Purpose

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

Affected Employees

SUNY employees working Summer Session

Effective Date(s)

Beginning of Summer Session as determined by each campus

Employee Status

Contracts for 21P employees will end 6/13/07. 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 pay period using the Earn Code SUM (Summer Service) on the Time Entry page.

Exception: When reporting Summer Session payments for non-resident aliens, one of the following Earn Codes must be submitted on the Time Entry page:

XAC - Summer Session Income Code 17
YAC - Summer Session Income Code 18
ZAC - Summer Session Income Code 19

Procedures for Reporting Summer Session on the Time Entry Page

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 2006-2007: In addition to the above, the following procedures are applicable for processing Summer Session payments for employees who are paid during the 2006-2007 academic year.

• 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 page.

Exception: For a CAL employee who works Summer Session and is terminated as a CAL prior to 9/01/07 and paid a balance of contract, submit the Action/Reason of Rehire/APS (Appoint SS) on the Rehire page and assign a Summer Session position number.

• Summer Session Worked in a 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 and use the Reason of APS (Appoint SS).
• Newly Appointed/Professional Services For a newly appointed employee working a Summer Session professional service position, submit the appropriate Action (Hire, Rehire, Concurrent Hire) and use the Reason of APS (Appoint SS) to appoint the employee to a Summer Session professional service position.

The position attributes for Summer Session professional service positions include:

• Newly Appointed/Casual Services For a newly appointed employee working a Summer Session casual service position, submit the appropriate Action (Hire, Rehire, Concurrent Hire) and use the Reason of APS (Appoint SS) to appoint the employee to a Summer Session casual service position.

The position attributes for Summer Session casual service positions include:

• Hire and Concurrent Hires For Hires and Concurrent Hires, request the appropriate biweekly Pay Rate on the Job Action Request page using the Action/Reason of Pay Rt Chg/NEW.
• Rehires: For Rehires, request the appropriate biweekly Pay Rate on the Job Action Request page using the Action/Reason of Pay Rt Chg/APS.

Deduction Processing

For CAL employees:

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

For 21P employees:

• The Department of Civil Service will submit a file to end health insurance effective 6/14/07.
• Agencies must cancel tax sheltered annuities, federated funds, maintenance (taxable and non-taxable) and union insurance deductions effective 6/14/07 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 is not continuing in the Fall of 2007 must be terminated on the Job Data record effective 8/23/07. This date is used to provide the 21P employee with benefits over the summer.
• A 21P employee who works Summer Session and is not continuing in the Fall of 2007 must be terminated on the Job Data record effective 8/23/07. If the employee continues working Summer Session on or after 8/23/07, the agency must request a Position Change on the Job Action Request page effective 8/23/07 and place the employee in a Summer Session position. A termination is required at the end of the Summer Session.
• A CAL employee who works Summer Session and is not continuing in the Fall of 2007 must be terminated on the Job Data record effective 9/1/07, 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 page.
• Newly appointed Summer Session employees must be terminated at the end of Summer Session.

Retirement

For 21P employees:

• OSC will report service credit days for employees who are members of the New York State Employees' Retirement System (Plan Type 7Y) and are in Active, Leave With Pay or Leave With No Pay status.
• 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 in order to have salary reported to the appropriate retirement system.
• Agencies must complete ERS Form RS2050 to report service credit days in excess of days reported by OSC for part-time employees.

For CAL employees:

• 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 in order to have salary reported to the appropriate retirement system.

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 paycheck 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

Questions

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

Questions regarding payroll processing may be directed to the Payroll Audit mailbox.

Questions regarding deductions and retirement may be directed to the Payroll Deductions mailbox.