Purpose

To inform agencies of OSC’s automatic processing of the repayment of SUNY UUP Bargaining Unit 08 DRP reductions.

Affected Employees

Employees whose balance of SUNY UUP Bargaining Unit 08 DRP reductions is less than zero (0) in one or more record number

Background

As part of the New York State and the United University Professions (UUP) Bargaining Unit 08 Deficit Reduction Plan (DRP), created pursuant to Section 7 of Part A of Chapter 491 of the Laws of 2011 and the Division of Budget Bulletin B-1209 issued August 19, 2013, the balance of each employee’s actual deficit reduction plan reductions will be repaid over 39 consecutive payroll periods beginning with the final payroll period in SUNY Fiscal Year 2015-2016. Employees who do not work 39 consecutive payroll periods and have not been repaid the value of the deficit reductions at the end of the 39 payroll periods will be repaid any remaining balance as a lump sum payment, at the rate when their salary was reduced, on the payroll period immediately following the end of the repayment period.

The Division of Budget and GOER have provided instructions that the repayment of SUNY United University Professions (UUP) employees, with a reduction balance of $100.00 dollars or less, be paid out in full as a lump sum and not be paid over 39 payroll periods.

Effective Date(s)

Repayment of SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions will begin in the following pay periods:

Repayment of SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions will end in the following pay periods:

Repayment of SUNY United University Professions (UUP) Bargaining Unit 08 for employee’s whose Pay Basis Codes are BIW, FEE and HRY and did not work 39 consecutive pay periods will receive their remaining final DRP reductions as a Lump Sum in the following pay periods:

Eligibility Criteria

Employees whose sum of gross earnings YTD for calendar year 2013 and greater for the following earnings codes is less than zero (0) in any record number is eligible for the repayment:

New Earnings Codes

OSC has created new earnings codes to process the repayment of SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions:

The following earnings codes will not be used in Additional Pay as part of the repayment process for the SUNY United University Professions (UUP) Bargaining Unit 08. The sum of corresponding reduction codes will be repaid using one of the Repayment Codes listed above:

OSC Actions for ANN, CAL, CYF and 21P Employees

For ANN, CAL, CYF and 21P Employees:

OSC will insert a row on the Additional Pay page, using one of the corresponding Earnings Codes listed below, for each record number in which the sum of the employee’s gross earnings YTD for Earnings Codes D8U, R8U, D9U, D3U, D4U, R4U, D5U, D6U, D8X, R8X, D9X, D3X, D4X, R4X, D5X, D6X, X8U, XHU, X9U, X3U, X4U, XDU, X5U, X6U, X8X, XHX, X9X, X3X, X4X, XDX, X5X, X6X, Y8U, YHU, Y9U, Y3U, Y4U, YDU, Y5U, Y6U, Y8X, YHX, Y9X, Y3X, Y4X, YDX, Y5X, Y6X, Z8U, ZHU, Z9U, Z3U, Z4U, ZDU, Z5U, Z6U, Z8X, ZHX, Z9X, Z3X, Z4X, ZDX, Z5X and Z6X for calendar year 2013 and greater is less than zero (0).

The inserted row on the Additional Pay page will be set up as follows:

In each subsequent pay period through the end of the repayment of the SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions, OSC will review the Additional Pay records using Earnings Code D7U, X7U, Y7U and Z7U for each employee who has not received repayment of all SUNY United University Professions (UUP) Bargaining Unit 08 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 SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions in each record number.

OSC will insert a row on the Additional Pay page, using the Earning Codes listed below, for each record number as follows:

OSC Actions for BIW, FEE and HRY Employees

For BIW, FEE and HRY Employee’s:

OSC, for the initial startup, will insert a row on the Additional Pay page, using one of the corresponding Earnings Codes listed below, for each record number in which the sum of the employee’s gross earnings YTD for Earnings Codes D8U, R8U, D9U, D3U, D4U, R4U, D5U, D6U, D8X, R8X, D9X, D3X, D4X, R4X, D5X, D6X, X8U, XHU, X9U, X3U, X4U, XDU, X5U, X6U, X8X, XHX, X9X, X3X, X4X, XDX, X5X, X6X, Y8U, YHU, Y9U, Y3U, Y4U, YDU, Y5U, Y6U, Y8X, YHX, Y9X, Y3X, Y4X, YDX, Y5X, Y6X, Z8U, ZHU, Z9U, Z3U, Z4U, ZDU, Z5U, Z6U, Z8X, ZHX, Z9X, Z3X, Z4X, ZDX, Z5X and Z6X for calendar year 2013 and greater is less than zero (0).

The inserted row on the Additional Pay page will be set up as follows:

In each subsequent pay period through the end of the repayment of the SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions, OSC will review the Additional Pay records using Earnings Code D7U, X7U, Y7U and Z7U for each employee who has not received repayment of all SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions. If the employee’s Payroll Status is equal to Retired or Deceased on all record numbers, OSC will pay the balance of SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions in each record number.

For Terminated employees with a Pay Basis code of BIW, FEE or HRY

Initial Setup

In pay period 5L, OSC will insert a row in Additional Pay with the balance of the SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions in each record number. The OK to Pay check box on the inserted row will be left un-clicked. OSC will send an Excel spreadsheet with a list of BIW, FEE and HRY Terminated employees to each campus via SUNY System Administration to verify if the Terminated employees are not expected to return to the payroll and are immediately eligible to receive their DRP reductions in a lump sum payment. Completed spreadsheets must be returned to System Administration who will then send a compiled spreadsheet back to OSC. OSC will then process the authorized lump sum payments. Terminated BIW, FEE and HRY employees that are expected to return to the payroll will not be paid their lump sum payment. The Additional Pay row will remain unclicked and no action will be taken until the employee returns to the payroll or the agency notifies OSC that the employee is not returning and authorizes the lump sum payment. See Agency Actions for Terminated BIW, FEE and HRY Employees below.

Employees Returning to the Payroll

Beginning in pay period 6L, OSC will run a query each pay period to identify previously terminated BIW, FEE and HRY employees whose payroll status has become Active, Leave With Pay or Leave of Absence. The previously created Additional Pay row will be updated by OSC to pay the employee in 39 biweekly installments effective the beginning of the pay period in which the rehire action is processed.

Agency Actions for Terminated BIW, FEE and HRY Employee

Beginning in the pay period 5L

Agencies must not submit any transactions related to the SUNY United University Professions (UUP) Bargaining Unit 08 Deficit Reduction Plan including transactions to process a repayment.

As stated above, at the initial set up of the SUNY United University Professions (UUP) Bargaining Unit 08 DRP repayment in pay period 5L, OSC will insert a row in Additional Pay with the balance of the SUNY United University Professions (UUP) Bargaining Unit 08 DRP reductions in each record number for Terminated BIW, FEE and HRY employees. The Ok to Pay check box on the inserted row will be left un-clicked.

As noted above, OSC will send a list of Terminated BIW, FEE and HRY employees to each campus via SUNY System Administration to verify if these employees are not expected to return and are immediately eligible to be paid their DRP reductions as a lump sum. Completed spreadsheets must be returned to System Administration who will then send a compiled spreadsheet back to OSC. The spreadsheet must be returned to the Payroll Earnings mailbox to the attention of “Planning Function.” OSC will then click the OK to Pay check boxes for employees verified as eligible and the lump sum payments will be paid.

Beginning in pay period 6L

If Terminated employees are not expected to return to the payroll and should be paid their DRP reductions as a lump sum, the campus must notify OSC by sending a spreadsheet to the Payroll Earnings Mailbox authorizing OSC to pay out the lump sum DRP reductions to the employee. The spreadsheet must contain the following fields: Agency Code, Name, Empl ID, Employee Record Number, Earn Code, and Effective Date. The campus must also enter a General Comment in the employee’s PayServ record. The OK to Pay check box will then be clicked by OSC and the employee will receive the authorized lump sum payment.

Miscellaneous Payment Information

The SUNY United University Professions (UUP) Bargaining Unit 08 Deficit Reduction Plan Repayment is pensionable but is not included in the calculation of overtime.

Deduction Information

All general deductions for employees whose Payroll Status is Terminated, Retired or Deceased are automatically cancelled by OSC after three (3) pay periods with the exception of the following:

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 Codes (see chart below) and the amount paid will be displayed on the Payroll Register. The Earnings Description (see chart below) and the amount paid will appear on the employee’s paycheck stub or direct deposit advice.

Undeliverable Checks

When a valid payroll check is undeliverable due to the agency’s inability to locate the employee, the agency should follow the Agency Actions identified in Payroll Bulletin No. 1786 - Non-Negotiated and/or Undeliverable New York State Payroll Checks.

Checks issued to eligible employees who are now deceased should be returned with a completed Next of Kin Affidavit (Form AC 934-P), original Death Certificate 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 SUNY United University Professions (UUP) Bargaining Unit 08 Deficit Reduction Plan Repayment should be directed to the applicable budget examiner at the Division of the Budget.

Questions regarding payroll processing of the SUNY United University Professions (UUP) Bargaining Unit 08 Deficit Reduction Plan Repayment should be directed to the Payroll Earnings mailbox.