Purpose

To provide agency instructions for processing the 2016 SUNY Summer Session Payments.

Affected Employees

SUNY employees working Summer Session in 2016

Effective Date(s)

Contracts for 21P employees will end 06/01/16. However, the status of 21P employees will remain as Active on the Job Data page. Calendar (CAL) employees will remain on the payroll in their regular position and will continue to be paid.

Summer Session Payment Procedures

Summer Session payments must be reported each pay period using the Earnings Code SUM – Summer Service – SUNY on the Time Entry page.

If a summer payment (SUM – Summer Service – SUNY) is reported in Time Entry, calculate the maximum allowable rate by using the chart below, and verify that the rate submitted is within the set perimeters. If the SUM – Summer Service – SUNY Time Entry payment exceeds the perimeters of the chart and there are no comments from the agency explaining why this payment is exceeding the rate, OSC will deny the Time Entry and enter a comment with the following message “Sum Payment exceeds allowable percentage”.

LENGTH OF SERVICE (Round to the next higher week)	MAXIMUM PERCENTAGE OF ACADEMIC YEAR SALARY
1 WEEK	2.67 %
2 WEEKS	5.33 %
3 WEEKS	8.00 %
4 WEEKS	10.67 %
1 MONTH	11.11 %
5 WEEKS	15.00 %
6 WEEKS	16.00 %
7 WEEKS	18.00 %
8 WEEKS	20.00 %
2 MONTHS	22.22 %
MORE THAN 2 MONTHS, NOT TO EXCEED 3 MONTHS	11.11 % PER MONTH, NOT TO EXCEED 33.33 %

Exceptions

When reporting Summer Session Payments for employees who are not in an annual Pay Basis Code (CAL, 21P or ANN) and are enrolled in either the New York State Employees’ Retirement System (Plan Type 7Y) or the New York State Teachers’ Retirement System (Plan Type 7X), Earnings Code SRC – Summer – Retirement Credit must be used to ensure accurate reporting of service credit to the proper 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 Earnings codes must be submitted on the Time Entry page:

XAC	Summer Session – IC 17
YAC	Summer Session – IC 18
ZAC	Summer Session – IC 19

Procedures for Reporting Summer Session on the Time Entry Page

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

If the amount being reported in Time Entry exceeds OSC’s audit max and the agency has not provided the proper documentation prior to entering the Time Entry payment, OSC’s auditors will deny the Time Entry and enter a comment with the following message “Sum Payment exceeds audit max”.

Employees Paid During the Academic Year 2015-2016

In addition to the above, the following procedures are applicable for processing Summer Session Payments for the employees who were paid during the 2015-2016 academic year.

Summer Session Worked in the Same Agency

If the Summer Session is worked in the same agency, no additional action is required.

Note: A CAL employee who works Summer Session and is terminated as a CAL prior to 09/01/16 must be paid a balance of contract.

For CAL or 21P employees who are terminated prior to Summer Session and are 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 the 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 code of APS (Appoint SS).

The position attributes for Summer Session professional service positions include:

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

Hires and Concurrent Hires

For Hires and Concurrent Hires, the agency must request the appropriate biweekly pay rate on the Job Action requests 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 Requests page using the Action/Reason code of Pay Rate Chg/APS.

Deduction Information

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 06/02/16.
• Agencies must cancel tax sheltered annuities, federated funds, maintenance (taxable and non-taxable) and union insurance deductions effective 06/02/16 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

21P Employees

A 21P employee who does not work Summer Session and is not continuing in the fall of 2016 must be terminated on the Job Data page effective 08/25/16 (Pay Period 11L).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 2016 must be terminated on the Job Data page effective 08/25/16 (Pay Period 11L).If the employee continues working Summer Session on or after 08/25/16, the agency must request a Position Change on the Job Action Requests page effective 08/25/16 and place the employee in a Summer Session position. A termination is required at the end of the Summer Session.

CAL Employees

A CAL employee who works Summer Session and is not continuing in the fall of 2016 must be terminated on the Job Data page effective 09/01/2016, 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 Earnings Code BAL in the Time Entry page.

Newly appointed Summer Session employees must be terminated at the end of the Summer Session.

Payroll Register and Employee’s Paycheck/Advice

The appropriate Earnings Code and the amount paid will be displayed on the Payroll Register. The appropriate Earnings Description and the amount paid will appear on the employee’s paycheck stub or direct deposit advice.

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

Tax Information

A SUNY Summer Session Payment is taxable income, will be included in the employee’s taxable gross wages, and is subject to all employment and income taxes.

Questions

Questions regarding eligibility may be directed to SUNY System Administration at (518) 320-1192.

Questions regarding payment information may be directed to the Payroll Earnings mailbox.

Questions regarding deductions, retirement or direct deposit may be directed to the Payroll Deduction mailbox.