Purpose:

The purpose of this bulletin is to inform agencies of OSC’s automatic processing of the Non-Leap Year Factor Change for Fiscal Year 2024-2025.

Affected Employees:

All employees with a Comp Rate Code of ANN, CYF and CAL (except employees in SUNY Grade 980) are affected.

Background:

In any fiscal year in which February consists of 28 days, the biweekly salary calculation must calculate the biweekly payment based on 365 days in that fiscal year. Since the fiscal year beginning 04/01/2024 and ending 03/31/2025 does not include the extra day in February, the salary calculation used to calculate biweekly earnings on Job Data, Additional Pay and certain miscellaneous earnings will be changed to reflect the Non-Leap Year Factor of .038356. 

Effective Dates:

The Factor Change for Fiscal Year 2024-2025 will be processed using the following effective dates and check dates:

OSC Actions:

Job Data

After payroll processing is complete for Pay Period 1, OSC will insert a row on the Job Data page effective 03/28/2024 (Administration) and 04/04/2024 (Institution) to change the salary calculation on the Compensation Rate field on Job Data  for affected records which do not have an existing row on the Job Data page with an effective date of 03/28/2024 (Administration) and 04/04/2024 (Institution) and the Action/Reason code of PAY/FAC (Factor Change) will be used.

Additional Pay

After payroll processing is complete for Pay Period 1, OSC will insert a row effective 03/28/2024 (Administration) and 04/04/2024 (Institution) on the Additional Pay page to change to the Non-Leap Year salary calculation for all annual derived biweekly earnings, such as Earnings Codes LOC and IPF, provided no row already exists on the Additional Pay page with an effective date of 03/28/2024 (Administration) and 04/04/2024 (Institution).

Time Entry

OSC will change the calculation for all Time Entry Earnings Codes paid using Unit/Override Rates that are based on the annual factors, such as Earnings Codes IIC and IIP, to reflect the Non-Leap Year factor salary calculation.

Agency Actions:

Job Data

After the Non-Leap Year calculation has been systematically updated by OSC, if a transaction is submitted with an effective date retroactively placing an employee on the payroll (Hire, Rehire, Reinstatement from leave Without Pay) with an effective date prior to the change, the agency must submit a row if none exists effective 03/28/2024 (Administration) or 04/04/2024 (Institution) using the Action/Reason code of PAY/FAC, in addition to the original effective dated row. 

Please note: this PAY/FAC row is needed so any subsequent transactions inserted on the Job Data page will reflect the correct salary calculation based on the effective date.

Additional Pay

After the Non-Leap Year Calculation has been systematically updated by OSC, if a transaction is submitted retroactively starting Additional Pay Earnings, such as Earnings Code LOC, with an effective date prior to the change, the agency must submit an Additional Pay row (using the same Earnings Code), if none exists, effective 03/28/2024 (Administration) or 04/04/2024 (Institution) on the Additional Pay page in addition to the original effective dated row. 

Please note: this Non-Leap Year effective dated Additional Pay row is needed so any subsequent transactions inserted on the Additional Pay page will reflect the correct Additional Pay calculation based on the effective date.

Time Entry

Agencies must submit Time Entry transactions split by Pay Period effective dates. Earnings Code RGS and all override codes must be submitted using the appropriate Leap Year or Non-Leap Year calculation based on the effective dates of the transaction.

Additional Information Regarding the Non-Leap Year Calculation:

For Fiscal Year 2024-2025, the Non-Leap Year factor (0.038356), will be used to calculate the payment amount that will appear in the Compensation Rate Field on Job Data. The factor will also be used to calculate any derived bi-weekly Additional Pay amounts.

The agency must also use this factor to manually calculate:

• The amount of Additional Pay adjustments reported in the Additional Pay page for Earnings Codes such as ALP (Adj Location Pay).
• Miscellaneous earnings reported in the Time Entry page with an amount that is calculated based on an employee’s biweekly rate of pay such as Earnings Code RGO (Regular Pay Override).

Questions:

Questions regarding this bulletin may be directed to the payroll Earnings mailbox.