Purpose:
The purpose of this bulletin is to inform agencies of OSC’s automatic processing of the Non-Leap Year Factor Change for Fiscal Year 2024-2025 for SUNY CAL and CYF Employees.
Affected Employees:
SUNY employees in Salary Grade 980 positions with a Comp Rate Code of CYF and CAL are affected.
Background:
In any fiscal year in which February consists of 28 days, the biweekly salary calculation must calculate the biweekly payment based on 365 days in that fiscal year. Since the academic year beginning 09/01/2024 and ending 08/31/2025 includes 28 days in February, the salary calculation used to calculate biweekly earnings on Job Data, Additional Pay and certain miscellaneous earnings will be changed to reflect the Non-Leap Year Factor of .038356 for CAL and CYF employees.
Effective Dates:
The Non-Leap Year Factor Change for Fiscal Year 2024-2025 is effective 09/01/2024, Administration Pay Period 12L for paychecks dated 09/25/2024.
OSC Actions:
Job Data
After payroll processing is complete for Pay Period 12L, OSC will insert a row on the Job Data page effective 09/01/2024 to change the salary calculation on the Compensation Rate field on Job Data for affected records which do not have an existing row on the Job Data page with an effective date of 09/01/2024. The Action/Reason code of PAY/FAC (Factor Change) will be used. If a separate transaction is submitted using a 09/01/2024 effective date, the Compensation Rate Field on job Data will be updated to reflect the correct salary calculation.
Additional Pay
After payroll processing is complete for Pay Period 12L, OSC will insert a row effective 09/01/2024 on the Additional Pay page to change to the Non-Leap Year salary calculation for all annual derived biweekly earnings, such as Earnings Codes ALR and CHS, provided no row already exists on the Additional Pay page with an effective date of 09/01/2024
Employees entitled to a full biweekly paycheck will receive their Regular Salary and all Annual Additional Earnings as follows:
| Earnings Begin and End Date | Days at Each Factor | Factor Used |
|---|---|---|
| 08/29/2024 – 08/31/2024 | 3 Days at Leap Year Factor | .038251 |
| 09/01/2024 – 09/11/2024 | 11 Days at Non-Leap Year Factor | .038356 |
Agency Actions:
Job Data
After the Non-Leap Year calculation has been systematically updated by OSC, if a transaction is submitted with an effective date retroactively placing an employee on the payroll (Hire, Rehire, Reinstatement from leave Without Pay) with an effective date prior to the change, the agency must submit a row if none exists effective 09/01/2024 using the Action/Reason code of PAY/FAC, in addition to the original effective dated row. Please note: this PAY/FAC row is needed so any subsequent transactions inserted on the Job Data page will reflect the correct salary calculation based on the effective date.
Additional Pay
After the Non-Leap Year Calculation has been systematically updated by OSC, if a transaction is submitted retroactively starting Additional Pay Earnings, such as Earnings Code LOC, with an effective date prior to the change, the agency must submit an Additional Pay row (using the same Earnings Code), if none exists, effective 09/01/2024 on the Additional Pay page in addition to the original effective dated row. Please note: this Non-Leap Year effective dated Additional Pay row is needed so any subsequent transactions inserted on the Additional Pay page will reflect the correct Additional Pay calculation based on the effective date.
Time Entry
Agencies must submit Time Entry transactions split by Pay Period effective dates. Earnings Code RGS and all override codes must be submitted using the appropriate Leap Year or Non-Leap Year calculation based on the effective dates of the transaction.
Additional Information Regarding the Non-Leap Year Calculation:
For Fiscal Year 2024-2025, the Non-Leap Year factor (0.038356), will be used to calculate the payment amount that will appear in the Compensation Rate Field on Job Data. The factor will also be used to calculate any derived bi-weekly Additional Pay amounts.
The agency must also use this factor to manually calculate:
- The amount of Additional Pay adjustments reported in the Additional Pay page for Earnings Codes such as ALP (Adj 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 such as Earnings Code RGS (Regular Pay Salary Employee).
Questions:
Questions regarding this bulletin may be directed to the payroll Earnings mailbox.