Purpose

To explain OSC's automatic processing and agency procedures.

Affected Employees

SUNY Employees in 21P and CAL positions

Effective Date

Effective 08/14/2003, check date 9/10/2003

OSC Actions in Pay Period 11L

Automatic Restoration of Contract Pay

After the payroll is audited for period 11L, OSC will automatically insert a row on the Contract Pay page for the 2003-2004 semesters for employees who have, as of 8/14/2003:

1. A status of active, leave, paid leave, and
2. A Pay Basis Code of 21P, and
3. Do not already have an existing Contract Pay record effective 08/14/03

The contract begin date is 8/14/2003 and the end date is 6/2/2004.

Automatic Population of Contract Pay Page

• The Contract Pay page will be automatically populated for employees that have been hired, rehired, or had a position change with an effective date of 8/14/2003 and after.

Note: If the employee already has a row on the Contract Pay page effective 8/14/2003, OSC will not automatically insert a row.

Automatic Restoration of Additional Pay

After the payroll is audited for period 11L, OSC will automatically insert a row on the Additional Pay page for the 2003-2004 semesters for employees who have, as of 8/14/2003:

1. A status of active, leave, paid leave, and
2. A Pay Basis Code of 21P, and
3. An end date of 06/04/2003 on any earnings on the Additional Pay page, and
4. The employee does not already have an existing row on the Additional Pay page effective 08/14/03.

The effective date is 8/14/2003 and the end date is 6/2/2004.

Agency Actions - Termination of Summer Session Employees

Termination of 21P/CAL Employees Who Worked Summer Session in a Different Agency

Employees who worked summer session in another agency must be terminated in the agency where the summer session was worked.

Termination of 21P/CAL Employees Not Returning for The Fall Semester

Terminate 21P employees with the effective date of 8/14/2003. Terminate CAL employees with the effective date of 9/1/2003.

Termination of Newly Appointed Summer Session Employees Who Are Not Working the Fall Semester

Terminate these employees after their summer session is completed.

Agency Actions in Period 11L for 21Ps and 12L for CALs

Pay Basis Code Changes If an employee elects to change their obligation (21P to CAL or CAL to 21P), the agency must insure that the position reflects the correct Pay Basis Code.

21P to CAL

1. Place the employee on a leave of absence in pay period 11L using the Action/Reason of LOA/ LOT effective 8/14/2003.
2. In pay period 12L, process a return from leave using the Action/Reason of RFL/RLV effective 9/1/2003.
3. Submit a Position Change or notify SUNY Administration to change the Pay Basis Code on the existing Position to CAL effective 09/01/2003. SUNY Administration will notify OSC of the Pay Basis Code change on the SUNY Position file.

CAL to 21P - Pay Period 11L

Submit a Position Change or change the Pay Basis Code of the existing Position to 21P effective 08/14/03.

• If the employee is active, submit the Earn Code BAL (Balance of Contract) in the Time Entry page.

Note: OSC will automatically populate the new contract row on the Contract Pay page.

CYP Employees

Submit Contract Dates at all times for all CYP

Reporting Retroactive Changes in Pay Basis Code

Retroactive Change in Pay Basis Code

21P to CAL

1. Place the employee on a leave of absence effective 8/14/2003.
2. Effective 9/1/2003, return the employee from the leave.
3. Effective 9/1/2003, request a position change to move the employee into a CAL position or notify SUNY Administration to change the Pay Basis Code of the existing position to CAL.
4. Since earnings on the Additional Pay page will be automatically ended effective 8/14/2003 when the employee is placed on the leave of absence, agencies must restart earnings effective 9/1/2003.
5. Determine the total amount previously paid as a 21P and set up an overpayment for the same amount in the Additional Pay page using the Earn Code OVP.
6. Enter an explanation of the overpayment in the General Comments page.
7. If the change in Pay Basis Code is reported after period 12L is processed, submit RGS for all retroactive CAL earnings due from 9/1/2003.

Note: In most cases the amount paid as a 21P Contract Pay employee will exceed the CAL earnings.

CAL to 21P

1. The employee was previously hired effective 9/1/2003 as a CAL:
   1. Request a Data Change (DTA)/ Correct History (COR) effective 9/1/2003 and enter the following statement in the Status Reason block, "Please change the hire date to 8/14/2003 because the employee should be 21P".
   2. Effective 9/1/2003, request a position change to move the employee into a 21P position and enter the following statement in the Status Reason block, "Please change the effective date of this row to 8/14/03 as the position number must be inserted as a new row following the corrected 8/14/2003 hire row."
      Note: The contract pay page will be automatically populated when the position change is approved and inserted into Job Data.
   3. c. For earnings on the Additional Pay page, request a Data Change (DTA)/ Correct History (COR) and enter the following statement in the Status Reason block, "Please Change the effective date of the earnings in Additional Pay page to 8/14/2003."
2. The Employee was on the payroll as a CAL prior to 9/1/2003:
   1. Request a Position Change (POS) effective 8/14/2003 to move the employee into a 21P position. Request position changes for all subsequent rows on the employee's Job Data page
      OR
      If remaining in the same position, reclassify the position for a change in Pay Basis Code effective 8/14/2003.
      Note: The system will automatically populate the Contract Pay page when the position change is inserted on the Job Data page.
   2. For earnings on the Additional Pay page, request a Data Change (DTA) / Correct History (COR) and enter the following statement in the Status Reason block, "Change the effective date of the earnings in Additional Pay page to 8/14/2003."
      Note: The regular and Additional Pay earnings previously paid as a CAL will be automatically deducted from the 21P earnings due.
   3. If the employee worked in the 2002 - 2003 school year, the agency must submit a balance of contract in the Time Entry page using the Earn Code BAL to pay the CAL earnings due for the period 08/14/2003 to 08/31/2003.

Deductions for 21P Employees Who Worked Summer Session

Agencies must restart tax-sheltered annuities, federated funds, maintenance (taxable and non-taxable), and union insurance deductions effective 8/14/03 for employees who worked summer session.

When Agencies Must Enter Additional Pay Information in Pay Period 11L

Prevention of Automatic Restoration of Additional Pay Earnings

• To change the amount of Additional Pay, submit a row effective 8/14/03 with the new earnings amount before the automatic restoration occurs (pay period 11L).
• To stop the additional pay earnings, insert a row effective 8/14/03 with an Earn End Date of 8/14/03 before the automatic restoration occurs (pay period 11L).

Automatic Population of Contract Pay Page after Pay Period 11L

For all 21P employees hired, rehired, or concurrently hired after 08/14/03, the system will automatically populate the Contract Pay page. Refer to Upgrade Bulletin No. 410.

Questions

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