SUNY Academic & Professional Staff - Contract Pay, Balance of Contract and Summer Session

Contract Pay:

State University of New York (SUNY) Academic & Professional Staff are employees represented by United University Professions (UUP - BU 08).  Employees with a Comp Rate Code of CAL are UUP Faculty and employees with a Comp Rate Code of CYF are UUP Non-Faculty Professionals.

UUP Faculty have a contract obligation which is consistent across all SUNY campuses (9/1 – 8/31).  Any work performed over the summer is paid in addition to these wages at an hourly rate.

Comp Rate Code of CAL vs. CYF vs. 21P vs. BIW:

• CAL employees are UUP Faculty who work an academic year obligation and are paid over the twelve-month calendar year from September (9/1) to August (8/31).
  • CAL employees should be appointed with an effective date of 9/1 of the corresponding academic year.
• CYF employees are UUP Non-Faculty Professionals who work a college year obligation and are paid over the twelve-month calendar year based on their obligation dates.
  • CYF employees are appointed on the effective date of the applicable academic year’s obligation.
• 21P employees are UUP Faculty who elect to be paid over the exact dates of their obligation, from August to June.
  • 21P employees can be appointed at any time during the applicable year.
• BIW employees are either UUP Faculty or Non-Faculty. These employees are paid either over the exact dates of their obligation or over the calendar year.
  • BIW employees can be appointed at any time during the applicable year.
  • BIW employees are paid without an annual rate on job data and instead are paid using the specific amount due per pay period to the employee.

Creation of a CON Additional Pay Record for Employees with a Comp Rate Code of 21P:

OSC will effectuate a new contract in Additional Pay using Earnings Code CON each academic year for all staff with a Comp Rate Code of 21P who are active on the begin date of the new contract. Refer to the SUNY Payroll Bulletins that are issued each year for information regarding contract pay restoration.

The contract dates must always be entered using the begin and end date of the entire contract, regardless of when the employee is actually hired during the contract period. The employee’s work percentage and hire date on Job Data will be used when determining the earnings owed to the employee. 

Transactions that Impact CON Earnings:
For employees with a Comp Rate Code of 21P, any changes in an employee’s salary, work percentage, work status, change in contractual obligation (contract begin and/or end dates) etc., may require an adjustment to an employee’s contract earnings. The procedure to adjust these earnings will depend on when the change occurs as outlined below. 

Transactions for Open Contracts:
When Job Data changes occur for an active employee (Employee Status of A or P) who has a Comp Rate Code of 21P and the effective date(s) of the change falls within the contract dates for the current academic year contract and that contract is still ongoing (open contract), PayServ will perform the following actions:

• Determine the employees’ new biweekly rate by dividing the annual salary the employee should receive over the span of the contract by the number of days in the contract and multiplying the resulting number by 14.
  • Employees with a reduced work percentage will have their biweekly rate prorated accordingly.
• If the transaction is retroactive, also determine what the employee should be paid from the start of the contract through the current pay period based on the changes.
  • If the employee is owed additional money, the biweekly CON earnings will be temporarily increased for the pay period currently being processed to include the retroactive earnings.
  • If the employee is overpaid, the biweekly CON earnings will be temporarily decreased for the pay period currently being processed to recoup the retroactive overpayment
    • If an employee’s overpayment is greater than their normal bi-weekly CON earnings, this will result in a negative CON amount. OSC will adjust the bi-weekly CON earnings to pay the remainder of the contract actually due to the employee. This bi-weekly amount is determined by dividing the remaining money owed by the number of pay periods remaining in the contract.
  • Adjustments to non-contract earnings (such as Location Pay) for employees with a Comp Rate Code of 21P will appear in the Retro Pay Calculation Results page. 

When Job Data changes occur for an inactive employee (Employee Status of L, T, R or D) or for an active employee who no longer has a Comp Rate Code of 21P, and the effective dates of the change fall within the contract dates for the current academic year contract and that contract is still ongoing (open contract), PayServ will perform the following actions:

• Determine the adjustment of 21P contract earnings by computing the difference between what the 21P employee already received during the open contract and what the employee should have received for contract earnings based on the transaction that was submitted.
• After the adjustment is calculated by the system, the following will occur, depending on if the contract adjustment is positive or negative:
  • If the adjustment of contract earnings is positive, Earnings Code ACN (Adjustmt for Contract Earning) will automatically be added to the Additional Pay page to report the adjusted amount. The amount calculated will be entered as the Earnings and the Goal Amount. The employee will appear on the NHRP766 ACN Current Contract report with the adjustment amount.   
  • If the adjustment of contract earnings is negative, the negative adjustment will not be automatically added to the Additional Pay page, however, the employee will be identified on the NHRP766 report. Agencies must follow normal overpayment procedures to recover any negative contract adjustments that are identified on this report.

Transactions for Closed Contracts:
When retroactive salary or job changes occur for an employee with a Comp Rate Code of 21P and the effective date(s) of the change fall within the contract dates for a prior academic year contract that is no longer ongoing (closed contract), PayServ will perform the following actions: 

• Determine the adjustment of 21P contract earnings by computing the difference between what the 21P employee already received during the closed contract and what the employee should have received for contract earnings based on the transaction that was submitted.
• After the adjustment is calculated by the system, the following will occur, depending on if the contract adjustment is positive or negative:
  • If the adjustment of contract earnings is positive, Earnings Code RCN (Retro Contract Pay Adjustment) will automatically be added to the Time Entry page to report the adjusted amount.
  • If the adjustment of contract earnings is negative, the negative adjustment will still be automatically added to the Time Entry page. OSC will review these transactions and contact agencies to commence the regular overpayment recovery process (either leave the RCN on to take against positive earnings the employee may be receiving in the same paycheck or remove the negative RCN and setup a Q Earnings Code in Additional Pay for the appropriate calendar year to recover the overpayment over multiple paychecks).

Balance of Contract Calculations for Employees with a Comp Rate Code of CAL or CYF:

As described above, employees with a Comp Rate Code of CAL or CYF elect to be paid over the entire calendar year. When a transaction occurs for a CAL or CYF employee (such as a promotion, demotion, percentage change, or leave with or without pay) that is effective after 9/1 (CAL) or after the obligation begin date (CYF), a calculation must be performed to ensure that they are paid the same amount they would have received if they were a 21P employee by the end of the calendar year. 

These calculations are performed as follows:

Terminations, Salary Changes, Position Changes, Percentage Changes:

1. Count the employees’ Total Obligation Days for the obligation period in review.
   1. Count the employees’ Total Days Worked for the obligation.
      1. Calculate the Percentage of Obligation Completed by dividing the total Days Worked by the Total Obligation Days.
      2. Calculate the Salary Owed by multiplying the employee’s base annual salary (taking into account any salary changes that may have occurred during the obligation period), plus applicable additional pay earnings by the Percentage of Obligation Completed.
      3. Determine the Salary Received by summing the amount of regular earnings (RGS) and applicable biweekly additional pay earnings (examples: LOC, ALR, CHS) and corresponding retro earnings (examples: RRS, RLP, RAL, RCS) the employee received (or will receive) from the start date of their obligation through the end.
      4. Calculate the final amount by subtracting the Salary Owed (Step 4 Amount) by the Salary Received (Step 5 Amount).
   2. If the resulting amount is Positive, submit a BAL in Time Entry to pay the employee.
   • If the resulting amount is Negative, setup the appropriate Q code and begin recovery through the obligation end date.
   • In both cases, a detailed General Comment must be submitted with all calculation information above.

Unpaid Leaves of Absence:

1. Calculate the employees’ Value of Day Worked (Annual Salary / Total Obligation Dates)
2. Calculate the employees’ Actual Daily Rate Paid (Bi-weekly Rate / 14)
3. Calculate the Daily Rate Difference (Actual Rate Paid – Value of Day Worked)
4. Multiply the Daily Rate Difference by the number of unpaid leave days to determine the required negative contract adjustment.
5. Setup the appropriate Q code and begin recovery through the obligation end date.
6. Submit a detailed General Comment with all calculation information above.

Summer Session:

Agencies must refer to the corresponding SUNY Payroll Bulletin each year for procedures on the SUNY Summer Session payment process.

Last Updated: August 2026