Purpose: 

The purpose of this bulletin is to provide agencies with information regarding OSC’s automatic processing and to provide instructions for necessary agency actions.

Affected Employees: 

Employees in SUNY positions with a Comp Rate Code of 21P and CAL who meet the eligibility criteria are affected.

Effective Dates: 

Effective 08/13/2026 for 21P employees, paychecks dated 09/09/2026 and effective 09/01/2026 for CAL employees, paychecks dated 09/23/2026.

Eligibility Criteria:  

Employees in 21P positions as of 08/13/2026 and CAL positions as of 09/01/2026 are eligible.

OSC Actions:  

Automatic Restoration of Contract Pay

After payroll has been processed for Pay Period 11L, OSC will automatically insert a row on the Contract Pay page for the 2026-2027 academic year for employees who, as of 08/13/2026, have:

• A Payroll Status of Active, Leave With Pay, or Leave of Absence; and 
• A Comp Rate Code of 21P; and 
• An existing Contract Pay record effective prior to 08/13/2026.

The Contract Begin Date is 08/13/2026 and the Contract End Date is 06/02/2026.

Automatic Population of Contract Pay Page

The Contract Pay page will automatically populate for employees who have been Hired, Rehired, Concurrently Hired, Transferred, or had a position change with an effective date on or after 08/13/2026.

Note: If the employee already has a row on the Contract Pay page effective 08/13/2026, OSC will update the row with the correct Contract Begin Date and Contract End Date if different than contract dates stated above. If a row exists with an effective date greater than 08/13/2026, OSC will not process the employee.

Automatic Restoration of Additional Pay

Once payroll is processed for Pay Period 11L, OSC will automatically insert a row on the Additional Pay page for the 2026-2027 academic year for employees who, as of 08/13/2026, have:

• A Payroll Status of Active or Leave With Pay; and
• A Comp Rate Code of 21P; and
• An End Date of 06/03/2026 for any earnings on the Additional Pay page; and
• No existing row on the Additional Pay page effective 08/13/2026.

Note: The Effective Date of the restarted additional pay will be 08/13/2026 and the End Date is 06/02/2027.

Agency Actions:   

Termination of Summer Session Employees:

Termination of 21P and 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 and CAL Employees Not Returning for the Fall Semester

Agencies must terminate 21P employees with the effective date of 08/13/2026 and CAL employees with the effective date of 09/01/2026.

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

Agencies must terminate these employees once the Summer Session is complete.

Comp Rate Code Changes:

If an employee elects to change their obligation (21P to CAL or CAL to 21P), the agency must ensure the position reflects the correct Comp Rate Code: 

Reporting Retroactive Changes in Comp Rate Code In Pay Period 11L

• 21P to CAL
  • Place the employee on a Leave of Absence in Pay Period 11L using the Action/Reason Code of Leave of Absence/LOT (Dcr Lv Out) effective 08/13/2026.
  • In Pay Period 12L, process a Return from Leave using the Action/Reason Code of Return from Leave/RLV (Rein Leave) effective 09/01/2026.
  • Submit a Position Change or notify SUNY Administration to change the Comp Rate Code on the existing position to CAL effective 09/01/2026. SUNY Administration will notify OSC of the Comp Rate Code change on the SUNY Position file.
• CAL to 21P
  • Submit a Position Change or notify SUNY Administration to change the Comp Rate Code on the existing position to 21P effective 08/13/2026.
  • If the employee is Active, submit Earnings Code BAL (Balance of Contract) on the Time Entry page to pay the remaining CAL money owed for the 2025-2026 contract (08/13/2026 to 08/31/2026).

Note: OSC will automatically populate the new contract row on the Contract Pay page once the position reflects a 21P Comp Rate Code.

Reporting Retroactive Changes in Comp Rate Code After Pay Period 11L

• 21P to CAL
  • Place the employee on a Leave of Absence using the Action/Reason Code of Leave of Absence/LOT (Dcr Lv Out)  effective 08/13/2026.
  • Return the employee from leave using the Action/Reason Code of Return from Leave/RLV (Rein Leave) effective 09/01/2026.
  • Request a Position Change to move the employee into a CAL position or notify SUNY Administration to change the Comp Rate Code of the existing position to CAL effective 09/01/2026.
  • Since earnings on the Additional Pay page will be automatically ended effective 08/13/2026 when the employee is placed on Leave of Absence, agencies must restart applicable Additional Pays effective 09/01/2026. 
  • Submit RGS for all retroactive CAL earnings due from 09/01/2026.
    • If the amount the employee was previously paid as a 21P employee is equal to or less than the total RGS they are entitled to, set up an overpayment using the current year’s QXX Code in the same pay period the RGS is entered. 
    • If the amount the employee was previously paid as a 21P employee is more than the total RGS they are entitled to, set up an overpayment using the current year’s QXX Code for the amount of the RGS owed to the employee in the same pay period the RGS is entered. Follow the instructions outlined in Payroll Bulletin No. 2413.2 for information regarding the recovery of the remaining overpayment.
    • For both situations referenced above, enter an explanation of the overpayment on the General Comments page.

Note: In most cases the amount paid as a 21P contract pay employee will be more than CAL earnings the employee is owed.

• CAL to 21P 
  If the employee is newly hired to the payroll as a CAL on 09/01/2026:
  • Request a DTA/COR (Data Change/Correct History) effective 09/01/2026 and enter the following statement in the Status Reason block: “Please change the hire date to 08/13/2026 because the employee should be 21P.”
  • Effective 08/13/2026, 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 08/13/2026 as the position number must be inserted as a new row following the corrected 08/13/2026 hire row.” 
    Note: The Contract Pay page will be automatically populated when the Position Change is approved and inserted on the Job Data page. 
  • For earnings on the Additional Pay page, request a DTA/COR and enter the following statement in the Status Reason block: “Please change the effective date of the earnings on the Additional Pay page to 08/13/2026.”
• If the employee was on the payroll as a CAL prior to 09/01/2026:
  • Request a Position Change effective 08/13/2026 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, notify SUNY Administration to change the Comp Rate Code of the existing position to 21P effective 08/13/2026.
    Note: The system will automatically populate the Contract Pay page when the Position Change is inserted on the Job Data page.
  • For earnings on the Additional Pay page, request a DTA/COR and enter the following statement in the Status Reason block: ‘Please change the effective date of the earnings on the Additional Pay page to 08/13/2026.” 
    Note: The regular Additional Pay earnings previously paid as a CAL will be automatically deducted from the 21P earnings due. 
  • If the employee worked in the 2025-2026 school year, submit Earnings Code BAL (Balance of Contract) on the Time Entry page to pay the any remaining CAL money owed for the 2025-2026 contract (08/13/2026 to 08/31/2026).

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 08/13/2026 with the new earnings amount before the automatic restoration occurs in Pay Period 11L. For 21P employees, the Additional Pay row must include an End Date of the last day of the contract (06/02/2027).
• All Additional Pay earnings must be restarted for employees who move from 21P to CAL. 
• To stop the Additional Pay earnings, insert a row effective 08/13/2026 with an End Date of 08/13/2026 before the automatic restoration occurs in Pay Period 11L.

OSC’s Automatic Population of the Contract Pay After Pay Period 11L:

PayServ will automatically populate the Contract Pay page for all 21P employees hired, rehired, or concurrently hired after 08/13/2026.

Deductions for employees Who Worked Summer Session:

Agencies must restart tax-sheltered annuities, federated funds, taxable and non-taxable maintenance, and union insurance deductions effective 08/13/2026 for 21P employees who worked Summer Session.

Tax Information:    

Federal, State, and New York City income tax withholding will be calculated using the Aggregate method. Yonkers income tax withholding will be calculated using the Flat Rate method (1.95975% for Yonkers residents and 0.50% for Yonkers non-residents). 

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 submitted as a stop payment request with a reason of Exchange in PayServ. The Report of Check Exchange (AC 1476-P), Next of Kin Affidavit (AC 934-P) and original death certificate should be submitted to the Payroll Reversal and Exchange mailbox at the same time as the stop payment request. 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. These forms can be found here: Payroll Forms | Office of the New York State Comptroller

Questions:

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