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Date: December 18, 2013

Bulletin Number: SU-203

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Subject

2013-2015 Deficit Reduction Plan for PSNU Employees Represented by the United University Professions (UUP)

Purpose

To inform agencies of new earnings codes and procedures for processing the 2013-2015 UUP Deficit Reduction Plan.

Affected Employees

Employees in the State University Professional Services Negotiating Unit (PSNU) – BU08 who meet the eligibility criteria.

Excludes hourly employees paid over 12 months with an hourly rate less than $7.43.

Excludes hourly employees paid over 10 months with an hourly rate less than $7.40.

Excludes employees with an H1B, J1 or O1 Visa.

Background

Pursuant to Section 7 of Part A of Chapter 491 of the Laws of 2011 and the Division of the Budget Bulletin B-1209 issued August 19, 2013, a plan has been established to reduce the compensation of any employee within the purview of the Agreement between the State of New York and the United University Professions.

Effective Date(s)

This second phase of the UUP Deficit Reduction Plan will commence Administration Pay Period 20L (State Fiscal Year 2013-2014) and will continue through Administration Pay Period 5L (State Fiscal Year 2014-2015).

The reductions made during this period shall be repaid to the employee.  Repayment information will be provided in a subsequent payroll bulletin.

New Earnings Codes

OSC has created new earnings codes to process the 2013-2015 UUP Deficit Reduction Plan.

Additional Pay Earnings Codes

 Description

D8U

13-15 08 DRP -2.500%
(Retro Code – R8U)

X8U

13-15 08 DRP -2.500% IC 17
(Retro Code – XHU)

Y8U

13-15 08 DRP -2.500% IC 18
(Retro Code – YHU)

Z8U

13-15 08 DRP -2.500% IC 19
(Retro Code – ZHU)

D8X

13-15 08P DRP -2.019%
(Retro Code – R8X)

X8X

13-15 08P DRP -2.019% IC17
(Retro Code – XHX)

Y8X

13-15 08P DRP -2.019% IC18
(Retro Code – YHX)

Z8X

13-15 08P DRP -2.019% IC19
(Retro Code – ZHX)

Time Entry Earnings Codes

Description

D9U

13-15 08 DRP Oth -2.500%

X9U

13-15 08 DRPOth-2.500% IC17

Y9U

13-15 08 DRPOth-2.500% IC18

Z9U

13-15 08 DRPOth-2.500% IC19

D9X

13-15 08P DRP Oth -2.019%

X9X

13-15 08P DRPOth -2.019% 17

Y9X

13-15 08P DRPOth -2.019% 18

Z9X

13-15 08P DRPOth -2.019% 19


Automatic Set Up of the Additional Pay Record - OSC

In Administration Pay Period 20L, OSC will insert a row on the Additional Pay page for employees who meet ALL of the following criteria:

  • Employee is in Bargaining Unit 08 on the last day of Administration Pay Period 20L.
  • Employee has a Payroll Status of Active, Leave With Pay or Leave of Absence on the last day of Administration Pay Period 20L.
  • Employee was not in a bargaining unit other than Bargaining Unit 08 with a Payroll Status of Active or Leave With Pay any time during Administration Pay Period 20L.

Exception:  The Additional Pay record will not be created automatically for employees in a composite position (identified by Increment Code 2222) since the system cannot determine if the hidden position is in Bargaining Unit 08.

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

Earnings Code:

D8U (or the appropriate non-resident alien earnings code)  – if the employee’s Pay Basis Code is ANN, CAL or CYF on the last day of Administration Pay Period 20L or if the employee’s Pay Basis Code is FEE, BIW or HRY and the 2013-2014 2 Day DRP Earnings Code was D1U (or the appropriate non-resident alien earnings code)

 

D8X (or the appropriate non-resident alien earnings code)  – if the employee’s Pay Basis Code is 21P or CYP on the last day of Administration Pay Period 20L or if the employee’s Pay Basis Code is FEE, BIW or HRY and the 2013-2014 2 Day DRP Earnings Code was D1X (or the appropriate non-resident alien earnings code)

 

Note:  If the employee’s Pay Basis Code is FEE, BIW or HRY and the employee does not have D1U or D1X (or the appropriate non-resident alien earnings code)  in their record, D8U (or the appropriate non-resident alien earnings code) will be used if the employee’s Pay Basis Code is FEE or HRY and D8X (or the appropriate non-resident alien earnings code) will be used if the employee’s Pay Basis Code is BIW

Effective Date:

First day the employee is in Bargaining Unit 08 with a Payroll Status of Active or Leave with Pay in Administration Pay Period 20L; otherwise, first day the employee is in Bargaining Unit 08 with a Payroll Status of Leave of Absence in Administration Pay Period 20L

Earnings:

The field will be left blank; the system will calculate the amount based on the eligible earnings

End Date:

06/04/14 – Administration Pay Period 5L End Date


Manual Set Up of the Additional Pay Record - Agency

Employees Not Meeting the Automatic Set Up Criteria

Agencies are responsible for creating the Additional Pay record for those employees who do not meet the criteria in the Automatic Set Up section but who are in Bargaining Unit 08 with a Payroll Status of Active or Leave With Pay any time during Administration Pay Period 20L.

The Additional Pay record should be set up as follows:

Earnings Code:

D8U (or the appropriate NRA earnings code)  – if the employee’s Pay Basis Code is ANN, CAL, CYF, FEE, HRY or BIW and/or the employee is paid over 12 months

 

D8X (or the appropriate NRA earnings code) – if the employee’s Pay Basis Code is 21P, CYP, BIW, FEE or HRY and/or the employee is paid over 10 months

Effective Date:

First day the employee is in Bargaining Unit 08 with a Payroll Status of Active or Leave with Pay in Administration Pay Period 20L

Earnings:

The field must be left blank; the system will calculate the amount based on the eligible earnings

End Date:

Last day the employee is in Bargaining Unit 08; if employee remains in Bargaining Unit 08 at the end of Administration Pay Period 20L, use 06/04/14 (Administration Pay Period 5L End Date)

Newly Eligible Employees

Agencies are also responsible for creating the Additional Pay record for employees who are hired, rehired, concurrently hired or transferred into Bargaining Unit 08 with a Payroll Status of Active or Leave With Pay beginning in Administration Pay Period 21L through Administration Pay Period 5L.  Agencies must also create or restart the Additional Pay record if an employee returns from a Leave of Absence to Bargaining Unit 08 with a Payroll Status of Active or Leave With Pay during the 2013-2015 UUP Deficit Reduction Plan period.

The Additional Pay record should be set up as follows:

Earnings Code:

D8U (or the appropriate NRA earnings code)  – if the employee’s Pay Basis Code is ANN, CAL, CYF, FEE, HRY or BIW and/or the employee is paid over 12 months

 

D8X (or the appropriate NRA earnings code) – if the employee’s Pay Basis Code is 21P, CYP, BIW, FEE or HRY and/or the employee is paid over 10 months

Effective Date:

Date of the hire, rehire, concurrent hire, transfer or return from leave transaction into Bargaining Unit 08 with a Payroll Status of Active or Leave With Pay within the 2013-2015 UUP Deficit Reduction Plan period.

Earnings:

The field must be left blank; the system will calculate the amount based on the eligible earnings

End Date:

06/04/14 – Administration Pay Period 5L End Date

Note:  An Additional Pay record using one of the 2013-2015 UUP Deficit Reduction Additional Pay Earnings Codes listed above should only be created for an employee in a composite position (identified by Increment Code 2222) if the bargaining unit is 08 on each position making up the composite position.  Otherwise, the agency should submit the deficit reduction amount each pay period using the appropriate 2013-2015 UUP Deficit Reduction Time Entry Earnings Code (see Processing Adjustments section).

Calculating the Deficit Reduction Amount (Additional Pay)

Each pay period, the system will calculate the deficit reduction amount for employees with a D8U/D8X record (or an associated NRA record) that was active any time during the pay period being processed regardless of whether the employee was in Bargaining Unit 08.  The system will total all monies for the following earnings codes where the earnings end date falls within the pay period dates being processed and multiply the result by the percentage associated with the active UUP Deficit Reduction Additional Pay Earnings Code(s).

Earnings Code

Description

ACS

Acting Stipend

X88

Acting Stipend – IC 17

Y88

Acting Stipend – IC 18

Z88

Acting Stipend – IC 19

ALR

Also Receives

X91

Also Receives – IC 17

Y91

Also Receives – IC 18

Z91

Also Receives – IC 19

CHS

Chair Stipend

X94

Chair Stipend – IC 17

Y94

Chair Stipend – IC 18

Z94

Chair Stipend – IC 19

CON

Contract Pay Regular Earnings

C17

Contract Pay Reg Earn – IC 17

C18

Contract Pay Reg Earn – IC 18

C19

Contract Pay Reg Earn – IC 19

FEE

Fee

X54

FEE – Income Code 17

Y54

FEE – Income Code 18

Z54

FEE – Income Code 19

IPF

Inconvenience Pay – Full

X43

Inc Pay Full – Inc Cd 17

Y43

Inc Pay Full – Inc Cd 18

Z43

Inc Pay Full – Inc Cd 19

IPP

Inconvenience Pay – Part

X44

Inc Pay Part – Inc Cd 17

Y44

Inc Pay Part – Inc Cd 18

Z44

Inc Pay Part – Inc Cd 19

LMH

Location Mid-Hudson

XLM

Location Mid-Hudson IC - 17

YLM

Location Mid-Hudson IC - 18

ZLM

Location Mid-Hudson IC - 19

LOC

Location Pay

XLC

Location Pay – IC 17

YLC

Location Pay – IC 18

ZLC

Location Pay – IC 19

MSP

Military Stipend Payment

RGH

Regular Pay Hourly Employee

X58

Regular Pay Hry Emp-IC 17

Y58

Regular Pay Hry Emp-IC 18

Z58

Regular Pay Hry Emp-IC 19

RGO

Regular Pay Override

YRO

Regular Pay Override – IC 18

ZRO

Regular Pay Override – IC 19

RGS

Regular Pay Salary Employee

X36

Regular Pay Sal Emp-IC 17

Y36

Regular Pay Sal Emp-IC 18

Z36

Regular Pay Sal Emp-IC 19

TSP

Military Training Stipend


As with other Additional Pay Earnings Codes, it may be necessary to submit an adjustment in order to calculate the correct deficit reduction amount.

Changing the Additional Pay Record

If the 2013-2015 UUP Deficit Reduction Additional Pay Earnings Code inserted on the Additional Pay page must be updated as the result of a change to the employee’s Job Data record (10 month vs. 12 month) or a change in non-resident alien status, the agency must insert a row on the Additional Pay page for the existing deficit reduction earnings code using an Effective Date and End Date equal to the last date the earnings code was appropriate. 

If the End Date must equal the original Effective Date or if a subsequent row(s) exists for the inserted Additional Pay Earnings Code, the agency must submit a Data Chg on the Job Action Requests page using the Reason code COR (Cor History) and request that OSC enter the End Date on the existing row or insert a new row.

If the End Date is retroactive and is other than the last day of a pay period, the employee is likely due a refund of a portion of the monies withheld in that pay period and all subsequent pay periods.  Retroactive processing, however, will not pay back any monies taken for the pay period in which the End Date falls; therefore, the agency must submit a positive adjustment (see Processing Adjustments in Time Entry section).  Retroactive processing will refund any monies taken in a subsequent pay period using the same earnings code.

The agency must also create an Additional Pay record using the correct deficit reduction earnings code with an Effective Date equal to the first date the new earnings code is appropriate.  Retroactive processing will calculate a negative adjustment if the transaction is prior to the pay period in which it is submitted.

Employees No Longer Subject to the UUP Deficit Reduction Plan

If an employee transfers into a position where the bargaining unit is not 08, the agency must insert a row on the Additional Pay page for Earnings Code D8U/D8X (or the associated NRA earnings code) and insert an End Date equal to the last date the employee is in Bargaining Unit 08.

If the End Date must equal the original Effective Date or if a subsequent row(s) exists for the existing Additional Pay Earnings Code, the agency must submit a Data Change on the Job Action Requests page using the Reason code COR (Cor History) and request that OSC enter the End Date on the existing row or insert a new row.

If the End Date is retroactive and is other than the last day of a pay period, the employee is likely due a refund of a portion of the monies withheld in that pay period and all subsequent pay periods.  Retroactive processing, however, will not pay back any monies taken for the pay period in which the End Date falls; therefore, the agency must submit a positive adjustment (see Processing Adjustments in Time Entry section).  Retroactive processing will refund any monies taken in a subsequent pay period using the same earnings code.

Processing Adjustments in Time Entry

If an employee is in both a position with Bargaining Unit 08 and a position with a different bargaining unit during a pay period and has a D8U/D8X record (or associated NRA record) active any time during the same pay period, the system will calculate the deficit reduction amount on all eligible earnings where the earnings end date falls within the pay period dates being processed.  It is the agency’s responsibility to determine the monies that should not have been included in the deficit reduction amount, calculate the adjustment amount and submit a positive adjustment using Earnings Code D9U/D9X (or associated NRA earnings code).

In addition, the system will not include any monies paid using one of the eligible earnings codes listed above for earnings in Bargaining Unit 08 where the earnings end date is prior to the pay period begin date for the pay period being processed.  It is the agency’s responsibility to determine those monies that should have been included in the deficit reduction amount and submit a negative adjustment using Earnings Code D9U/D9X (or associated NRA earnings code).

As mentioned above, an Additional Pay record using Earnings Code D8U/D8X (or associated NRA earnings code) should not be created for an employee in a composite position (identified by Increment Code 2222) if the bargaining unit of each position making up the composite position is not 08.  Therefore, it is the agency’s responsibility to total the portion of monies paid each pay period for any of the eligible earnings codes listed above that are earned during the deficit reduction period in Bargaining Unit 08, calculate the deficit reduction amount and submit a transaction using Earnings Code D9U/D9X (or associated NRA earnings code).

A Time Entry transactions should be submitted as follows:

Earnings Begin Date:

First earnings begin date within the deficit reduction period for the earnings codes included in this calculation for the pay period being processed

Earnings End Date:

Last earnings end date within the deficit reduction period for the earnings codes included in this calculation for the pay period being processed

Earn Code:

D9U (or the appropriate NRA earnings code)  – if the monies were earned while the Additional Pay Earnings code D8U was active (or associated NRA earnings code)

 

D9X (or the appropriate NRA earnings code)  – if the monies were earned while the Additional Pay Earnings Code D9X was active (or associated NRA earnings code)

Amount:

Total adjustment amount – can be negative or positive


Control-D Report NPAY729

In order to assist agencies in identifying monies that should be included in the adjustment calculation, OSC created Control-D report NPAY729 (Earnings Requiring an Adjustment to the Deficit Reduction Calculation).  This report identifies employees who have earnings in Paycheck Data for one or more of the earnings codes listed above provided:

  • The earnings end date is less than the pay period begin date associated with the check date on the report; and
  • The earnings end date falls within the deficit reduction period; and
  • The employee is in Bargaining Unit 08 with a Payroll Status of Active or Leave With Pay on the earnings end date for the specified earnings code.

The report is available the Thursday after the payroll period is confirmed.

The report is sorted by Employee Name and then by Earnings Begin Date and Earnings Code.  Fields on the report include Emplid, Employee Record Number, Employee Name, Earnings Code, Earnings Begin Date, Earnings End Date, Hours, Earnings Amount and Addl DRP and Description.

Processing Deficit Reduction in Time Entry

Monies earned during the 2013-2015 UUP Deficit Reduction Period while in Bargaining Unit 08 using any of the earnings codes listed below are also subject to the deficit reduction but will not be calculated automatically.

Earnings Code

Description

AAR

Adj Also Receives

X92

Adj Also Receives – IC 17

Y92

Adj Also Receives – IC 18

Z92

Adj Also Receives – IC 19

AAS

Adj Acting Stipend

X89

Adj Acting Stipend – IC 17

Y89

Adj Acting Stipend – IC 18

Z89

Adj Acting Stipend – IC 19

ACN

Adjustmt for Contract Earning

XAA

Adj Contract Pay IC-17

YAA

Adj Contract Pay IC-18

ZAA

Adj Contract Pay IC-19

ACP

Adj Chair Stipend

X95

Adj Chair Stipend – IC 17

Y95

Adj Chair Stipend – IC 18

Z95

Adj Chair Stipend – IC 19

AIF

Adj Inconvenience Pay Full

X46

Adj Inc Pay Full-Inc Cd 17

Y46

Adj Inc Pay Full-Inc Cd 18

Z46

Adj Inc Pay Full-Inc Cd 19

AIP

Adj Inconvenience Pay Part

X45

Adj Inc Pay Part-Inc Cd 17

Y45

Adj Inc Pay Part-Inc Cd 18

Z45

Adj Inc Pay Part-Inc Cd 19

ALP

Adj Location Pay

XAL

Adjust Location Pay – IC 17

YAL

Adjust Location Pay – IC 18

ZAL

Adjust Location Pay – IC 19

AMS

Adjust Military Stipend

BAL

Balance of Contract

X05

Balance of Contract-Inc Cd 17

Y05

Balance of Contract-Inc Cd 18

Z05

Balance of Contract-Inc Cd 19

BAS

Back Pay Administrative Settle

BJS

Back Pay Judicial Settlement

BPA

Back Pay Award

BPO

Back Pay Court Order

BPS

Back Pay Pre-Adjud Settle

EXO

Extra Time Override

EXT

Extra Time

X07

Extra Time – Income Code 17

Y07

Extra Time – Income Code 18

Z07

Extra Time – Income Code 19

FAS

Front Pay Admin Settlement

FJS

Front Pay Judicial Settlement

FPA

Front Pay Award

FPO

Front Pay Court Order

FPS

Front Pay Pre-Adjud Settle

IIU

Intermittent Inc Pay UUP

IP7

Intermittent Inc Pay-3 Day UUP

IP8

Intermittent Inc Pay-4 Day UUP

RCN

Retro Contract Pay Adjustment

SUM

Summer Service - SUNY

WIN

Winter Session

XWS

Winter Session Income Code 17

YWX

Winter Session Income Code 18

ZWS

Winter Session Income Code 19

WPS

WC 60% Sup

WSP

Award/Supp Program Supplement

X49

Award/Supp Pg Supp-Inc Cd 17

Y49

Award/Supp Pg Supp-Inc Cd 18

Z49

Award/Supp Pg Supp-Inc Cd 19

Therefore, it is the agency’s responsibility to total monies paid each pay period for any of these earnings codes that are earned during the deficit reduction period while in Bargaining Unit 08, calculate the deficit reduction amount and submit a Time Entry transaction as follows:

Earnings Begin Date:

First earnings begin date within the deficit reduction period for the earnings codes included in this calculation for the pay period being processed

Earnings End Date:

Last earnings end date within the deficit reduction period for the earnings codes included in this calculation for the pay period being processed

Earn Code:

D9U (or the appropriate NRA earnings code)  – if the monies were earned while the Additional Pay Earnings code D8U was active (or associated NRA earnings code)

 

D9X (or the appropriate NRA earnings code)  – if the monies were earned while the Additional Pay Earnings Code D8X was active (or associated NRA earnings code)

Amount:

Total the earnings for all of the earnings codes listed above earned during the deficit reduction period that are included in the pay period being processed and multiply by the appropriate percentage

If the agency subsequently reduces the monies earned for any of the earnings codes listed above during the deficit reduction period, a corresponding Deficit Reduction Time Entry transaction should also be submitted to reduce the deficit reduction amount.  The amount would be calculated by multiply the adjustment to the earnings amount by the appropriate positive percentage.

Note:  Monies earned using Earnings Code BAS, BJS, BPA, BPO, BPS, FAS, FJS, FPA, FPO or FPS, monies earned using one of the adjustment codes and monies paid retroactively as the result of a correction, should be handled on a case by case basis depending on whether the monies were earned during the deficit reduction period.

Control-D Report NPAY726

In order to assist agencies in identifying monies that should be included in the Deficit Reduction Time Entry calculation, OSC created Control-D report NPAY726 (Earnings Requiring a Manual Deficit Reduction Calculation).  This report identifies employees who have earnings in Paycheck Data for one or more of the earnings codes listed above provided:

  • The earnings end date falls within the deficit reduction period; and
  • The employee is in Bargaining Unit 08 with a Payroll Status of Active or Leave With Pay on the earnings end date for the specified earnings code.

The report is available the Thursday after the payroll period is confirmed.

The report is sorted by Employee Name and then by Earnings Begin Date and Earnings Code.  Fields on the report include Emplid, Employee Record Number, Employee Name, Earnings Code, Earnings Begin Date, Earnings End Date, Hours, Earnings Amount and Addl DRP and Description.

Earnings Not Subject to the Deficit Reduction

Monies earned during the deficit reduction period while in Bargaining Unit 08 in any of the following categories are not subject to the deficit reduction.

Automobile Allowance

Bonus Pay

Clinical Practice Plan Income

Coaches Incentive

Extra Service

Fringe Benefits

Housing Allowance

Lost Time

Lump Sum Payments for Accruals

Overtime Pay

Over 40 Cash Out

Recall Pay

Standby Pay

Statutory Workers’ Compensation Benefits

Unpaid Leave


Summary of Agency Actions

Agencies are responsible for the following actions:

  • Correct the Additional Pay record if the employee becomes designated as a non-resident alien or is no longer designated as a non-resident alien.
  • Create the D8U/D8X record (or the appropriate non-resident alien record) for employees who do not meet the criteria in the Automatic Set Up section.
  • Create the D8U/D8X record (or the appropriate non-resident alien record) for newly eligible employees after the initial pay period.
  • Create the D8U/D8X record (or the appropriate non-resident alien record) for employees in a composite position where the bargaining unit of each position making up the composite position is 08.
  • Calculate and submit D9U/D9X transaction (or the appropriate non-resident alien transaction) for employees in a composite position where the bargaining unit of at least one position making up the composite position is not 08.
  • Calculate and submit a positive D9U/D9X transaction (or the appropriate non-resident alien transaction) when monies earned in an ineligible position are included in the D8U/D8X calculation (or the appropriate non-resident alien calculation).
  • Calculate and submit a negative D9U/D9X transaction (or the appropriate non-resident alien transaction) when eligible monies are paid outside the pay period being processed.
  • Calculate and submit a negative D9U/D9X transaction (or the appropriate non-resident alien transaction) for eligible monies paid using those earnings codes in the Processing Deficit Reduction in Time Entry section.
  • Calculate and submit a positive D9U/D9X transaction (or the appropriate non-resident alien transaction) when a reduction of the eligible monies included in the original D9U/D9X transaction (or the appropriate non-resident alien transaction) occurs.

Payroll Register and Employee’s Paycheck/Advice

Where appropriate, the earnings codes defined in the New Earnings Codes section and the associated amounts will be displayed on the payroll register.  The earnings code description defined in the New Earnings Codes section and the amount will be displayed on the employee’s paycheck stub and/or direct deposit advice unless there are more than 13 earnings codes.  For these employees, agencies should utilize Locked Query #49 to identify a complete list of all earnings.

Questions

Questions regarding the 2013-2015 UUP Deficit Reduction Pan should be directed to the SUNY System Administration.

Questions regarding the accumulation and use of time as it relates to the 2013-2015 UUP Deficit Reduction Plan should be directed to the SUNY System Administration.

Questions regarding the Payroll processing of the 2013-2015 UUP Deficit Reduction Plans should be directed to the Payroll Earnings mailbox.

Questions regarding the impact on taxes or deductions as it relates to the 2013-2015 UUP Deficit Reduction Plan should be directed to the Payroll Deductions mailbox.