Purpose

To inform agencies of new earnings codes and procedures for processing the 2013-2014 UUP 2 Day Deficit Reduction Plan

Affected Employees

Employees in the State University Professional Services Negotiating Unit (PSNU) – BU08 who meet the eligibility criteria

Excludes hourly employees paid over 12 months with an hourly rate less than $7.43

Excludes hourly employees paid over 10 months with an hourly rate less than $7.40

Excludes employees with an H1B, J1 or O1 Visa

Background

Pursuant to Section 7 of Part A of Chapter 491 of the Laws of 2011 and the Division of the Budget Bulletin B-1209 issued August 19, 2013, a plan has been established to reduce the compensation of any employee within the purview of the Agreement between the State of New York and the United University Professions.

Effective Date(s)

The 2013-2014 UUP 2 Day Deficit Reduction Plan will commence Administration Pay Period 12L and will continue through Administration Pay Period 19L.

New Earnings Codes

OSC has created new earnings codes to process the 2013-2014 UUP 2 Day Deficit Reduction Plan.

Additional Pay Earnings Codes	Description
D1U	13-14 08 2DY DRP -2.500% (Retro Code – R1U)
X1U	13-14 08 2DY DRP -2.500% IC 17 (Retro Code – XAU)
Y1U	13-14 08 2DY DRP -2.500% IC 18 (Retro Code – YAU)
Z1U	13-14 08 2DY DRP -2.500% IC 19 (Retro Code – ZAU)
D1X	13-14 08P 2DY DRP -2.019% (Retro Code – R1X)
X1X	13-14 08P 2DY DRP -2.019% IC17 (Retro Code – XAX)
Y1X	13-14 08P 2DY DRP -2.019% IC18 (Retro Code – YAX)
Z1X	13-14 08P 2DY DRP -2.019% IC19 (Retro Code – ZAX)

Time Entry Earnings Codes	Description
D2U	13-14 08 2DY DRP Oth -2.500%
X2U	13-14 08 2DYDRPOth-2.500% IC17
Y2U	13-14 08 2DYDRPOth-2.500% IC18
Z2U	13-14 08 2DYDRPOth-2.500% IC19
D2X	13-14 08P 2DY DRP Oth -2.019%
X2X	13-14 08P 2DYDRPOth -2.019% 17
Y2X	13-14 08P 2DYDRPOth -2.019% 18
Z2X	13-14 08P 2DYDRPOth -2.019% 19

Automatic Set Up of the Additional Pay Record - OSC

In Administration Pay Period 12L, OSC will insert a row on the Additional Pay page for employees who meet ALL of the following criteria:

• Employee is in Bargaining Unit 08 on the last day of Administration Pay Period 12L.
• Employee has an Payroll Status of Active, Leave With Pay or Leave of Absence on the last day of Administration Pay Period 12L.
• Employee was not in a bargaining unit other than Bargaining Unit 08 with an Payroll Status of Active or Leave With Pay any time during Administration Pay Period 12L.

Exception: The Additional Pay record will not be created automatically for employees in a composite position (identified by Increment Code 2222) since the system cannot determine if the hidden position is in Bargaining Unit 08.

The inserted row on the Additional Pay page will be set up as follows:

Earnings Code:	D1U (or the appropriate non-resident alien earnings code) – if the employee’s Pay Basis Code is ANN, CAL, CYF, FEE or HRY on the last day of Administration Pay Period 12L
	D1X (or the appropriate non-resident alien earnings code) – if the employee’s Pay Basis Code is 21P, CYP or BIW on the last day of Administration Pay Period 12L
Effective Date:	First day the employee is in Bargaining Unit 08 with an Payroll Status of Active or Leave with Pay in Administration Pay Period 12L; otherwise, first day the employee is in Bargaining Unit 08 with a Payroll Status of Leave of Absence in Administration Pay Period 12L
Earnings:	The field will be left blank; the system will calculate the amount based on the eligible earnings
End Date:	12/18/13 – Administration Pay Period 19L End Date

Correcting Automatic Set Up of the Additional Pay Record

The Additional Pay record will be created as stated above for employees with a Pay Basis Code of FEE, HRY or BIW.

Therefore, if an employee’s Pay Basis Code is FEE or HRY and the employee is paid over 10 months or if an employee’s Pay Basis Code is BIW and the employee is paid over 12 months, the Additional Pay record must be corrected.

Agencies must provide the SUNY System Administration with a spreadsheet identifying these employees including the Employee ID and Employee Record Number. OSC will use this information to update the 2013-2014 UUP 2 Day DRP Earnings Code. If the program automatically created an Additional Pay record using Earnings Code D1U, the Earnings Code will be changed to D1X. If the program automatically created an Additional Pay record using Earnings Code D1X, the Earnings Code will be changed to D1U.

In addition, if an employee becomes designated as a non-resident alien or is no longer designated a non-resident alien, the agency must insert a row on the Additional Pay page for the existing deficit reduction earnings code and insert an End Date equal to the Effective Date. The agency must also create an Additional Pay record using the newly appropriate deficit reduction earnings code.

Manual Set Up of the Additional Pay Record - Agency

Employees Not Meeting the Automatic Set Up Criteria

Agencies are responsible for creating the Additional Pay record for those employees who do not meet the criteria in the Automatic Set Up section but who are in Bargaining Unit 08 with a Payroll Status of Active or Leave With Pay any time during Administration Pay Period 12L.

The Additional Pay record should be set up as follows:

Earnings Code:	D1U (or the appropriate NRA earnings code) – if the employee’s Pay Basis Code is ANN, CAL, CYF, FEE, HRY or BIW and/or the employee is paid over 12 months
	D1X (or the appropriate NRA earnings code) – if the employee’s Pay Basis Code is 21P, CYP, BIW, FEE or HRY and/or the employee is paid over 10 months
Effective Date:	First day the employee is in Bargaining Unit 08 with a Payroll Status of Active or Leave with Pay in Administration Pay Period 12L
Earnings:	The field must be left blank; the system will calculate the amount based on the eligible earnings
End Date:	Last day the employee is in Bargaining Unit 08; if employee remains in Bargaining Unit 08 at the end of Administration Pay Period 12L, use 12/18/13 (Administration Pay Period 19L End Date)

Newly Eligible Employees

Agencies are also responsible for creating the Additional Pay record for employees who are hired, rehired, concurrently hired or transferred into Bargaining Unit 08 with a Payroll Status of Active or Leave With Pay after Administration Pay Period 12L through Administration Pay Period 19L. Agencies must also create or restart the Additional Pay record if an employee returns from a Leave of Absence to Bargaining Unit 08 with a Payroll Status of Active or Leave With Pay during the 2013-2014 UUP 2 Day Deficit Reduction Plan period.

The Additional Pay record should be set up as follows:

Earnings Code:	D1U (or the appropriate NRA earnings code)  – if the employee’s Pay Basis Code is ANN, CAL, CYF, FEE, HRY or BIW and/or the employee is paid over 12 months
	D1X (or the appropriate NRA earnings code) – if the employee’s Pay Basis Code is 21P, CYP, BIW, FEE or HRY and/or the employee is paid over 10 months
Effective Date:	Date of the hire, rehire, concurrent hire, transfer or return from leave transaction into Bargaining Unit 08 with a Payroll Status of Active or Leave With Pay within the 2013-2014 UUP 2 Day Deficit Reduction Plan period.
Earnings:	The field must be left blank; the system will calculate the amount based on the eligible earnings
End Date:	12/18/13 – Administration Pay Period 19L End Date

Note: An Additional Pay record using one of the 2013-2014 UUP 2 Day Deficit Reduction Additional Pay Earnings Codes listed above should only be created for an employee in a composite position (identified by Increment Code 2222) if the bargaining unit is 08 on each position making up the composite position.Otherwise, the agency should submit the deficit reduction amount each pay period using the appropriate 2013-2014 UUP 2 Day Deficit Reduction Time Entry Earnings Code (see Processing Adjustments section).

Calculating the Deficit Reduction Amount (Additional Pay)

Each pay period, the system will calculate the deficit reduction amount for employees with a D1U/D1X record (or an associated NRA record) that was active any time during the pay period being processed regardless of whether the employee was in Bargaining Unit 08. The system will total all monies for the following earnings codes where the earnings end date falls within the pay period dates being processed and multiply the result by the percentage associated with the active UUP Deficit Reduction Additional Pay Earnings Code(s).

Earnings Code	Description
ACS	Acting Stipend
X88	Acting Stipend – IC 17
Y88	Acting Stipend – IC 18
Z88	Acting Stipend – IC 19
ALR	Also Receives
X91	Also Receives – IC 17
Y91	Also Receives – IC 18
Z91	Also Receives – IC 19
CHS	Chair Stipend
X94	Chair Stipend – IC 17
Y94	Chair Stipend – IC 18
Z94	Chair Stipend – IC 19
CON	Contract Pay Regular Earnings
C17	Contract Pay Reg Earn – IC 17
C18	Contract Pay Reg Earn – IC 18
C19	Contract Pay Reg Earn – IC 19
FEE	Fee
X54	FEE – Income Code 17
Y54	FEE – Income Code 18
Z54	FEE – Income Code 19
IPF	Inconvenience Pay – Full
X43	Inc Pay Full – Inc Cd 17
Y43	Inc Pay Full – Inc Cd 18
Z43	Inc Pay Full – Inc Cd 19
IPP	Inconvenience Pay – Part
X44	Inc Pay Part – Inc Cd 17
Y44	Inc Pay Part – Inc Cd 18
Z44	Inc Pay Part – Inc Cd 19
LMH	Location Mid-Hudson
XLM	Location Mid-Hudson IC - 17
YLM	Location Mid-Hudson IC - 18
ZLM	Location Mid-Hudson IC - 19
LOC	Location Pay
XLC	Location Pay – IC 17
YLC	Location Pay – IC 18
ZLC	Location Pay – IC 19
MSP	Military Stipend Payment
RGH	Regular Pay Hourly Employee
X58	Regular Pay Hry Emp-IC 17
Y58	Regular Pay Hry Emp-IC 18
Z58	Regular Pay Hry Emp-IC 19
RGO	Regular Pay Override
YRO	Regular Pay Override – IC 18
ZRO	Regular Pay Override – IC 19
RGS	Regular Pay Salary Employee
X36	Regular Pay Sal Emp-IC 17
Y36	Regular Pay Sal Emp-IC 18
Z36	Regular Pay Sal Emp-IC 19
TSP	Military Training Stipend

As with other Additional Pay Earnings Codes, it may be necessary to submit an adjustment in order to calculate the correct deficit reduction amount.

Employees No Longer Subject to the UUP Deficit Reduction Plan

If an employee transfers into a position where the bargaining unit is not 08, the agency must insert a row on the Additional Pay page for Earnings Code D1U/D1X (or the associated NRA earnings code) and insert an End Date equal to the last date the employee is in Bargaining Unit 08.

Processing Adjustments in Time Entry

If an employee is in both a position with Bargaining Unit 08 and a position with a different bargaining unit during a pay period and has a D1U/D1X record (or associated NRA record) active any time during the same pay period, the system will calculate the deficit reduction amount on all eligible earnings where the earnings end date falls within the pay period dates being processed. It is the agency’s responsibility to determine the monies that should not have been included in the deficit reduction amount, calculate the adjustment amount and submit a positive adjustment using Earnings Code D2U/D2X (or associated NRA earnings code).

In addition, the system will not include any monies paid using one of the eligible earnings codes listed above for earnings in Bargaining Unit 08 where the earnings end date is prior to the pay period begin date for the pay period being processed. It is the agency’s responsibility to determine those monies that should have been included in the deficit reduction amount and submit a negative adjustment using Earnings Code D2U/D2X (or associated NRA earnings code).

As mentioned above, an Additional Pay record using Earnings Code D1U/D1X (or associated NRA earnings code) should not be created for an employee in a composite position (identified by Increment Code 2222) if the bargaining unit of each position making up the composite position is not 08. Therefore, it is the agency’s responsibility to total the portion of monies paid each pay period for any of the eligible earnings codes listed above that are earned during the deficit reduction period in Bargaining Unit 08, calculate the deficit reduction amount and submit a transaction using Earnings Code D2U/D2X (or associated NRA earnings code).

A Time Entry transaction should be submitted as follows:

Earnings Begin Date:	First earnings begin date within the deficit reduction period for the earnings codes included in this calculation for the pay period being processed
Earnings End Date:	Last earnings end date within the deficit reduction period for the earnings codes included in this calculation for the pay period being processed
Earn Code:	D2U (or the appropriate NRA earnings code)  – if the monies were earned while the Additional Pay Earnings code D1U was active (or associated NRA earnings code)
	D2X (or the appropriate NRA earnings code)  – if the monies were earned while the Additional Pay Earnings Code D1X was active (or associated NRA earnings code)
Amount:	Total adjustment amount – can be negative or positive

Control-D Report NPAY729

In order to assist agencies in identifying monies that should be included in the adjustment calculation, OSC created Control-D report NPAY729 (Earnings Requiring an Adjustment to the Deficit Reduction Calculation). This report identifies employees who have earnings in Paycheck Data for one or more of the earnings codes listed above provided:

• The earnings end date is less than the pay period begin date associated with the check date on the report; and
• The earnings end date falls within the deficit reduction period; and
• The employee is in Bargaining Unit 08 with a Payroll Status of Active or Leave With Pay on the earnings end date for the specified earnings code.

The report is available the Thursday after the payroll period is confirmed.

The report is sorted by Employee Name and then by Earnings Begin Date and Earnings Code. Fields on the report include Emplid, Employee Record Number, Employee Name, Earnings Code, Earnings Begin Date, Earnings End Date, Hours, Earnings Amount and Addl DRP and Description.

Processing Deficit Reduction in Time Entry

Monies earned during the 2013-2014 UUP 2 Day Deficit Reduction Period while in Bargaining Unit 08 using any of the earnings codes listed below are also subject to the deficit reduction but will not be calculated automatically.

Earnings Code	Description
AAR	Adj Also Receives
X92	Adj Also Receives – IC 17
Y92	Adj Also Receives – IC 18
Z92	Adj Also Receives – IC 19
AAS	Adj Acting Stipend
X89	Adj Acting Stipend – IC 17
Y89	Adj Acting Stipend – IC 18
Z89	Adj Acting Stipend – IC 19
ACN	Adjustmt for Contract Earning
XAA	Adj Contract Pay IC-17
YAA	Adj Contract Pay IC-18
ZAA	Adj Contract Pay IC-19
ACP	Adj Chair Stipend
X95	Adj Chair Stipend – IC 17
Y95	Adj Chair Stipend – IC 18
Z95	Adj Chair Stipend – IC 19
AIF	Adj Inconvenience Pay Full
X46	Adj Inc Pay Full-Inc Cd 17
Y46	Adj Inc Pay Full-Inc Cd 18
Z46	Adj Inc Pay Full-Inc Cd 19
AIP	Adj Inconvenience Pay Part
X45	Adj Inc Pay Part-Inc Cd 17
Y45	Adj Inc Pay Part-Inc Cd 18
Z45	Adj Inc Pay Part-Inc Cd 19
ALP	Adj Location Pay
XAL	Adjust Location Pay – IC 17
YAL	Adjust Location Pay – IC 18
ZAL	Adjust Location Pay – IC 19
AMS	Adjust Military Stipend
BAL	Balance of Contract
X05	Balance of Contract-Inc Cd 17
Y05	Balance of Contract-Inc Cd 18
Z05	Balance of Contract-Inc Cd 19
BAS	Back Pay Administrative Settle
BJS	Back Pay Judicial Settlement
BPA	Back Pay Award
BPO	Back Pay Court Order
BPS	Back Pay Pre-Adjud Settle
EXO	Extra Time Override
EXT	Extra Time
X07	Extra Time – Income Code 17
Y07	Extra Time – Income Code 18
Z07	Extra Time – Income Code 19
FAS	Front Pay Admin Settlement
FJS	Front Pay Judicial Settlement
FPA	Front Pay Award
FPO	Front Pay Court Order
FPS	Front Pay Pre-Adjud Settle
IIU	Intermittent Inc Pay UUP
IP7	Intermittent Inc Pay-3 Day UUP
IP8	Intermittent Inc Pay-4 Day UUP
RCN	Retro Contract Pay Adjustment
SUM	Summer Service - SUNY
WIN	Winter Session
XWS	Winter Session Income Code 17
YWX	Winter Session Income Code 18
ZWS	Winter Session Income Code 19
WPS	WC 60% Sup
WSP	Award/Supp Program Supplement
X49	Award/Supp Pg Supp-Inc Cd 17
Y49	Award/Supp Pg Supp-Inc Cd 18
Z49	Award/Supp Pg Supp-Inc Cd 19

Therefore, it is the agency’s responsibility to total monies paid each pay period for any of these earnings codes that are earned during the deficit reduction period while in Bargaining Unit 08, calculate the deficit reduction amount and submit a Time Entry transaction as follows:

Earnings Begin Date:	First earnings begin date within the deficit reduction period for the earnings codes included in this calculation for the pay period being processed
Earnings End Date:	Last earnings end date within the deficit reduction period for the earnings codes included in this calculation for the pay period being processed
Earn Code:	D2U (or the appropriate NRA earnings code) – if the monies were earned while the Additional Pay Earnings code D1U was active (or associated NRA earnings code)
	D2X (or the appropriate NRA earnings code)  – if the monies were earned while the Additional Pay Earnings Code D1X was active (or associated NRA earnings code)
Amount:	Total the earnings for all of the earnings codes listed above earned during the deficit reduction period that are included in the pay period being processed and multiply by the appropriate percentage

If the agency subsequently reduces the monies earned for any of the earnings codes listed above during the deficit reduction period, a corresponding Deficit Reduction Time Entry transaction should also be submitted to reduce the deficit reduction amount. The amount would be calculated by multiplying the adjustment to the earnings amount by the appropriate positive percentage.

Note: Monies earned using Earnings Code BSA or S3G, monies earned using one of the adjustment codes and monies paid retroactively or as the result of a correction, should be handled on a case by case basis depending on whether the monies were earned during the deficit reduction period.

Control-D Report NPAY726

In order to assist agencies in identifying monies that should be included in the Deficit Reduction Time Entry calculation, OSC created Control-D report NPAY726 (Earnings Requiring a Manual Deficit Reduction Calculation). This report identifies employees who have earnings in Paycheck Data for one or more of the earnings codes listed above provided:

• The earnings end date falls within the deficit reduction period; and
• The employee is in Bargaining Unit 08 with a Payroll Status of Active or Leave With Pay on the earnings end date for the specified earnings code.

The report is available the Thursday after the payroll period is confirmed.

The report is sorted by Employee Name and then by Earnings Begin Date and Earnings Code. Fields on the report include Emplid, Employee Record Number, Employee Name, Earnings Code, Earnings Begin Date, Earnings End Date, House, Earnings Amount and Addl DRP and Description.

Earnings Not Subject to the Deficit Reduction

Monies earned during the deficit reduction period while in Bargaining Unit 08 in any of the following categories are not subject to the deficit reduction.

Automobile Allowance

Bonus Pay

Clinical Practice Plan Income

Coaches Incentive

Extra Service

Fringe Benefits

Housing Allowance

Lost Time

Lump Sum Payments for Accruals

Overtime Pay

Over 40 Cash Out

Recall Pay

Standby Pay

Statutory Workers’ Compensation Benefits

Unpaid Leave

Summary of Agency Actions

Agencies are responsible for the following actions:

• Provide information to correct the Additional Pay record if the employee has a Pay Basis Code equal to BIW and is paid over 12 months or if the employee has a Pay Basis Code equal to FEE or HRY and is paid over 10 months.
• Correct the Additional Pay record if the employee becomes designated as a non-resident alien or is no longer designated as a non-resident alien.
• Create the D1U/D1X (or the appropriate non-resident alien earnings code) record for employees who do not meet the criteria in the Automatic Set Up section.
• Create the D1U/D1X (or appropriate non-resident alien earnings code) record for newly eligible employees after the initial pay period.
• Create the D1U/D1X (or appropriate non-resident alien earnings code) record for employees in a composite position where the bargaining unit of each position making up the composite position is 08.
• Calculate and submit a D2U/D2X (or appropriate non-resident alien earnings code) transaction for employees in a composite position where the bargaining unit of at least one position making up the composite position is not 08.
• Calculate and submit a positive D2U/D2X (or appropriate non-resident alien earnings code) transaction when monies earned in an ineligible position are included in the D1U/D1X (or appropriate non-resident alien earnings code) calculation.
• Calculate and submit a negative D2U/D2X (or appropriate non-resident alien earnings code) transaction when eligible monies are paid outside the pay period being processed.
• Calculate and submit a negative D2U/D2X (or appropriate non-resident alien earnings code) transaction for eligible monies paid using those earnings codes in the Processing Deficit Reduction in Time Entry section.
• Calculate and submit a positive D2U/D2X (or appropriate non-resident alien earnings code) when a reduction of the eligible monies included in the original D2U/D2X (or appropriate non-resident alien earnings code) transaction occurs.

Payroll Register and Employee’s Paycheck/Advice

Where appropriate, the earnings codes defined in the New Earnings Codes section and the associated amounts will be displayed on the payroll register.  The earnings code description defined in the New Earnings Codes section and the amount will be displayed on the employee’s paycheck stub and/or direct deposit advice.

Questions

Questions regarding the 2013-2014 UUP 2 Day Deficit Reduction Plan should be directed to the SUNY System Administration.

Questions regarding the accumulation and use of time as it relates to the 2013 2014UUP 2 Day Deficit Reduction Plan should be directed to the SUNY System Administration.

Questions regarding the Payroll processing of the 2013-2014 UUP 2 Day Deficit Reduction Plan should be directed to the Payroll Earnings mailbox.

Questions regarding the impact on taxes or deductions as it relates to the 2013-2014 UUP 2 Day Deficit Reduction Plan should be directed to the Payroll Deductions mailbox.