Purpose

To explain the OSC and Agency procedures for the use of the Leap Year Salary Calculation.

Affected Employees

SUNY employees in salary grade 980 with a Pay Basis Code of CAL or CYF

Effective Date

Effective 09/01/03, pay period 12L, checks dated 09/24/03

Background

In any fiscal year in which February 29 falls, the biweekly salary calculation is changed to calculate the biweekly payment based on 366 days in that fiscal year.  Since this fiscal year beginning 4/1/03 and ending 3/31/04 will include the extra day in February, the salary calculation will be changed to reflect the Leap Year Factor of .038251 effective 09/01/03 for CAL and CYF employees.

OSC Actions

JOB DATA

After payroll processing for Pay Period 12 is complete, OSC will automatically insert a row on the Job Data page effective 09/01/03 to change the salary factor calculation to the Leap Year calculation for affected employees who do not already have an existing 09/01/03 row on Job Data.  The Action/Reason PAY (Pay Rate Change)/FAC (Factor Change) will be used.

ADDITIONAL PAY

After payroll processing is complete for Pay Period 12, OSC will insert a row effective 09/01/03 on the Additional Pay page to change the calculation to the Leap Year calculation for all Annual derived biweekly earnings, such as ALR and CHS, etc., provided no 09/01/03 row already exists.

Employees entitled to a full biweekly paycheck will receive their Regular Salary and all Annual Additional Earnings as follows:

Agency Actions

TIME ENTRY

The agency must submit Time Entry transactions split by Pay Period effective dates.  RGS and other override codes must be submitted using the appropriate calculation based on the effective date of the transaction.

JOB DATA

Rows inserted on the Job Data page will reflect the correct salary calculation based on the effective date of the Action.

After the automatic leap year process is complete in Pay Period 12, if a transaction is submitted with an effective date retroactively placing an employee on the payroll (Hire, Rehire, Reinstatement from Leave without Pay) prior to 09/01/03, the agency must submit a row for 09/01/03 using the Action/Reason of PAY/FAC, if none exists, in addition to the original row.

ADDITIONAL PAY

Any rows inserted on the Additional Pay page will reflect the appropriate salary calculation based on the effective date.

If an employee is receiving an Annual Earnings on Additional Pay such as ALR or CHS, the system will calculate the entire pay period using the Leap Year Factor.  The agency must submit a positive adjustment on the Additional Pay page using the appropriate code for the difference between the Regular calculation and the Leap Year calculation for the 11 days from 08/21/03-08/31/03.

After the leap year calculation has been updated, if a transaction is submitted retroactively placing an employee on an Annual Earnings such as ALR, etc., with an effective date prior to the change, the agency must submit, in addition to the original effective dated row, a row for 09/01/03 if none exists on the Additional Pay page.

Questions

Questions about this bulletin may be directed to the Payroll Audit mailbox.