Purpose

The purpose of this bulletin is to inform agencies of OSC’s automatic processing of the Factor Change for Fiscal Year 2020-2021 for SUNY CAL and CYF employees.

Affected Employees

All SUNY employees in salary Grade 980 with a Pay Basis Code of CAL and CYF are affected.

Background

Effective Administration Pay Period 11L, the factor used to calculate biweekly earnings on Job Data, Additional Pay and certain miscellaneous earnings will be changed from the leap year factor to the non-leap year factor of 0.038356 for CAL and CYF employees.

Effective Date(s)

The non-leap year factor is effective 09/01/2020, Administration Pay Period 11L, for paychecks dated 09/16/2020.

OSC Actions

Job Data

After payroll processing for Administration Pay Period 11L is completed, OSC will insert a row on the Job Data page, effective 09/01/2020, to change the salary calculation on Compensation to the non-leap year calculation for affected records, which do not have an existing row on the Job Data page, with an effective date of 09/01/2020.  The Action/Reason PAY (Pay Rate Change)/FAC (Factor Change) will be used.

Additional Pay

After payroll processing is complete for Administration Pay Period 11L, OSC will insert a row effective 09/01/2020 on the Additional Pay page to change to the non-leap year salary calculation for all annual derived biweekly earnings, such as ALR and CHS, etc., provided no 09/01/2020 row already exists.

Employees entitled to a full biweekly paycheck will receive their Regular Salary and all Annual Additional Earnings as follows:

Agency Actions

Job Data

Any Rows inserted on the Job Data page will reflect the correct salary calculation based on the effective date.

After the non-leap year calculation has been updated, if a transaction is submitted with an effective date retroactively placing an employee on the payroll (Hire, Rehire, Reinstatement from Leave Without Pay) prior to the change, the agency must submit a row if none exists for 09/01/2020 using the Action/Reason code of PAY/FAC, in addition to the original row.

Additional Pay

Any rows inserted on the Additional Pay page will reflect the appropriate salary calculation based on the effective date.

After the non-leap year calculation has been updated, if a transaction is submitted retroactively, such as ALR or CHS, etc.,  the agency must submit a row, if none exists, for 09/01/2020 on the Additional Pay page in addition to the original effective dated row.

Note: The system will calculate the entire pay period (8/20/2020-9/02/2020) using the non-leap year factor with an effective date prior to the change. Pay periods prior to Administration Pay Period 11L will be calculated using the leap year factor.

Time Entry

Agencies must submit any Time Entry transactions split by Pay Period effective dates.  RGS and all override codes must be submitted using the appropriate calculation based on the effective dates of the transaction.

Additional Information Regarding the Non-Leap Year Calculation

For Fiscal Year 2020-2021, the non-leap year factor .038356, will be used to calculate the amount that will appear in the Compensation Rate Field on Job.  The Factor will also be used to calculate any derived bi-weekly Additional Pay amounts.

The agency must also use this factor to calculate:

• The amount of adjustment earnings reported in the Additional Pay page for earn codes such as ALP (Adjust Location Pay).
• Miscellaneous earnings reported in the Time Entry page with an amount that is calculated based on an employee’s biweekly rate of pay (ex: RGS)

Questions

Questions regarding this bulletin may be directed to the Payroll Earnings mailbox.