Purpose

To explain the process of underfilling positions in PaySR and to identify titles that may be used in the underfill process

Affected Employees

• Unclassified staff in the Professor title series
• Unclassified staff in the College Lab Technician title series
• Classified staff in the Custodial title series

Effective Date

• 9/1/1999 for certain Professor underfills and the College Lab Technician series
• Immediately for additional Professor underfills and the Custodial series

Definition of "Underfilled" Position

The NYS Position is a position that is used specifically for underfill situations. The NYS position number is used on the Job Data and Job Action Request panel in conjunction with an employee's budgeted position number.

OFSR Responsibility: Establishing NYS Positions in PaySR

The Office of the Vice Chancellor for Faculty and Staff Relations (OFSR) has established NYS positions for the following titles which may be used to underfill the budgeted Professor (Bargaining Unit T8 only) and Chief College Lab Technician positions:

Professor Underfills

Associate Professor

Assistant Professor

Chief College Lab Technician Underfills

Senior College Lab Technician

College Lab Technician

OFSR will establish NYS positions for the following titles which may be used as additional underfills for budgeted Professor positions.

Additional Professor Underfills

Lecturer

Instructor

OFSR will establish NYS positions for the following Custodial Series titles which may be used to underfill budgeted Principal Custodial Supervisor positions.

Principal Custodial Supervisor Underfills

Assistant Principal Custodial Supervisor

Senior Custodial Supervisor

Custodial Supervisor

CUNY Custodial Assistant

OFSR will establish a single NYS position for each underfill title in each agency. OFSR will notify agencies of the newly established NYS position numbers. Agencies must use the same NYS position number for all employees in the same underfill title.

OFSR Responsibility: Updating Vacant Positions in PaySR to Full Budgeted Title

Effective 9/1/99, OFSR changed all vacant positions in the Professorial and College Lab Tech title series to reflect the budgeted titles of Professor or Chief College Lab Technician. At that time, vacant Instructor and Lecturer positions were not changed. OFSR may now change:

• Vacant Instructor and Lecturer positions to reflect the full budgeted title of Professor
• Vacant Custodial positions to reflect the full budgeted title of Principal Custodial Supervisor

Agency Responsibility: Vacated Positions

The agency must notify OFSR as a position in the Professorial, College Lab Technician or Custodial title series becomes vacant if the budgeted position does not reflect the full title (Professor, Chief College Technician, Principal Custodial Supervisor).

When an agency appoints an employee to a vacant position and the employee's title is an underfill of the budgeted title, the agency must enter the regular position number and the NYS position number in the Job Data or the Job Action Request Panel, whichever panel is applicable for the employee's action (e.g., New Hire Action - Enter regular position number and NYS position number on the Job Data 1 Panel).

Agency Responsibility: Filled Position

Agencies must notify OFSR as positions become vacant or employees in these positions advance to a higher title within the title series. Upon this notification, OFSR will update the regular position to reflect the full budgeted title.

When an incumbent of a position is advanced to a higher level in the title series, the agency must request a position change by selecting the action of New Position on the Job Action Request Panel. The agency must enter the regular position number in the Position Number field and, if the employee is still in an underfill situation, the appropriate NYS position number in the NYS position field. The new pay rate and, if applicable, increment code must be entered on the same panel.

The Job Action request must be made after OFSR has updated the position to reflect the full budgeted title.

Agency Responsibility: Changing & Replacing NYS Position Numbers

If an employee is in an underfill situation (has both a regular and a NYS position number on the Job Data 1 Panel) and must be advanced to a higher underfill title or the full budgeted title, the agency must request a position change by selecting the action of New Position on the Job Action Request Panel. The agency must change the NYS position number to the NYS position number that corresponds to the employee's new title. The new pay rate and, if applicable, increment code must be entered on the same panel.

Funding for NYS Positions

All funding for employees in NYS Positions is tied to the employee's full budgeted position.

Coordination of Updates

OFSR will not automatically update the incumbent to reflect the new position attributes. Staff members who update position records should communicate with the staff members who update job records, to ensure that correct effective dates and position attributes are reflected on the position records and the related job records.

Questions

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