Purpose
To inform agencies of OSC’s automatic processing of the repayment of SUNY UUP Bargaining Unit 08 DRP reductions.
Affected Employees
Employees whose balance of SUNY UUP Bargaining Unit 08 DRP reductions is less than zero (0) in one or more record number
Background
As part of the New York State and the United University Professions (UUP) Bargaining Unit 08 Deficit Reduction Plan (DRP), created pursuant to Section 7 of Part A of Chapter 491 of the Laws of 2011 and the Division of Budget Bulletin B-1209 issued August 19, 2013, the balance of each employee’s actual deficit reduction plan reductions will be repaid over 39 consecutive payroll periods beginning with the final payroll period in SUNY Fiscal Year 2015-2016. Employees who do not work 39 consecutive payroll periods and have not been repaid the value of the deficit reductions at the end of the 39 payroll periods will be repaid any remaining balance as a lump sum payment, at the rate when their salary was reduced, on the payroll period immediately following the end of the repayment period.
The Division of Budget and GOER have provided instructions that the repayment of SUNY United University Professions (UUP) employees, with a reduction balance of $100.00 dollars or less, be paid out in full as a lump sum and not be paid over 39 payroll periods.
Effective Date(s)
Repayment of SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions will begin in the following pay periods:
| Cycle/Pay Period/Type | Pay Period Begin Date | Check Date |
| Administration Extra Lag | 05/26/2016 | 06/29/2016 |
| Administration 5 Lag | 06/02/2016 | 06/29/2016 |
| Administration 6 Current | 06/16/2016 | 06/29/2016 |
| Institution Extra Lag | 05/19/2016 | 06/23/2016 |
| Institution 5 Lag | 05/26/2016 | 06/23/2016 |
| Institution 6 Current | 06/09/2016 | 06/23/2016 |
Repayment of SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions will end in the following pay periods:
| Cycle/Pay Period/Type | Pay Period Begin Date | Check Date |
| Administration Extra Lag | 11/09/2017 | 12/13/2017 |
| Administration 17 Lag | 11/16/2017 | 12/13/2017 |
| Administration 18 Current | 11/30/2017 | 12/13/2017 |
| Institution Extra Lag | 11/02/2017 | 12/07/2017 |
| Institution 17 Lag | 11/09/2017 | 12/07/2017 |
| Institution 18Current | 11/23/2017 | 12/07/2017 |
Repayment of SUNY United University Professions (UUP) Bargaining Unit 08 for employee’s whose Pay Basis Codes are BIW, FEE and HRY and did not work 39 consecutive pay periods will receive their remaining final DRP reductions as a Lump Sum in the following pay periods:
| Cycle/Pay Period/Type | Pay Period Begin Date | Check Date |
| Administration Extra Lag | 11/23/2017 | 12/27/2017 |
| Administration 18 Lag | 11/30/2017 | 12/27/2017 |
| Administration 19 Current | 12/14/2017 | 12/27/2017 |
| Institution Extra Lag | 11/16/2017 | 12/21/2017 |
| Institution 18 Lag | 11/23/2017 | 12/21/2017 |
| Institution 19 Current | 12/07/2017 | 12/21/2017 |
Eligibility Criteria
Employees whose sum of gross earnings YTD for calendar year 2013 and greater for the following earnings codes is less than zero (0) in any record number is eligible for the repayment:
| Earnings Code | Description |
| D8U | 13 – 15 08 DRP -2.500% |
| R8U | 13 – 15 08 Retro DRP -2.500% |
| D9U | 13 – 15 08 DRP Oth -2.500% |
| D3U | 13 – 15 08 DRP Repayment |
| D4U | 14 – 16 08 DRP -2.000% |
| R4U | 14 – 16 08 Retro DRP -2.000% |
| D5U | 14 – 16 08 DRP Oth -2.000% |
| D6U | 14 – 16 08 DRP Repayment |
| Earnings Code | Description |
| X8U | 13 – 15 08 DRP -2.500% 17 |
| XHU | 13 – 15 08 Retro DRP -2.500% IC17 |
| X9U | 13 – 15 08 DRP Oth -2.500% IC 17 |
| X3U | 13 – 15 08 DRP Repayment IC17 |
| X4U | 14 – 16 08 DRP -2.000% IC 17 |
| XDU | 14 – 16 08 Retro DRP -2.000% IC17 |
| X5U | 14 – 16 08 DRP Oth -2.000% IC 17 |
| X6U | 14 – 16 08 DRP Repayment IC 17 |
| Earnings Code | Description |
| Y8U | 13 – 15 08 DRP -2.500% 18 |
| YHU | 13 – 15 08 Retro DRP -2.500% IC18 |
| Y9U | 13 – 15 08 DRP Oth -2.500% IC 18 |
| Y3U | 13 – 15 08 DRP Repayment IC18 |
| Y4U | 14 – 16 08 DRP -2.000% IC 18 |
| YDU | 14 – 16 08 Retro DRP -2.000% IC18 |
| Y5U | 14 – 16 08 DRP Oth -2.000% IC 18 |
| Y6U | 14 – 16 08 DRP Repayment IC 18 |
| Earnings Code | Description |
| Z8U | 13 – 15 08 DRP -2.500% 19 |
| ZHU | 13 – 15 08 Retro DRP -2.500% IC19 |
| Z9U | 13 – 15 08 DRP Oth -2.500% IC 19 |
| Z3U | 13 – 15 08 DRP Repayment IC19 |
| Z4U | 14 – 16 08 DRP -2.000% IC 19 |
| ZDU | 14 – 16 08 Retro DRP -2.000% IC19 |
| Z5U | 14 – 16 08 DRP Oth -2.000% IC 19 |
| Z6U | 14 – 16 08 DRP Repayment IC 19 |
| Earnings Code | Description |
| D8X | 13 – 15 08P DRP -2.019% |
| R8X | 13 – 15 08P Retro DRP -2.019% |
| D9X | 13 – 15 08P DRP Oth -2.019% |
| D3X | 13 – 15 08P DRP Repayment |
| 4X | 14 – 16 08P DRP -1.615% |
| R4X | 14 – 16 08P Retro DRP -1.615% |
| D5X | 14 – 16 08P DRP Oth -1.615% |
| D6X | 14 – 16 08P DRP Repayment |
| Earnings Code | Description |
| X8X | 13 – 15 08P DRP -2.019% 17 |
| >XHX | <08P Retro DRP -2.019% IC17 |
| X9X | 13 – 15 08P DRP Oth -2.019% IC 17 |
| X3X | 13 – 15 08P DRP Repayment IC17 |
| X4X | 14 – 16 08P DRP -1.615% IC 17 |
| XDX | 14 – 16 08P Retro DRP -1.615% IC17 |
| X5X | 14 – 16 08P DRP Oth -1.615% IC 17 |
| X6X | 14 – 16 08P DRP Repayment IC 17 |
| Earnings Code | Description |
| Y8X | 13 – 15 08P DRP -2.019% 18 |
| YHX | 13 – 15 08P Retro DRP -2.019% IC18 |
| Y9X | 13 – 15 08P DRP Oth -2.019% IC 18 |
| Y3X | 13 – 15 08P DRP Repayment IC18 |
| Y4X | 14 – 16 08P DRP -1.615% IC 18 |
| YDX | 14 – 16 08P Retro DRP -1.615% IC18 |
| Y5X | 14 – 16 08P DRP Oth -1.615% IC 18 |
| Y6X | 14 – 16 08P DRP Repayment IC 18 |
| Earnings Code | Description |
| Z8X | 13 – 15 08P DRP -2.019% 19 |
| ZHX | 13 – 15 08P Retro DRP -2.019% IC19 |
| Z9X | 13 – 15 08P DRP Oth -2.019% IC 19 |
| Z3X | 13 – 15 08P DRP Repayment IC19 |
| Z4X | 14 – 16 08P DRP -1.615% IC 19 |
| ZDX | 14 – 16 08P Retro DRP -1.615% IC19 |
| Z5X | 14 – 16 08P DRP Oth -1.615% IC 19 |
| Z6X | 14 – 16 08P DRP Repayment IC 19 |
New Earnings Codes
OSC has created new earnings codes to process the repayment of SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions:
| Additional Pay Earnings Code | Description |
| D7U | Final 08 DRP Repayment |
| X7U | Final 08 DRP Repayment IC 17 |
| Y7U | Final 08 DRP Repayment IC 18 |
| Z7U | Final 08 DRP Repayment IC 19 |
The following earnings codes will not be used in Additional Pay as part of the repayment process for the SUNY United University Professions (UUP) Bargaining Unit 08. The sum of corresponding reduction codes will be repaid using one of the Repayment Codes listed above:
| Additional Pay Earnings Code | Description |
| D7X | Final 08P DRP Repayment |
| X7X | Final 08P DRP Repayment IC 17 |
| Y7X | Final 08P DRP Repayment IC 18 |
| Z7X | Final 08P DRP Repayment IC 19 |
OSC Actions for ANN, CAL, CYF and 21P Employees
For ANN, CAL, CYF and 21P Employees:
OSC will insert a row on the Additional Pay page, using one of the corresponding Earnings Codes listed below, for each record number in which the sum of the employee’s gross earnings YTD for Earnings Codes D8U, R8U, D9U, D3U, D4U, R4U, D5U, D6U, D8X, R8X, D9X, D3X, D4X, R4X, D5X, D6X, X8U, XHU, X9U, X3U, X4U, XDU, X5U, X6U, X8X, XHX, X9X, X3X, X4X, XDX, X5X, X6X, Y8U, YHU, Y9U, Y3U, Y4U, YDU, Y5U, Y6U, Y8X, YHX, Y9X, Y3X, Y4X, YDX, Y5X, Y6X, Z8U, ZHU, Z9U, Z3U, Z4U, ZDU, Z5U, Z6U, Z8X, ZHX, Z9X, Z3X, Z4X, ZDX, Z5X and Z6X for calendar year 2013 and greater is less than zero (0).
The inserted row on the Additional Pay page will be set up as follows:
| Earnings Codes: | D7U, X7U, Y7U or Z7U |
| Effective Date: | Pay Period Begin Date as noted above for the employee’s Pay Cycle/Pay Period Type |
| Goal Amount: | The sum of gross earnings YTD for Earnings Codes D8U, R8U, D9U, D3U, D4U, R4U, D5U, D6U, D8X, R8X, D9X, D3X, D4X, R4X, D5X, D6X, X8U, XHU, X9U, X3U, X4U, XDU, X5U, X6U, X8X, XHX, X9X, X3X, X4X, XDX, X5X, X6X, Y8U, YHU, Y9U, Y3U, Y4U, YDU, Y5U, Y6U, Y8X, YHX, Y9X, Y3X, Y4X, YDX, Y5X, Y6X, Z8U, ZHU, Z9U, Z3U, Z4U, ZDU, Z5U, Z6U, Z8X, ZHX, Z9X, Z3X, Z4X, ZDX, Z5X and Z6X for calendar year 2013 and greater for this record number (entered as a positive amount). |
| Earnings: | If the employee’s Payroll Status is equal to Active, Leave With Pay or Leave of Absence on any record number, the Earnings field is equal to the Goal Amount for this record number divided by 39 and rounded up to the next cent. If the employee’s Payroll Status is equal to Active, Leave With Pay and Leave of Absence and the Goal Amount is $100.00 or less (total of all record numbers), the Earnings field is equal to the Goal Amount. If the employee’s Payroll Status is equal to Terminated, Retired or Deceased the Earnings field is equal to the Goal Amount for this record number. |
In each subsequent pay period through the end of the repayment of the SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions, OSC will review the Additional Pay records using Earnings Code D7U, X7U, Y7U and Z7U for each employee who has not received repayment of all SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions. If the employee’s Payroll Status is equal to Terminated, Retired or Deceased on all record numbers, OSC will pay the balance of SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions in each record number.
OSC will insert a row on the Additional Pay page, using the Earning Codes listed below, for each record number as follows:
| Earnings Code: | D7U, X7U, Y7U or Z7U |
| Effective Date: | Pay Period End Date for the employee’s Pay Cycle/Pay Period Type for the pay period being processed. |
| Goal Amount: | Carried forward from previous row. |
| Earnings: | The difference between the Goal Amount and Goal Balance. |
OSC Actions for BIW, FEE and HRY Employees
For BIW, FEE and HRY Employee’s:
OSC, for the initial startup, will insert a row on the Additional Pay page, using one of the corresponding Earnings Codes listed below, for each record number in which the sum of the employee’s gross earnings YTD for Earnings Codes D8U, R8U, D9U, D3U, D4U, R4U, D5U, D6U, D8X, R8X, D9X, D3X, D4X, R4X, D5X, D6X, X8U, XHU, X9U, X3U, X4U, XDU, X5U, X6U, X8X, XHX, X9X, X3X, X4X, XDX, X5X, X6X, Y8U, YHU, Y9U, Y3U, Y4U, YDU, Y5U, Y6U, Y8X, YHX, Y9X, Y3X, Y4X, YDX, Y5X, Y6X, Z8U, ZHU, Z9U, Z3U, Z4U, ZDU, Z5U, Z6U, Z8X, ZHX, Z9X, Z3X, Z4X, ZDX, Z5X and Z6X for calendar year 2013 and greater is less than zero (0).
The inserted row on the Additional Pay page will be set up as follows:
| Earnings Code: | D7U, X7U, Y7U or Z7U |
| Effective Date: | Pay Period Begin Date as noted above for the employee’s Pay Cycle/Pay Period Type. |
| Goal Amount: | The sum of gross earnings YTD for Earnings Codes D8U, R8U, D9U, D3U, D4U, R4U, D5U, D6U, D8X, R8X, D9X, D3X, D4X, R4X, D5X, D6X, X8U, XHU, X9U, X3U, X4U, XDU, X5U, X6U, X8X, XHX, X9X, X3X, X4X, XDX, X5X, X6X, Y8U, YHU, Y9U, Y3U, Y4U, YDU, Y5U, Y6U, Y8X, YHX, Y9X, Y3X, Y4X, YDX, Y5X, Y6X, Z8U, ZHU, Z9U, Z3U, Z4U, ZDU, Z5U, Z6U, Z8X, ZHX, Z9X, Z3X, Z4X, ZDX, Z5X and Z6X for calendar year 2013 and greater for this record number (entered as a positive amount). |
| Earnings: | If the employee’s Payroll Status is equal to Active, Leave With Pay or Leave of Absence on any record number, the Earnings field is equal to the Goal Amount for this record number divided by 39 and rounded up to the next cent. If the employee’s Payroll Status is equal to Active, Leave With Pay and Leave of Absence and the Goal Amount is $100.00 or less (total of all record numbers), the Earnings field is equal to the Goal Amount. If the employee’s Payroll Status is equal to Retired or Deceased the Earnings field is equal to the Goal Amount for this record number. If the employee’s Payroll Status on all record numbers is equal to Terminated the Earnings field is equal to the Goal Amount and the OK to Pay check box will be unchecked for this record number. |
In each subsequent pay period through the end of the repayment of the SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions, OSC will review the Additional Pay records using Earnings Code D7U, X7U, Y7U and Z7U for each employee who has not received repayment of all SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions. If the employee’s Payroll Status is equal to Retired or Deceased on all record numbers, OSC will pay the balance of SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions in each record number.
For Terminated employees with a Pay Basis code of BIW, FEE or HRY
Initial Setup
In pay period 5L, OSC will insert a row in Additional Pay with the balance of the SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions in each record number. The OK to Pay check box on the inserted row will be left un-clicked. OSC will send an Excel spreadsheet with a list of BIW, FEE and HRY Terminated employees to each campus via SUNY System Administration to verify if the Terminated employees are not expected to return to the payroll and are immediately eligible to receive their DRP reductions in a lump sum payment. Completed spreadsheets must be returned to System Administration who will then send a compiled spreadsheet back to OSC. OSC will then process the authorized lump sum payments. Terminated BIW, FEE and HRY employees that are expected to return to the payroll will not be paid their lump sum payment. The Additional Pay row will remain unclicked and no action will be taken until the employee returns to the payroll or the agency notifies OSC that the employee is not returning and authorizes the lump sum payment. See Agency Actions for Terminated BIW, FEE and HRY Employees below.
Employees Returning to the Payroll
Beginning in pay period 6L, OSC will run a query each pay period to identify previously terminated BIW, FEE and HRY employees whose payroll status has become Active, Leave With Pay or Leave of Absence. The previously created Additional Pay row will be updated by OSC to pay the employee in 39 biweekly installments effective the beginning of the pay period in which the rehire action is processed.
Agency Actions for Terminated BIW, FEE and HRY Employee
Beginning in the pay period 5L
Agencies must not submit any transactions related to the SUNY United University Professions (UUP) Bargaining Unit 08 Deficit Reduction Plan including transactions to process a repayment.
As stated above, at the initial set up of the SUNY United University Professions (UUP) Bargaining Unit 08 DRP repayment in pay period 5L, OSC will insert a row in Additional Pay with the balance of the SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions in each record number for Terminated BIW, FEE and HRY employees. The Ok to Pay check box on the inserted row will be left un-clicked.
As noted above, OSC will send a list of Terminated BIW, FEE and HRY employees to each campus via SUNY System Administration to verify if these employees are not expected to return and are immediately eligible to be paid their DRP reductions as a lump sum. Completed spreadsheets must be returned to System Administration who will then send a compiled spreadsheet back to OSC. The spreadsheet must be returned to the Payroll Earnings mailbox to the attention of “Planning Function.” OSC will then click the OK to Pay check boxes for employees verified as eligible and the lump sum payments will be paid.
Beginning in pay period 6L
If Terminated employees are not expected to return to the payroll and should be paid their DRP reductions as a lump sum, the campus must notify OSC by sending a spreadsheet to the Payroll Earnings Mailbox authorizing OSC to pay out the lump sum DRP reductions to the employee. The spreadsheet must contain the following fields: Agency Code, Name, Empl ID, Employee Record Number, Earn Code, and Effective Date. The campus must also enter a General Comment in the employee’s PayServ record. The OK to Pay check box will then be clicked by OSC and the employee will receive the authorized lump sum payment.
Miscellaneous Payment Information
The SUNY United University Professions (UUP) Bargaining Unit 08 Deficit Reduction Plan Repayment is pensionable but is not included in the calculation of overtime.
Deduction Information
All general deductions for employees whose Payroll Status is Terminated, Retired or Deceased are automatically cancelled by OSC after three (3) pay periods with the exception of the following:
| Code | Description |
| 410 | Health Care Spending Account |
| 420 | NY Dependent Care Contribution |
| 425 | Repay State Loans/Debt |
| 426 | Higher Ed Repay State Loan |
| 428 | Dependent Care |
| 433 | Total Unemployment Ins Owed |
| 500 | Medicare Deficiency |
| 501 | Social Security Deficiency |
| 502 | NYS SS/Medicare Deficiency |
| GARNSH | Garnishments |
| HIATRG | Regular After Tax Health |
| HIATSP | Special After Tax Health Adj |
| HIBTRG | Regular Before Tax Health |
| HIBTSP | Special Before Tax Health Adj |
Tax Information
These monies are taxable income and are subject to all employment taxes and income taxes. The monies will be included in the employee’s taxable gross and will be reported on the employee’s Form W-2.
Payroll Register and Employee’s Paycheck/Advice
The Earnings Codes (see chart below) and the amount paid will be displayed on the Payroll Register. The Earnings Description (see chart below) and the amount paid will appear on the employee’s paycheck stub or direct deposit advice.
| Earnings Codes | Earnings Description |
| D7U | Final 08 DRP Repayment |
| X7U | Final 08 DRP Repayment IC 17 |
| Y7U | Final 08 DRP Repayment IC 18 |
| Z7U | Final 08 DRP Repayment IC 19 |
Undeliverable Checks
If the agency has made an effort to deliver the check to the employee but the check has been returned and is undeliverable, the agency should forward the check to the NYS Department of Tax and Finance, Division of Treasury, per instructions in Payroll Bulletin No. 908.
Checks issued to eligible employees who are now deceased should be returned with a completed Next of Kin Affidavit (Form AC 934-P), original Death Certificate and a Report of Check Exchange (Form AC 1476-P). If a Next of Kin Affidavit has been previously submitted for a deceased employee’s payroll check, OSC will accept a photocopy of this form along with a New Report of Check Exchange.
Questions
Questions regarding the SUNY United University Professions (UUP) Bargaining Unit 08 Deficit Reduction Plan Repayment should be directed to the applicable budget examiner at the Division of the Budget.
Questions regarding payroll processing of the SUNY United University Professions (UUP) Bargaining Unit 08 Deficit Reduction Plan Repayment should be directed to the Payroll Earnings mailbox.