Purpose

To notify agencies of the procedures for processing Summer Session Payments.

Affected Employees

SUNY employees working Summer Session

Effective Date(s)

Contracts for 21P employees will end 6/6/12. However, the status of 21P employees will remain as Active on the Job Data record. Calendar (CAL) employees will remain on the payroll in their regular positions and will continue to be paid.

Summer Session Payment Procedures

Summer Session Payments must be reported each pay period using the Earn Code SUM (Summer Service) on the Time Entry page.

Exceptions:

When reporting Summer Session Payments for employees who are enrolled in the Employee's Retirement System (Retirement Plan 7Y) and are not in an annual Pay Basis Code (CAL, 21P, or ANN), the new Earn Code SRC (Summer-Retirement Credit) must be used to ensure accurate reporting of service credit to the retirement system. The maximum service days that can be credited in one pay period remains 10 days.

When reporting Summer Session Payments for non-resident aliens, one of the following Earn Codes must be submitted on the Time Entry page:

XAC - Summer Session Income Code 17
YAC - Summer Session Income Code 18
ZAC - Summer Session Income Code 19

Procedures for Reporting Summer Session on the Time Entry Page

Enter the Earnings Begin and End dates. Enter the total amount of the Summer Session earnings for the dates submitted.

Employees Paid During the Academic Year 2011-2012

In addition to the above, the following procedures are applicable for processing Summer Session Payments for employees who are paid during the 2011-2012 academic year:

Summer Session Worked in the Same Agency

If the Summer Session is worked in the same agency no additional action is required beyond entries on the Time Entry page.

Note: A CAL employee who works Summer Session and is terminated as a CAL prior to 9/1/12 must be paid a balance of contract.

For CAL or 21P employees who are Terminated prior to Summer Session and then subsequently Rehired for Summer Session, the agency must submit the Action/Reason Code of Rehire/APS (Appoint SS) on the Rehire page and assign a Summer Session position number.

Summer Session Worked in a Different Agency

If the Summer Session is worked in a different agency, the agency must submit a Concurrent Hire or Rehire, whichever is appropriate, to appoint the employee to a Summer Session position and use the Reason of APS (Appoint SS).

Newly Appointed/Professional Services

For a newly appointed employee working a Summer Session professional service position, the agency must submit the appropriate Action (Hire, Rehire or Concurrent Hire) and use the Reason of APS (Appoint SS). The position attributes for Summer Session professional service positions include:

Pay Basis Code: Bargaining Unit:	FEE 08
Salary Plan:	S08
Earnings Program:	FEE
Jurisdictional Class:	4
Benefit Program:	08U

Newly Appointed/Casual Services

For a newly appointed employee working a Summer Session casual service position, the agency must submit the appropriate Action (Hire, Rehire or Concurrent Hire) and use the Reason of APS (Appoint SS).

The position attributes for Summer Session casual service positions include:

Pay Basis Code: Bargaining Unit:	BIW 14
Salary Plan	S14
Earnings Program:	N14
Jurisdictional Class:	4
Benefit Program:	14N

Hire and Concurrent Hires

For Hires and Concurrent Hires, the agency must request the appropriate biweekly Pay Rate on the Job Action Request page using the Action/Reason Code of Pay Rate Chg/NEW.

Rehires

For Rehires, the agency must request the appropriate biweekly Pay Rate on the Job Action Request page using the Action/Reason Code of Pay Rate Chg/APS.

Deductions Processing

For CAL employees:

• All deductions will remain in effect for employees who work Summer Session in the same agency.

For 21P employees:

• The Department of Civil Service will submit a file to end health insurance effective 6/7/12.
• Agencies must cancel tax sheltered annuities, federated funds, maintenance (taxable and non-taxable) and union insurance deductions effective 6/7/12 for employees working Summer Session.

Direct Deposit

Direct deposit will continue to be processed for employees who work Summer Session in the same agency. Agencies must start direct deposit for employees working Summer Session in a different agency.

Terminations

A 21P employee who does not work Summer Session and is not continuing in the fall of 2012 must be terminated on the Job Data record effective 8/16/12. This date is used to provide the 21P employee with benefits over the summer.

A 21P employee who works Summer Session and is not continuing in the fall of 2012 must be terminated on the Job Data record effective 8/16/12. If the employee continues working Summer Session on or after 8/16/12, the agency must request a Position Change on the Job Action Request page effective 8/16/12 and place the employee in a Summer Session position. A termination is required at the end of the Summer Session.

• A CAL employee who works Summer Session and is not continuing in the fall of 2012 must be terminated on the Job Data record effective 9/1/12, unless the agency determines an earlier removal date is applicable. If an earlier date is used, the agency must pay a balance of contract using the Earn Code BAL in the Time Entry page.
• Newly appointed Summer Session employees must be terminated at the end of Summer Session.

Payroll Register and Employee's Paycheck/Advice

The Earn Codes SUM, SRC, XAC, YAC, and ZAC will appear on the payroll register.

The following Earn Code descriptions will appear on the employee’s paycheck stub or direct deposit advice:

Summer Service SUNY for Earn Code SUM
Summer – Retirement Credit for Earn Code SRC
Summer Session IC 17 for Earn Code XAC
Summer Session IC 18 for Earn Code YAC Summer
Session IC 19 for Earn Code ZAC

The Earn Code WRC will appear on the payroll register when Winter Session payments are paid using Earn Code WRC.

The Earn Code description “Winter – Retirement Credit”“will appear on the employee’s paycheck stub or direct deposit advice when Winter Session payments are paid using Earn Code WRC.

Tax Administration

This payment is subject to all income and employment withholding taxes. Income taxes will be calculated using the current marital status and withholding allowance(s) in the employee’s tax data record.

Questions

Questions regarding Summer Session processing should be directed to SUNY System Administration at (518) 320-1192.

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

Questions regarding deductions and retirement may be directed to the Payroll Deduction mailbox