Purpose

To explain the procedure for processing retroactive pay changes

Affected Employees

Stationary Engineers, Sr. Stationary Engineers, and Oilers

Background

New rates contained in the memoranda from Carmelo Batistia, Jr. dated 8/30/99 and 10/21/99 are effective on the following dates:

Stationary Engineers and Sr. Stationary Engineers: 7/1/95, 7/1/96, 7/1/97, 7/1/98, 6/30/99

Oilers: 7/1/95, 7/1/96, 7/1/97, 7/1/98

Raise Processing: Active Employees OSC Responsibility

In Period 17C, 11/4/99 through 11/17/99, check dated 11/18/99, OSC will automatically:

• Insert rows on Job Data to reflect new rates using Action/Reason of Pay Change (Pay) /Change Rate (CRT)
• Process a retroactive adjustment for all regular hours paid in PaySR

Agency Responsibility

It is the responsibility of the agency to:

• Report in the General Comments Panel, all pay changes effective prior to the employee's PaySR conversion date
• Report in Time Entry the retroactive adjustment for all regular hours paid in the Legacy system and all miscellaneous earnings paid in both the Legacy and PaySR systems, using the earnings code ADJ

Raise Processing: Inactive Employees Agency Responsibility

Inactive employee converted to PaySR on the70XX4 Payroll:

• Report all pay changes in the General Comments Panel.
• Report in Time Entry the retroactive adjustment for all regular and miscellaneous earnings paid in both the Legacy and PaySR system, using the earnings code ADJ

Inactive employee converted to PaySR on the70XX0 Payroll:

• Rehire the employee into a position on the 70XX4 payroll using the Rehire Panel and the employee's PaySR conversion date
• Insert an additional row on the Job Data 1 Panel to terminate the employee using the same effective date as the Rehire action
• Report all Pay Changes on the General Comments Panel
• Report in Time Entry the retroactive adjustment for all regular and miscellaneous earnings paid in the Legacy system, using the earnings code ADJ

Inactive employee not converted to PaySR :

• Hire the employee into a position on the 70XX4 payroll using the first day of the current period as the effective date
• Insert an additional row on the Job Data 1 Panel to terminate the employee using the first day of the current period as the effective date
• Report all Pay Changes in the General Comments Panel
• Report in Time Entry all regular and miscellaneous earnings paid in the Legacy system, using the earnings code ADJ

Raise Processing: Agency Calculations

• Agency must provide OSC with a breakdown of all calculations.
• Calculations must be reported on the General Comments Panel or on a calculation sheet submitted to OSC by agency deadline.

Revised Rate Chart

A new rate chart, reflecting the new rates and appropriate earnings codes, was faxed to agencies on November 2, 1999.

Taxes

Taxes will be calculated using the annualized method unless fixed taxes are entered into the Employee Tax Data Panels (Federal, State and Local)

Agency is responsible for changing the fixed taxes back to the regular tax routine in Period 18C

Questions

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