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Date: June 17, 2016

Bulletin Number: SU-239

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Subject Repayment of SUNY United University Professions (UUP) Bargaining Unit 08 Deficit Reduction Plan (DRP) Reductions

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:

Cycle/Pay Period/Type

Pay Period Begin Date

Check Date

Administration Extra Lag

05/26/2016

06/29/2016

Administration 5 Lag

06/02/2016

06/29/2016

Administration 6 Current

06/16/2016

06/29/2016

Institution Extra Lag

05/19/2016

06/23/2016

Institution 5 Lag

05/26/2016

06/23/2016

Institution 6 Current

06/09/2016

06/23/2016

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

Cycle/Pay Period/Type

Pay Period Begin Date

Check Date

Administration Extra Lag

11/09/2017

12/13/2017

Administration 17 Lag

11/16/2017

12/13/2017

Administration 18 Current

11/30/2017

12/13/2017

Institution Extra Lag

11/02/2017

12/07/2017

Institution 17 Lag

11/09/2017

12/07/2017

Institution 18Current

11/23/2017

12/07/2017

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:

Cycle/Pay Period/Type

Pay Period Begin Date

Check Date

Administration Extra Lag

11/23/2017

12/27/2017

Administration 18 Lag

11/30/2017

12/27/2017

Administration 19 Current

12/14/2017

12/27/2017

Institution Extra Lag

11/16/2017

12/21/2017

Institution 18 Lag

11/23/2017

12/21/2017

Institution 19 Current

12/07/2017

12/21/2017


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.

Earnings Code

Description

D8U

13 – 15 08 DRP -2.500%

R8U

13 – 15 08 Retro DRP -2.500%

D9U

13 – 15 08 DRP Oth -2.500%

D3U

13 – 15 08 DRP Repayment

D4U

14 – 16 08 DRP -2.000%

R4U

14 – 16 08 Retro DRP -2.000%

D5U

14 – 16 08 DRP Oth -2.000%

D6U

14 – 16 08 DRP Repayment


Earnings Code

Description

X8U

13 – 15 08 DRP -2.500%   17

XHU

13 – 15 08 Retro DRP -2.500%  IC17

X9U

13 – 15 08 DRP Oth -2.500%  IC 17

X3U

13 – 15 08 DRP Repayment   IC17

X4U

14 – 16 08 DRP -2.000%  IC 17

XDU

14 – 16 08 Retro DRP -2.000%  IC17

X5U

14 – 16 08 DRP Oth -2.000%  IC 17

X6U

14 – 16 08 DRP Repayment  IC 17


Earnings Code

Description

Y8U

13 – 15 08 DRP -2.500%   18

YHU

13 – 15 08 Retro DRP -2.500%  IC18

Y9U

13 – 15 08 DRP Oth -2.500%  IC 18

Y3U

13 – 15 08 DRP Repayment   IC18

Y4U

14 – 16 08 DRP -2.000%  IC 18

YDU

14 – 16 08 Retro DRP -2.000%  IC18

Y5U

14 – 16 08 DRP Oth -2.000%  IC 18

Y6U

14 – 16 08 DRP Repayment  IC 18


Earnings Code

Description

Z8U

13 – 15 08 DRP -2.500%   19

ZHU

13 – 15 08 Retro DRP -2.500%  IC19

Z9U

13 – 15 08 DRP Oth -2.500%  IC 19

Z3U

13 – 15 08 DRP Repayment   IC19

Z4U

14 – 16 08 DRP -2.000%  IC 19

ZDU

14 – 16 08 Retro DRP -2.000%  IC19

Z5U

14 – 16 08 DRP Oth -2.000%  IC 19

Z6U

14 – 16 08 DRP Repayment  IC 19


Earnings Code

Description

D8X

13 – 15 08P DRP -2.019%

R8X

13 – 15 08P Retro DRP -2.019%

D9X

13 – 15 08P DRP Oth -2.019%

D3X

13 – 15 08P DRP Repayment

D4X

14 – 16 08P DRP -1.615%

R4X

14 – 16 08P Retro DRP -1.615%

D5X

14 – 16 08P DRP Oth -1.615%

D6X

14 – 16 08P DRP Repayment


Earnings Code

Description

X8X

13 – 15 08P DRP -2.019%   17

XHX

13 – 15 08P Retro DRP -2.019%  IC17

X9X

13 – 15 08P DRP Oth -2.019%  IC 17

X3X

13 – 15 08P DRP Repayment   IC17

X4X

14 – 16 08P DRP -1.615%  IC 17

XDX

14 – 16 08P Retro DRP -1.615%  IC17

X5X

14 – 16 08P DRP Oth -1.615%  IC 17

X6X

14 – 16 08P DRP Repayment  IC 17


Earnings Code

Description

Y8X

13 – 15 08P DRP -2.019%   18

YHX

13 – 15 08P Retro DRP -2.019%  IC18

Y9X

13 – 15 08P DRP Oth -2.019%  IC 18

Y3X

13 – 15 08P DRP Repayment   IC18

Y4X

14 – 16 08P DRP -1.615%  IC 18

YDX

14 – 16 08P Retro DRP -1.615%  IC18

Y5X

14 – 16 08P DRP Oth -1.615%  IC 18

Y6X

14 – 16 08P DRP Repayment  IC 18


Earnings Code

Description

Z8X

13 – 15 08P DRP -2.019%   19

ZHX

13 – 15 08P Retro DRP -2.019%  IC19

Z9X

13 – 15 08P DRP Oth -2.019%  IC 19

Z3X

13 – 15 08P DRP Repayment   IC19

Z4X

14 – 16 08P DRP -1.615%  IC 19

ZDX

14 – 16 08P Retro DRP -1.615%  IC19

Z5X

14 – 16 08P DRP Oth -1.615%  IC 19

Z6X

14 – 16 08P DRP Repayment  IC 19


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

Additional Pay Earnings Code

Description

D7U

Final 08 DRP Repayment

X7U

Final 08 DRP Repayment IC 17

Y7U

Final 08 DRP Repayment IC 18

Z7U

Final 08 DRP Repayment IC 19

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.

Additional Pay Earnings Code

Description

D7X

Final 08P DRP Repayment

X7X

Final 08P DRP Repayment IC 17

Y7X

Final 08P DRP Repayment IC 18

Z7X

Final 08P DRP Repayment IC 19


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:

Earnings Codes:

D7U, X7U, Y7U or Z7U

Effective Date:

Pay Period Begin Date as noted above for the employee’s Pay Cycle/Pay Period Type

Goal Amount:

The sum of 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 for this record number (entered as a positive amount).

Earnings:

If the employee’s Payroll Status is equal to Active, Leave With Pay or Leave of Absence on any record number, the Earnings field is equal to the Goal Amount for this record number divided by 39 and rounded up to the next cent.

If the employee’s Payroll Status is equal to Active, Leave With Pay and Leave of Absence and the Goal Amount is $100.00 or less (total of all record numbers), the Earnings field is equal to the Goal Amount.

If the employee’s Payroll Status is equal to Terminated, Retired or Deceased the Earnings field is equal to the Goal Amount for this record number.

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:

Earnings Code:

D7U, X7U, Y7U or Z7U

Effective Date:

Pay Period End Date for the employee’s Pay Cycle/Pay Period Type for the pay period being processed.

Goal Amount:

Carried forward from previous row.

Earnings:

The difference between the Goal Amount and Goal Balance.


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:

Earnings Code:

D7U, X7U, Y7U or Z7U

Effective Date:

Pay Period Begin Date as noted above for the employee’s Pay Cycle/Pay Period Type.

Goal Amount:

The sum of 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 for this record number (entered as a positive amount).

Earnings:

If the employee’s Payroll Status is equal to Active, Leave With Pay or Leave of Absence on any record number, the Earnings field is equal to the Goal Amount for this record number divided by 39 and rounded up to the next cent.

If the employee’s Payroll Status is equal to Active, Leave With Pay and Leave of Absence and the Goal Amount is $100.00 or less (total of all record numbers), the Earnings field is equal to the Goal Amount.

If the employee’s Payroll Status is equal to Retired or Deceased the Earnings field is equal to the Goal Amount for this record number.

If the employee’s Payroll Status on all record numbers is equal to Terminated the Earnings field is equal to the Goal Amount and the OK to Pay check box will be unchecked for this record number.

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 employees 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:

Code

Description

410

Health Care Spending Account

420

NY Dependent Care Contribution

425

Repay State Loans/Debt

426

Higher Ed Repay State Loan

428

Dependent Care

433

Total Unemployment Ins Owed

500

Medicare Deficiency

501

Social Security Deficiency

502

NYS SS/Medicare Deficiency

GARNSH

Garnishments

HIATRG

Regular After Tax Health

HIATSP

Special After Tax Health Adj

HIBTRG

Regular Before Tax Health

HIBTSP

Special Before Tax Health Adj


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.

Earnings Codes

Earnings Description

D7U

Final 08 DRP Repayment

X7U

Final 08 DRP Repayment IC 17

Y7U

Final 08 DRP Repayment IC 18

Z7U

Final 08 DRP Repayment IC 19


Undeliverable Checks If the agency has made an effort to deliver the check to the employee but the check has been returned and is undeliverable, the agency should forward the check to the NYS Department of Tax and Finance, Division of Treasury, per instructions in Payroll Bulletin No. 908.

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.