Purpose:
The purpose of this bulletin is to provide agencies instructions for processing the 2023 CUNY Research Foundation Grant Payments for Summer Research.
Affected Employees:
CUNY instructional staff who meet the eligibility criteria are affected.
Background:
Pursuant to an Agreement between CUNY and the CUNY Research Foundation (CUNY RF), instructional staff members who perform research work receive payments that are reimbursed by the CUNY RF. The work may be performed in any facility but must be paid from the college where the employee is employed on a full-time basis. The payments are processed through PayServ to facilitate crediting retirement service.
Effective Dates:
Based on the Summer 2023 RF Summer Salaries – Semi-Monthly Certification and Paydate Deadlines schedule, payments may be submitted beginning with paychecks dated 07/13/2023 and must be completed by paychecks dated 03/07/2024.
Agency Actions:
In order to process the Summer 2023 CUNY Research Foundation Grant Payments, agencies must be in receipt of the CUNY RF Payment Authorization Form and the Summer 2023 RF Summer Salaries – Semi-Monthly Certification and Paydate Deadlines schedule.
For each of the pay dates included on the Semi-Monthly Certification and Paydate Deadlines schedule, the CUNY University Payroll Systems and Operations office must provide OSC with the CUNY RF Authorization Form spreadsheet of eligible employees and amounts to be paid prior to submission of the payment.
To make the Summer 2023 CUNY Research Foundation Grant Payment to eligible employees, agencies must submit the following information on the Additional Pay page using the appropriate earnings code. For each new grant payment or additional amount that must be paid, insert a row at the Effective Date level of the appropriate earnings code.
| Earnings Code: | CGR, XCR, YCR, ZCR or CGT, XCT, YCT, ZCT |
|---|---|
| Effective Date: | The first date of the pay period being processed |
| Annual Addl Earnings: | Total amount of grant(s) to be paid per the CUNY RF Authorization Form |
| Goal Amount: | Same as the Annual Addl Earnings so earnings are paid in a single payment |
| Goal Balance: | Leave blank |
If the employee incurs an overpayment, the agency must take the following action:
- If the employee is separated from State service in the full-time record, the agency must create an overpayment record in the full-time record on the Additional Pay page using Earnings Code Q23 to recover the overpayment from future earnings.
- If the employee is separated from State service in the full-time record but is Active in another record, the agency must create an overpayment record in the Active record on the Additional Pay page using Earnings Code Q23 to recover the overpayment from future earnings.
- If the employee is overpaid and in an Alien status, the applicable Earnings Code 23X, 23Y, -or 23Z must be used to recover the overpayment.
- If the employee is Active and receiving regular wages in the full-time record in which the grant payment was made, the agency must insert a row on the Additional Pay page at the Effective Date level of the appropriate CUNY Research Foundation Grant Payments Earnings Code and enter the following information.
| Effective Date: | The first date of the pay period being processed. |
|---|---|
| Annual Addl Earnings: | Total amount of overpayment (enter as a negative amount) |
| Goal Amount: | Same as Annual Addl Earnings (enter as a negative amount) |
| Goal Balance: | Leave blank |
Payroll Register and Employee’s Paycheck/Advice:
The earnings code descriptions and the amount will be displayed on the employee’s paycheck stub and/or direct deposit advice. Where appropriate, the following earnings codes and the associated amounts will be displayed on the payroll register:
| Earnings Code | Description |
|---|---|
| CGR | CUNY Grant Recipient |
| XCR | CUNY Grant Recipient IC 17 |
| YCR | CUNY Grant Recipient IC 18 |
| ZCR | CUNY Grant Recipient IC 19 |
| CGT | CUNY SR Grant – Tax Levy |
| XCT | CUNY SR Grant – Tax Levy IC 17 |
| YCT | CUNY SR Grant – Tax Levy IC 18 |
| ZCT | CUNY SR Grant – Tax Levy IC 19 |
General Deductions:
Grant payments are included as salary for retirement purposes and are subject to union dues.
Tax Information:
All CUNY Research Foundation Grant Payments for Summer Research will be included in the employee’s taxable gross wages and are subject to all employment and income taxes.
In addition, payments made with Earning Codes CGT, XCT, YCT, or ZCT are supplemental, and Federal, State and New York City income tax withholding will be calculated using the Aggregate method. Yonkers income tax withholding will be calculated using the Flat Rate method (1.95975% for Yonkers residents and 0.50% for Yonkers non-residents).
Questions:
Questions regarding eligibility for this payment should be directed to the Director of University Payroll Systems and Operations.
Questions regarding this bulletin 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.