Entering Contract Pay Dates

Purpose
The purpose of this task is to describe the process that automatically adds Contract Pay data to the Contract Pay page, and describe the process when it is necessary to manually add the data to the page.

NOTES:
Contract Pay employees are paid a set amount of money over a predetermined number of days, which is the duration of the contract. The Position must be set up using one of the Pay Basis Codes that create the contract status (21P, AJT, or CYP).

• 21P SUNY
  • When the new contract begins in August of each year, the Payroll System adds the new contract to the Contract Pay page for each employee active on the begin date in a 21P position. No further action is necessary.
  • Throughout the contract duration, when there is an action of Hire, Rehire, Concurrent Hire, Position Change or Transfer into a 21P position on or after the begin date of the contract, the Contract Pay page will automatically be filled in with the contract dates on the agency's Department page. No further action is necessary.
• 21P Institution Teachers
  • Throughout the contract duration, when there is an action of Hire, Rehire, Concurrent Hire, Position Change or Transfer into a 21P position on or after the begin date of the contract, the Contract Pay page will automatically be filled in with the contract dates on the agency's Department page. No further action is necessary.
  • When the new contract begins in September, the new contract will be added for active employees in a 21P position.
• CUNY Adjunct staff in Pay Basis Code AJT
  • For the Fall and Spring semester, when the agency submits a Pay Change, Position Change, or Transfer with an effective date equal to the begin date of the contract which appears on the agency's Department page, the Contract Pay page will automatically be filled in with the dates that have been entered on the Department page. No further action is necessary.
  • If the agency uses a different effective date than the begin date that appears on the Department page, the contract will NOT be added. The agency must then manually complete the Contract Pay page. If the Contract Pay page is manually completed, the Effective Date MUST be a pay period begin date.
  • For the summer semesters, the Payroll System will NOT fill in the Contract Pay page, but will provide the agency with warnings and error messages if the begin and end dates are not the beginning and end of a pay period, or not within the range of dates determined by CUNY Administration.
• CYP (College Year Part)
  • The agency must always enter the Contract Pay data in the Contract Pay page for CYP employees.

Helpful Hints

• In PayServ, in many instances the Contract Pay data will automatically be entered onto the Contract Pay page with dates that have been predetermined by the agency's payroll office or central office.
• The Contract Pay dates for each year have been entered on the Department page and can be particular to an agency or used by a group of agencies, such as CUNY.
• In all cases, these dates must be used for the duration of the contract regardless of the date that the employee was hired, rehired, concurrently hired, or moved into the position.
• Pay careful attention to the message "A Contract Pay record may need to be inserted for this employee and employment record #".
• Contract Pay data will not be auto populated for this employee.

Navigation Path
Main Menu > Workforce Administration > Job Information > Contract Administration > Contract Pay (Agency)

Steps:

1. Select Main Menu.
2. Select Workforce Administration.
3. Select Job Information.
4. Select Contract Administration.
5. Select Contract Pay (Agency).
6. Enter the employee’s EmplID.
7. Select the Search button.
8. Enter the contract pay information.

NOTE: If the employee has existing contract data, insert a new row by selecting or (Alt+7).

9. Enter the Effective Date, indicating the date the employee begins working, or the start of the contract (if the employee's contract is being renewed).
10. Select the Contract Pay Type from the dropdown list that corresponds to the Pay Basis Code.
11. Enter the Contract Begin Date, indicating the first day of the contract.
12. Enter the End Date, indicating the last day of the contract.
13. Select the Save button.

Result
The employee's contract dates have been updated.

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