Purpose

To explain OSC’s automatic processing and provide agency instructions.

Affected Employees

SUNY employees in 21P and CAL positions

Effective Date(s)

Effective 08/15/13, paychecks dated 09/11/13

Eligibility Criteria

Employees in 21P positions as of 08/15/13 and CAL position as of 09/01/13.

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 2013-2014 semesters for employees who, as of 08/15/13, have:

• A Payroll Status of Active, Leave With Pay or Leave of Absence; and
• A Pay Basis Code of 21P; and
• An existing Contract Pay record effective prior to 08/15/13.

The contract Begin Date is 08/15/13 and the End Date is 06/04/14.

Automatic Population of Contract Pay Page

The Contract Pay page will be automatically populated for employees who have been Hired, Rehired, Concurrently Hired or Transferred or had a position change with an effective date of 08/15/13 and later.

Note: If the employee already has a row on the Contract Pay page effective 08/15/13, OSC will update the row with the correct Contract Begin Date and Contract End Date. If a row exists with an effective date greater than 08/15/13, OSC will not update the row but will insert a 08/15/13 row.

Automatic Restoration of Additional Pay

After the payroll is processed for Pay Period 11L, OSC will automatically insert a row on the Additional Pay page for the 2013-2014 semesters for employees who, as of 08/15/13, have:

• A Payroll Status of Active or Leave With Pay; and
• A Pay Basis Code of 21P; and
• An End Date of 06/05/13 on any earnings on the Additional Pay page; and
• No existing row on the Additional Pay page effective 08/15/13.

The Effective Date is 08/15/13 and the End Date is 06/04/14.

Agency Actions – Termination of Summer Session Employees

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

Employees who worked Summer Session 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 08/15/13 and CAL employees with the effective date of 09/01/13.

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

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

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 08/15/13.
• In Pay Period 12L, process a Return from Leave using the Action/Reason code of RFL/RLV effective 09/01/13.
• Submit a Position Change or notify SUNY Administration to change the Pay Basis Code on the existing position to CAL effective 09/01/13.  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 08/15/13.
• If the employee is Active, submit the Earn Code BAL (Balance of Contract) on the Time Entry page to pay the difference of the 2012-2013 contract for 08/15/13 to 08/31/13.

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

Reporting Retroactive Changes in Pay Basis Code

21P to CAL

• Place the employee on a Leave of Absence effective 08/15/13.
• Return the employee from the leave effective 09/01/13.
• 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 09/01/13.
• Since earnings on the Additional Pay page will be automatically ended effective 08/15/13 when the employee is placed on Leave of Absence, agencies must restart earnings effective 09/01/13.
• Determine the total amount previously paid as a 21P and set up an overpayment for the same amount on the Additional Pay page using Earnings Code Q13.
• Enter an explanation of the overpayment on the General Comments page.
• If the change in Pay Basis Code is reported after Pay Period 12L is processed, submit RGS for all retroactive CAL earnings due from 09/01/13.

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 09/01/13 as a CAL:
  • Request a DTA/COR (Data Change/Correct History) effective 09/01/13 and enter the following statement in the Status Reason block: “Please change the hire date to 08/15/13 because the employee should be 21P.”
  • Effective 08/15/13, request a Position Change 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 08/15/13 as the position number must be inserted as a new row following the corrected 08/15/13 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 and enter the following statement in the Status Reason block:  “Please change the effective date of the earnings on the Additional Pay page to 08/15/13.”
• If the employee was on the payroll as a CAL prior to 09/01/13.
  • Request a Position Change effective 08/15/13 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 08/15/13.

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

• For earnings on the Additional Pay page, request a DTA/COR and enter the following statement in the Status Reason block: “Please change the effective date of the earnings on the Additional Pay page to 08/15/13.”

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 2012-2013 school year, the agency must submit a Balance of Contract on the Time Entry page using the Earnings Code BAL to pay the CAL earnings due for the period 08/15/13 to 09/01/13.

Deductions for 21P Employees Who Worked Summer Session

Agencies must restart tax-sheltered annuities, federated funds, taxable and non-taxable maintenance, and union insurance deductions effective 08/15/13 for employees who worked Summer Session.

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 08/15/13 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 (06/04/14).
• For employees who move from 21P to CAL, all Additional Pay earnings must be restarted.
• To stop the Additional Pay earnings, insert a row effective 08/15/13 with an End Date of 08/15/13 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 08/15/13, 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 that are necessary.

Questions

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