|Date: September 3, 2003||Bulletin No. 426|
|Subject||Institution Teachers/ Academic Year 2003-2004|
provide information and instructions regarding the following:
Contract Pay and Additional Pay for contract pay teachers
Submitting Salary Withholding for 21P employees
Reporting Time Entry earnings
Reporting Actions at the beginning of the academic year
Teachers not returning in the Fall of 2003
Change in pay basis codes
Transfers between agencies
Work schedule for CAL teachers
Restoration of health insurance for contract pay teachers
General Deductions for contract pay teachers
|Effective 09/01/03 (pay period 11L) for CAL employees and the beginning of the academic year (pay period 11L or 12L) for 21P employees.|
Teachers in the following agencies:|
|Contract Pay Teacher: Method of Payment||
In accordance with the 1999-2003 PEF/State
Agreement, teachers who have elected to be paid over the school year will be
paid based on the actual number of days (excluding pass days) within the
teacher's academic year. Bi- weekly payments are calculated as follows:
If a teacher is not in pay status for the entire pay period, they will be paid only for the number of days they are active within the pay period. For example, if a teacher's academic year in a Correctional Facility commences 9/3/03, the first check, dated 9/18/03, will include 1 day of pay, since the employee will be active for 1 day in the pay period beginning 8/21/03 and ending 9/3/03.
|Contract Pay Page for Contract Pay Teachers||
Since the academic year is not consistent
among agencies, there is no automatic restoration of a new contract on the
Contract Pay page for employees who have remained active in the same agency
during the summer.
For all teachers in active status who will be paid over the academic year 2003-2004 with no position change in pay periods 11 or 12, effective on the beginning of the academic year, the agency must set up a new contract by completing the Contract Pay page. Enter the beginning of the academic year as the effective date and enter the begin date and end dates of the contract. Refer to Bulletin #409 issued 07/31/03.
The Contract Pay page will be automatically populated for any employees in pay basis code 21P who are hired, rehired, concurrently hired, or have a position change effective the first date or later of the agency's academic year. Refer to Payroll Bulletin No. 409 issued 07/31/03.
|Reporting Additional Pay for 21P Employees||
Location Pay/Inconvenience Pay for 21P
Additional Pay earnings Location Pay and Inconvenience Pay were ended at the end of the 2002-2003 Contract. Therefore, the agency must restart location pay and/or inconvenience pay on the Additional Pay page for all contract pay teachers.
OSC will automatically calculate location pay and inconvenience pay earnings based on the number of days in the agency's academic year.
Prevention of Additional Pay Overpayments for Active Employees
For teachers who are currently active, if the first day of the academic year is mid-period, the teacher will be paid earnings for the entire period, since there is no status change reported on the teacher's Job Data page. To prevent this overpayment, the agency must submit the appropriate adjustment code on the Additional Pay page to deduct the location and/or inconvenience pay earnings that the teacher is not entitled to receive.
Reporting Salary Withholding for
Contract Pay Teachers
For all teachers on Contract Pay not previously lagged, the Earn Code SWC (Salary Withholding Contract Pay) must be entered on the Additional Pay page to place the teacher on the Salary Withholding Program effective the date of hire or the first day of the current pay period, whichever is later. The agency must enter the last day of the 5th payroll period in the Earn End Date field. The earnings will be automatically calculated and will continue to be automatically withheld until the payroll period immediately following the Earn End date. The Salary Withholding Balance page will be automatically updated to reflect the number of days withheld.
Reporting Salary Withholding for CAL Teachers
For all teacher with pay basis code CAL, the Earn Code SWP must be used to report Salary Withholding.
|Reporting Time Entry Earnings||
Reporting Lost Time, Extra Time, and
Salary Lump Sum Payments
Override codes must be used by agencies whose academic year is other than 210 days to ensure the teachers (CAL's and 21P's) receive the appropriate earnings when reporting lost time, extra time, or a salary lump sum payment.
Lost Time LTO (Lost Time Override)
Use the Earn Code LTO (Lost Time Override) to report lost time or to pay back lost time previously deducted in error. Use a minus sign before the amount when reporting the initial lost time transaction. When using this code, the agency must enter the dates, number of days, and the amount of lost time. Include location pay and inconvenience pay earnings in the lost time calculation.
Extra Time EXO (Extra Time Override)
Use the Earn Code EXO (Extra Time Override) to report extra time or to deduct extra time previously paid in error. When using this code, the agency must enter dates, number of days, and the amount of extra time.
Salary Lump Sum Payment for Calendar and 21P Teachers
When an employee leaves state service or moves into a bargaining unit not under the Salary Withholding Program, the salary lump sum payment is paid as follows:
|Effective Date of Actions Reported: Beginning of Academic Year||
All actions reported on the Job Action Request page and the Job Data page, and all location and inconvenience pay earnings reported on the Additional Pay page, must have an effective date of 9/1/2003. This includes New Hires, Rehires, Return from Leaves, Transfers, Position Changes, Data Changes, and Terminations, etc.
|Teachers Not Returning in Fall 2003||The agency must terminate all teachers (Pay Basis Codes CAL, 21P or FEE) who will not be returning in Fall 2003 by entering the action of TER on the Job Data 1 page effective 9/1/2003.|
|Changes in Pay Basis Code||
Agencies must report changes in Pay Basis
Code (CAL to 21P or 21P to CAL) at the beginning of
the academic year.
If a teacher is changing pay basis codes in Fall 2003, the agency must ensure that the position reflects the appropriate Pay Basis Code.
21P to CAL
CAL to 21P
|Reporting Retroactive Changes in Pay Basis Code||
Retroactive Changes in Pay Basis Code
21P to CAL
CAL to 21P
Between Agencies --
Agencies must use the following
instructions when a teacher is transferring into another agency:
CAL to 21P
The former agency must terminate the CAL teacher effective 9/1/03.
21P to CAL
Pay Basis Code is CAL in Both
|Work Schedule for CAL Teacher||
The work schedule for a CAL teacher
must be YYYYYYY for the first and last pay period of the calendar year, since
the payment must be automatically calculated on a 14-day basis. However, the
work schedule may remain YYYYYYY throughout the calendar year, since the normal
biweekly rate of pay between the first and last pay period of the year is
calculated in the same manner, regardless of the teacher's actual work schedule.
|Restoration of Health Insurance for Contract Pay Teachers||The Department of Civil Service submits a file to OSC to restart health insurance for contract pay teachers. Questions concerning health insurance should be referred to the agency health benefits administrator or to the Department of Civil Service.|
|General Deductions Reporting||Agencies must review the General Deductions page for all contract pay teachers and restart all applicable deductions previously cancelled (maintenance and union insurances) as stated in Payroll Bulletin No. 396.|
Questions regarding this bulletin may be
directed to the Payroll Audit mailbox.