Purpose

To notify agencies of the procedure for processing Summer Session payments.

Affected Employees

SUNY employees working Summer Session

Effective Date

Payments may be made beginning in Administration Pay Period 19-Lag, check dated December 31, 2003

Employee Status

• Contracts for 21P employees will end 06/04/03. However, the status of 21P employees will remain as active on the Job Data record.
• Calendar (CAL) employees will remain on the payroll in their regular positions and will continue to be paid.

Summer Session Payment Procedures

Summer Session payments must be reported each period using the earn code SUM (Summer Service) on the Time Entry Panel.

Exception:

When reporting Summer Session payments for non-resident aliens, one of the following earn codes must be submitted on the Time Entry panel:

• XAC-Income code 17
• YAC-Income code 18
• ZAC-Income code 19

Procedures for reporting Summer Session on the Time Entry Panel:

Enter the earnings begin and end dates. Enter the total amount of the Summer Session earnings for the dates submitted.

Employees Paid During the Academic Year 2002-2003 in addition to the above, the following procedures are applicable for processing Summer Session payments for employees paid during the 2002-2003 academic year.

1. Summer Session Worked in the Same Agency
   If the Summer Session is worked in the same agency, no additional action is required beyond entries on the Time Entry panel.
   Exception: For a CAL employee who works Summer Session and is terminated as a CAL prior to 9/01/03 and paid a balance of contract, submit the Action/Reason of Rehire/ASP(Appoint SS) on the Rehire panel and assign a Summer Session position number.
2. Summer Session Worked in Different Agency If the Summer Session is worked in a different agency, submit a Concurrent Hire or Rehire, whichever is appropriate, to appoint the employee to a Summer Session position. Use the Reason of APS (Appoint SS).
3. Newly Appointed/Professional ServicesFor a newly appointed employee working Summer Session professional services, submit the appropriate Action (Hire, Rehire, Concurrent Hire) to appoint the employee to a Summer Session professional service position. Use the Reason of APS (Appoint SS).
4. Position Attributes 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
5. Newly Appointed/Casual Services
   For a newly appointed employee working Summer Session casual services, submit the appropriate Action (Hire, Rehire, Concurrent Hire) and Reason of APS (Appoint SS) to appoint the employee to a Summer Session casual service position. Request the appropriate biweekly Pay Rate on the Job Action Request panel using the Action/Reason of Pay Rt Chg/NEW. The position attributes for Summer Session casual service position include:
   • Pay Basis Code-BIW
   • Bargaining Unit-14
   • Salary Plan-S14
   • Earnings Program-N14
   • Jurisdictional Class-4
   • Benefit Program-14N

Deduction Processing

For CALs

• All deductions will remain in effect for employees who work Summer Session in the same agency.

For 21Ps

• The Department of Civil Service will submit a file to end health insurance.
• Agencies must cancel tax sheltered annuities, federated funds, maintenance (taxable and non-taxable) and union insurance deductions effective 06/05/03 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

• A 21P employee who does not work Summer Session and will not be returning for the fall of 2003 must be terminated on the Job Data record effective 08/14/03. This date is used to provide the 21P employee with benefits over the summer.
• A 21P employee who works Summer Session and will not be returning for the fall of 2003 must be terminated on the Job Data record effective 08/14/03, unless the employee continues.
• If the employee continues working Summer Session on or after 08/14/03, the agency must request a Position Change on the Job Action Request panel effective 8/14/03 and place the employee in a Summer Session position. A termination is required at the end of the Summer Session.
• CAL employee who will not be returning in the fall of 2003 must be terminated on the Job Data record effective 09/01/03, 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 the earn code BAL in the Time Entry panel.
• Newly appointed Summer Session employees must be terminated at the end of Summer Session.

Retirement

For 21Ps

• OSC will report service credit for employees who are members of the New York State Employee’s Retirement System (plan type 7Y) and working Summer Session.
• OSC will report salary for the Summer Session to the appropriate retirement system.
• Agencies are responsible for starting retirement for employees working Summer Session in a different agency.

For CALs

• OSC will report salary for the Summer Session to the appropriate retirement system for employees working in the same agency.
• Agencies are responsible for starting retirement for employees working Summer Session in a different agency.

Payroll Register and Employee's Paycheck/Advice

The earn codes SUM, XAC, YAC, and ZAC will appear on the payroll register.

The following earn code descriptions will appear on the employee’s check stub or direct deposit advice:

• Summer Service SUNY for earn code SUM
• Summer Session IC 17 for earn code XAC
• Summer Session IC 18 for earn code YAC
• Summer Session IC 19 for earn code ZAC

2003-2004 Academic Year

Procedures for the 2003-2004 Academic Year will be provided in a future Payroll Bulletin.

Questions

Questions regarding Summer Session processing should be directed to SUNY Systems Administration.

Questions regarding payroll processing should be directed to your Payroll Auditor.

Questions about this bulletin may be directed to the Payroll Deduction mailbox.