Purpose

To explain OSC’s automatic processing and agency procedures.

Affected Employees

SUNY employees in 21P and CAL positions

Effective Date(s)

Effective 8/16/2012, paychecks dated 9/12/2012

Eligibility Criteria

Employees in 21P positions as of 8/16/12 and CAL positions as of 9/1/12.

OSC Actions

Automatic Restoration of Contract Pay

After the payroll is processed for Pay Period 11L, OSC will automatically insert a row on the Contract Pay page for the 2012-2013 semesters for employees who, as of 8/16/12, have:

• A status of Active, Paid Leave or Leave of Absence; and
• A pay Basis Code of 21P; and
• No existing Contract Pay record effective 8/16/12.

The contract Begin Date is 8/16/12 and the end date is 6/5/13.

Automatic Population of Contract Pay Page

The Contract Pay page will be automatically populated for employees who have been Hired, Rehired, Concurrently Hired and Transferred or had a position change with an effective date of 8/16/12 and after.

Note: If the employee already has a row on the Contract Pay page effective 8/16/12, OSC will not automatically insert a row.

Automatic Restoration of Additional Pay

After the payroll is processed for Pay Period 12L, OSC will automatically insert a row on the Additional Pay page for the 2012-2013 semesters for employees who, as of 8/16/12, have:

• A status of Active or Paid Leave; and
• A pay Basis Code of 21P; and
• An End Date of 6/6/12 on any earnings on the Additional Pay page; and
• No existing row on the Additional Pay page effective 8/16/12.

The Effective Date is 8/16/12 and the End Date is 6/5/13.

Agency Actions – Termination of Summer Session Employees

Termination of 21P and CAL Employees Who Worked Summer Sessions in a Different Agency

Employees who worked Summer Sessions in another agency must be terminated in the agency where the Summer Session was worked.

Termination of 21P and CAL Employees Not Returning for the Fall Semester

Agencies must terminate 21P employees with the effective date of 8/16/12 and CAL employees with the effective date of 9/1/12.

Termination of Newly Appointed Summer Session Employees Who Are Not Working the Fall Semester

Agencies must terminate these employees after their Summer Session is completed.

Agency Actions in Pay Period 11L for 21Ps and CALs

Pay Basis Code Changes

If an employee elects to change their obligation (21P to CAL or CAL to 21P), the agency must ensure that the position reflects the correct Pay Basis Code.

21P to CAL

• Place the employee on a Leave of Absence in Pay Period 11L using the Action/Reason code of LOA/LOT effective 8/16/12.
• In Pay Period 11L, process a Return from Leave using the Action/Reason cod of RFL/RLV effective 9/1/12.
• Submit a Position Change or notify SUNY Administration to change the Pay Basis Code on the existing position to CAL effective 9/1/12.  SUNY Administration will notify OSC of the Pay Basis Code change on the SUNY Position file.

CAL to 21P

• Submit a Position Change or change the Pay Basis Code of the existing position to 21P effective 8/16/12.
• If the employee is Active, submit the Earn Code BAL (Balance of Contract) on the Time Entry page to pay the difference of the 2011-2012 contract for 8/16/12 to 8/31/12.

Note: OSC will automatically populate the new contract row on the Contract Pay page.

Reporting Retroactive Changes in Pay Basis Code

Retroactive Change in Pay Basis Code

21P to CAL

• Place the employee on a Leave of Absence effective 8/16/12.
• Return the employee from the leave effective 9/1/12.
• Request a Position Change to move the employee into a CAL position or notify SUNY Administration to change the Pay Basis Code of the existing position to CAL effective 9/1/12.
• Since earnings on the Additional Pay page will be automatically ended effective 8/16/12 when the employee is placed on Leave of Absence, agencies must restart earnings effective 9/1/12.
• Determine the total amount previously paid as a 21P and set up an Overpayment for the same amount in the Additional Pay page using the Earn Code Q12.
• Enter an explanation of the Overpayment in the General Comments page.
• If the change in Pay Basis Code is reported after Pay Period 11L is processed, submit RGS for all retroactive CAL earnings due from 9/1/12.

Note: In most cases the amount paid as a 21P Contract Pay employee will exceed the CAL earnings.

CAL to 21P

• If the employee was previously hired effective 9/1/12 as a CAL:
  • Request a DAT/COR (Data Change/Correct History) effective 9/1/12 and enter the following statement in the Status Reason block: “Please change the hire date to 8/16/12 because the employee should be 21P.”
  • Effective 8/16/12, request a Position Change (POS) to move the employee into a 21P position and enter the following statement in the Status Reason block: “Please change the effective date of this row to 8/16/12 as the position number must be inserted as a new row following the corrected 8/16/12 hire row.”

Note: The Contract Pay page will be automatically populated when the Position Change is approved and inserted on the Job Data page.

• For earnings on the Additional Pay page, request a DTA/COR (Data Change/Correct History) and enter following statement in the Status Reason block: “Please change the effective date of the earnings in the Additional Pay page to 8/16/12.”

• If the employee was on the payroll as a CAL prior to 9/1/12:

• Request a Position Change (POS) effective 8/16/12 to move the employee into a 21P position. Request Position Changes for all subsequent rows on the employee’s Job Data page; or
• If remaining in the same position, reclassify the position for a change in Pay Basis Code effective 8/16/12.

Note: the system will automatically populate the Contract Pay page when the Position Change is inserted on the Jo Data page.

• For earnings on the Additional Pay page, request a DTA/COR (Data Change/Correct History) and enter the following statement in the Status Reason block: “Change the effective date of the earnings in the Additional Pay page to 8/16/12.”

Note: The regular and Additional Pay earnings previously paid as a CAL will be automatically deducted from the 21P earnings due.

• If the employee worked in the 2011-12 school year, the agency must submit a Balance of Contract in the Time Entry page using the Earn Code BAL to pay the CAL earnings due for the period 8/16/12 to 9/1/12.

Deductions for 21P Employees Who Worked Summer Session

Agencies must restart tax-sheltered annuities, federated funds, maintenance (taxable and non-taxable), and union insurance deductions effective 8/16/12 for employees who worked Summer Sessions.

When Agencies Must Enter Additional Pay Information in Pay Period 11L

Prevention of Automatic Restoration of Additional Pay Earnings

• To change the amount of Additional Pay, submit a row effective 8/16/12 with the new earnings amount before the automatic restoration occurs (Pay Period 11L). For 21P employees, the Additional Pay row must include an end date of the last day of the contract (6/5/13).
• For employees who move from 21P to CAL, all Additional Pay earnings must be started.
• To stop the Additional Pay earnings, insert a row effective 8/16/12 with an Earn End Date of 8/16/12 before the automatic restoration occurs (Pay Period 11L).

Automatic Population of the Contract Pay Page After Pay Period 11L

For all 21P employees hired, rehired, or concurrently hired after 8/16/12, the system will automatically populate the Contract Pay page.  Refer to Payroll Bulletin No. 410.

Agency Actions for Processing CYP Employees

Agencies must submit Contract Dates at all times for CYP employees and start any Additional Pay earnings (e.g. Location Pay) that are necessary.

Questions

Questions regarding payroll processing may be directed to the Payroll Earnings mailbox.