Pay Basis Code Information

The pay basis code is a code that is used to determine the method in which the employee’s regular and, if applicable, Additional Pay earnings will be calculated each pay period. The pay basis code is defined on the employee’s Position and each is described below.

1. ANN (Annual)

• This pay basis code is used for annual salaried employees who are paid an annual salary over the entire year, other than those who are designated CAL or CYF.
• The biweekly salary is calculated each pay period by multiplying the employee’s annual salary rate by .038356 (14 days within a biweekly period/365 calendar days) or during the fiscal year that contains 2/29 (leap year), by multiplying the annual salary rate by .038251 (14 days within a biweekly period/366 calendar days).
• Additionally, if the employee’s work percentage is less than 100%, the biweekly salary determined above, will be multiplied by the applicable work percentage, to arrive at the pro-rated biweekly salary.
• If the employee has an additional salary factor reported on Additional Pay page as an annual amount, the system will determine the biweekly amount in the same manner as described above, using the annual amount of the additional pay earnings.
• Employees whose pay basis code is ANN, generally have a 10 day work schedule. To calculate the daily rate for an employee with a 10 day work schedule, divide the biweekly salary rate determined above by 10.

2. CAL (Calendar)

• This pay basis code is similar to the ANN pay basis code described above, as it is also used for annual salaried employees who are paid their annual salary over the course of the year. However, CAL employees have a 7 day work schedule, rather than a 10 day work schedule. NOTE: This does not mean that the employee actually works 14 days within a biweekly pay period, but that his/her daily rate must be calculated based on 14ths rather than 10ths.
• The following have a CAL pay basis code: Grade 700’s, as defined by Section 169 of Executive Law, SUNY Professional employees and teachers who work in NYS institutions who elect to be paid over the calendar year (9/1-8/31) rather than the academic year, Governor, Lieutenant Governor, Comptroller, Attorney General.
• The biweekly salary for a CAL employee will be calculated each pay period by multiplying the employee’s annual salary rate by .038356 (14 days within a biweekly period/365 calendar days) or during the fiscal year that contains 2/29 (leap year), by multiplying the annual salary rate by .038251 (14 days within a biweekly period/366 calendar days).
• Additionally, if the employee’s work percentage is less than 100%, the biweekly salary determined above, will be multiplied by the applicable work percentage, to arrive at the pro-rated biweekly salary.
• If the employee has an additional salary factor reported on Additional Pay page as an annual amount, the system will determine the biweekly amount in the same manner as described above, using the annual amount of the additional pay earnings.
• Employees whose pay basis code is CAL have a 14 day work schedule. To calculate the daily rate for a CAL employee, divide the biweekly salary rate by 14.

3. 21P (21 Pay Periods)

• This pay basis code is used for professional employees in SUNY who are paid using contract pay methodology over 21 pre-defined pay periods, beginning with the pay period in which 9/1 falls and ending 21 pay periods later. These employees actually work over SUNY’s academic year which is approximately 21 pay periods long, although the dates used for payment and the dates actually worked are rarely ever the same.
  AND
  This pay basis code is used for institution teachers in NYS institutions who are paid using contract pay methodology over the actual academic year, which is usually defined by the school district in which the institutional facility is located. Unlike the SUNY employees that use this pay basis code, the actual school year dates are used as the contract begin and end dates on the Contract Pay page.
• When this pay basis code is used for SUNY professional employees, the biweekly salary is calculated by dividing the employee’s salary by 21 pay periods and, if the employee’s work percentage is other than 100%, by multiplying the resulting biweekly rate by the work percentage. The work schedule for SUNY 21P’s is a 14 day work schedule, therefore, the daily rate is determined by dividing the employee’s biweekly rate by 14.
• When this pay basis code is used for Institution Teachers, the biweekly salary is calculated using the information contained on the employee’s contract pay page. That is, the employee’s contract pay page will contain the academic year begin and end dates, as well as the number of work days that fall within the academic year. The biweekly amount is calculated by dividing the employee’s annual salary by the number of days within the academic year and then multiplying the result by the employee’s work percentage, if less than 100%, and then multiplying that result by 10. The daily rate is calculated by dividing the biweekly rate by 10.
• When the employee’s contract end date is reached, payments for that academic year will cease.
  
  

4. CYF (College Year Full)

• This pay basis code is used for professionals in SUNY that elect to be paid their annual salary over the calendar year 9/1-8/31
• It is calculated exactly the same as CAL stated above.
• The work schedule is 14 days.

5. CYP (College Year Part)

• This pay basis code is used for professionals in SUNY that have a salary that is paid over a pre-defined number of pay periods, as defined by the agency.
• When this code is used, the agency must enter the contract begin and end dates on the Contract Pay page.
• The system will then determine the biweekly salary rate by determining the number of days that fall within the contract begin and end dates and will then divide the employee’s biweekly salary by this number of days, and then multiply the result by 14.
• The daily rate is calculated by dividing the biweekly salary by 14, since the employee has a 14 day work schedule.
• When the contract end date is reached, the employee’s earnings will cease.
  
  

6. BIW (Biweekly)

• This pay basis code is used for employees that do not have an annual salary rate, but rather a biweekly salary rate.
• Employees on Legislative payrolls, other than the Members, are generally appointed using this pay basis code, as well as some SUNY employees, such as graduate students. The pay basis code is also used for employees that are receiving Military Stipends.
• When this code is used, the employee is assigned a biweekly rate which is paid each pay period unless the rate or pay basis code is changed.
• If a work percentage is reported, the payroll system does not use the work percentage to pro-rate the biweekly earnings, since the biweekly amount reported by the agency is already pro-rated to reflect the actual amount to be paid each biweekly.
• If a work percentage is assigned, it is informational only; that is, it is used only to record the employee’s work percentage for employee’s whose work percentage is less than 100%.
• Biweekly employees may have a 10 day work schedule or a 14 day work schedule. The daily rate is calculated by dividing the biweekly amount by 10 or 14, whichever is applicable.

7. LEG (Legislative)

• This pay basis code is used for Judges and Members of the Senate and Assembly (05XX9, 04210, 04220, 04320).
• When this pay basis code is used, the system divides the employee’s annual salary by 26 pay periods to determine the employee’s biweekly salary.
• These employees have a 14 day work schedule, therefore, the daily rate is calculated by dividing the biweekly rate by 14. By law, these employees must receive their annual salary rate, or pro-rated annual salary, whenever applicable, over the course of the calendar year. Therefore, at the end of each calendar year, OSC processes an automatic adjustment in the employee’s last check to add or subtract the appropriate earnings to ensure the statutory salary is achieved, or pro-rated statutory salary if the employee did not serve the entire years as LEG, but is active in an LEG position at the end of the year.

8. HRY (Hourly)

• This pay basis code is used for employees that are paid using an hourly rate.
• There are two hourly types in PayServ, H (hourly) and E (Exception Hourly).
• The hourly type is defined on position and may be changed by the agency.
• For hourly employees with type H, the agency is required to report the number of hours worked each pay period in the Time Entry page using the appropriate earn code. The system will multiply the employee’s hourly rate by the number of hours reported to determine the amount of hourly earnings the employee is actually due that pay period.
• If an employee is expected to work the same number of hours each biweekly, the agency may assign type E to the position which in turn updates the employee’s Job record to reflect the E type. When this type is assigned, the agency must record the weekly number of standard hours the employee will work on the employee’s Job record using Data Change/CSH on Job Request page. The system will then automatically multiply the employee’s standard hours by 2 to determine the biweekly number of hours and then multiply the biweekly number of hours by the employee’s hourly rate to automatically determine the amount the employee is due each pay period. If the employee’s standard hours change, the agency must change the number of standard hours. If an employee doesn’t work all hours that should have been worked within the pay period, the agency must adjust the earnings that will be calculated by the system by reporting the negative number of hours (or positive, if the employee works more hours within the pay period) in the Time Entry page. NOTE: If the employee doesn’t work at all during a pay period, the agency must report the earn code RGH and “0” hours. Otherwise, the system will automatically continue to pay the employee, which will result in overpaid earnings.
• If a transaction is reported on other than the first day of the pay period, such as a rate change, the system will automatically pro-rate the payment based on the effective date, the number of standard hours and the work schedule, the calculation of which may be incorrect, depending on how many hours the employee is actually due at the old and new rates. Therefore, when a pay change occurs, the agency may need to adjust the amount to be paid to the employee to ensure employee’s check is correct. NOTE: The same error may occur when retroactive rate increases or decreases are processed.
• The agency must be careful when using type E and must continue to confirm that the employee is due earnings each pay period in the amount that will be automatically calculated by the system, and if not, ensure the necessary adjustments are reported.

9. FEE (Fee Basis)

• This pay basis code is used for employees who are paid on a FEE basis; that is, they receive a FEE payment for work performed.
• Since there is no Per Diem pay basis code in PayServ, FEE pay basis code is also used for employees who are hired as per diems, such as per diem judges, nurses, and some titles in Racing and Wagering. The per diem rate or FEE to be paid is an amount determined by law or approved by Budget.
• When this pay basis code is used, no rate is required to be reported on Job as is required for other pay basis codes, although some agencies, such as Racing and Wagering, have elected to report the per diem rate on Job for informational purposes.
• Since a FEE employee will not receive automatic payments each pay period, the agency must report the earn code FEE or FRC (Fee Retirement Credit) in the Time Entry page in any pay period in which the employee is due earnings. When this earn code is reported, the agency is required to enter the total FEE or FRC to be paid that period and explain the calculation for the payment in Time Entry comments.

Bureau of State Payroll Services payroll@osc.ny.gov