (not including additional salary factors) in effect on the last day prior to 10/01/12 that the employee was last paid.
OSC Actions
OSC has created the following new Time Entry code to be used to pay the CUNY ECP Vacation Exchange Program:
EVE – ECP Vacation Exchange CUNY
Agency Actions
Agencies must enter the following information on the Time Entry page to pay the CUNY ECP Vacation Exchange:
| Earn Code: | EVE |
| Earnings Begin Date: | 10/01/12 or the last day the employee was in Active status in an ECP position during eligibility period. |
| Earnings End Date: | Same as Earnings Begin Date |
| Days | Enter the number of days of Vacation Exchange |
Miscellaneous Payment Information
The CUNY ECP Vacation Exchange payment is pensionable and is not included in the calculation of overtime.
Deductions for Inactive Employees
All general deductions for employees whose status is Terminated, Retired or Deceased will be automatically cancelled by OSC with the exception of the following:
| Code | Narrative |
| 406 | Strike/Discip Fine |
| 409 | CUNY Disciplinary Fine |
| 425 | Repay State Loans/Debt |
| 426 | Higher Ed Repay State Loan |
| 445 | HC Flexible Spending |
| 582 | CUNY SS/Med Deficiency |
| GARNSH | Garnishment |
| 603 | TIAA Before Tax Arrears |
| 604 | TIAA After Tax Arrears |
Undeliverable Paychecks
If the agency has made an effort to deliver the check to the employee but the check has been returned and is undeliverable, the agency should forward the check to the NYS Department of Tax and Finance, Division of Treasury, per instructions in Payroll Bulletin No. 908.
Payroll Register and Employee’s Paycheck/Advice
The Earn Code EVE and the amount paid will be displayed on the payroll register. The earnings description “ECP Vacation Exchange CUNY” and the payment amount will appear on the employee’s paycheck stub or direct deposit advice.
Tax Information
The CUNY ECP Vacation Exchange payment is taxable income and will be included in the employee’s taxable gross wages and is subject to all employment and income taxes.
Questions
Questions about this bulletin may be directed to the Payroll Earnings mailbox.