Purpose
To inform the State University Construction Fund of OSC’s automatic processing of the repayment of SCF CSEA DRP reductions
Affected Employees
Employees whose balance of SCF CSEA DRP reductions is less than zero (0) in one or more record numbers
Background
As part of the State University Construction Fund (SCF) Civil Service Employees Association (CSEA) Deficit Reduction Plan (DRP) created pursuant to the Memorandum of Agreement between the State University Construction Fund and the Civil Service Employees Association, the balance of each employee’s actual deficit reduction plan reductions will be repaid to the employee in equal biweekly installments over 39 consecutive pay periods beginning in the 2015-2016 fiscal year.
Effective Date(s)
Repayment of the SCF CSEA DRP reductions will begin in the following pay periods:
| Cycle/Pay Period/Type | Pay Period Begin Date | Check Date |
|---|---|---|
| Institution 26 Current | 03/19/2015 | 04/02/2015 |
| Administration 1 Current | 03/26/2015 | 04/08/2015 |
| Institution 26 Lag | 03/19/2015 | 04/16/2015 |
| Administration Extra Lag | 03/19/2015 | 04/22/2015 |
| Administration 1 Lag | 03/26/2015 | 04/22/2015 |
| Institution Extra Lag | 03/26/2015 | 04/30/2015 |
Repayment of the SCF CSEA DRP reductions will end in the following pay periods:
| Cycle/Pay Period/Type | Pay Period Begin Date | Check Date |
|---|---|---|
| Institution 12 Current | 09/01/2016 | 09/15/2016 |
| Administration 12 Current | 09/08/2016 | 09/21/2016 |
| Institution 12 Lag | 09/01/2016 | 09/29/2016 |
| Administration Extra Lag | 09/01/2016 | 10/05/2016 |
| Administration 12 Lag | 09/08/2016 | 10/05/2016 |
| Institution Extra Lag | 09/08/2016 | 10/13/2016 |
Eligibility Criteria
Employees whose sum of gross earnings YTD for calendar year 2011 and greater for the following earnings codes is less than zero (0) in any record number is eligible for the repayment:
| Earnings Code | Description |
|---|---|
| D1F | 11-12 SCF DRP -4.167% |
| R1F | 11-12 SCF Retro DRP -4.167% |
| D2F | 11-12 SCF DRP Oth -4.167% |
| D3F | 11-12 SCF DRP Repayment |
| D4F | 12-13 SCF DRP -2.500% |
| R4F | 12-13 SCF Retro DRP -2.500% |
| D5F | 12-13 SCF DRP Oth -2.500% |
| D6F | 12-13 SCF DRP Repayment |
New Earnings Code
OSC has created a new earnings code to process the repayment of the SCF CSEA DRP reductions:
| Additional Pay Earnings Code | Description |
|---|---|
| D7F | Final SCF DRP Repayment |
OSC Actions
OSC will insert a row on the Additional Pay page for each record number in which the sum of the employee’s gross earnings YTD for Earnings Codes D1F, R1F, D2F, D3F, D4F, R4F, D5F and D6F for calendar year 2011 and greater is less than zero (0).
The inserted row on the Additional Pay page will be set up as follows:
| Earnings Code: | D7F |
| 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 D1F, R1F, D2F, D3F, D4F, R4F, D5F and D6F for calendar year 2011 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 Terminated, Retired or Deceased on all record numbers, 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 SCF CSEA DRP reductions, OSC will review the Additional Pay records using Earnings Code D7F of each employee who has not received repayment of all SCF CSEA 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 SCF CSEA DRP reductions in each record number.
OSC will insert a row on the Additional Pay page for each record number as follows:
| Earnings Code: | D7F |
| 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. |
Agency Actions
Beginning in the pay periods noted above, agencies must not submit any transactions related to the SCF CSEA Deficit Reduction Plan including transactions to process a repayment.
Miscellaneous Payment Information
All general deductions for employees whose Payroll Status is Terminated, Retired or Deceased will be automatically cancelled by OSC 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 Code D7F and the amount paid will be displayed on the Payroll Register. The Earnings Description Final SCF DRP Repayment and the amount paid will appear on the employee’s paycheck stub or direct deposit advice.
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) 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 SCF CSEA Deficit Reduction Plan Repayment should be directed to the applicable budget examiner at the Division of the Budget.
Questions regarding payroll processing of the SCF CSEA Deficit Reduction Plan Repayment should be directed to the Payroll Earnings mailbox.