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Payroll Processing and Payment Modes


The State University of New York College at Brockport processes four New York State Payrolls that are administered by the Office of the State Comptroller (OSC). The payrolls include the "Administrative" Regular State Payroll for all regular employees, the GA/TA Payroll for graduate and teaching assistants, and two "Institutional" student payrolls, one for general student employment, the Student Assistant Payroll (SA), and the other, the College Work-Study Payroll (CWSP), for students with CWSP Financial Aid awards. All payrolls are paid biweekly--checks are issued every other week. [Note: Other support organizations, Brockport Auxiliary Service Corporation (BASC) and the SUNY Research Foundation, for example, have separate payrolls for their employees who work on the Brockport campus. None of this information pertains to their payrolls]

Both budgeted positions funded from Personal Service Regular (PSR), and Temporary Service (TS) positions can be paid on the Regular State Payroll. All appointments to the student payrolls and the GA/TA Payroll must be funded from temporary service funds (TS). Graduate/Teaching Assistants and most adjuncts and other part-time faculty are paid a biweekly rate for 20 pay periods (10 pay periods per semester). Student employees appointed to either the SA or CWSP payroll are paid on an hourly basis through the timely submission of biweekly timesheets. Pay periods for all payrolls begin on Thursday and end on Wednesday. However, the payroll cycles are alternating--the Regular State Payroll and GA/TA Payroll are paid one week and the two student payrolls (SA and CWSP) are paid the next week with everyone getting paid every other week on cycle.

While the GA/TA and student payrolls have restricted payment modes of biweekly rate and hourly, respectively, employees appointed to the Regular State Payroll may be paid on one of several payment modes depending upon the nature of their appointments. The payment modes include hourly, biweekly rate, FEE, annual, 21P (discontinued), CYP (discontinued), CAL, and CYF. Some employees assume that we also pay on a 26 pay period basis because in most years that will be the number of checks they will receive. Such an option does not exist. Since employees often ask the question, "How come when I multiply my biweekly gross salary times twenty-six it does not equal my annual salary", we have provide an answer to this question at: Frequently Asked Payroll Question




Lag Payroll System

All employees, other than hourly employees do not receive their first full pay until approximately four weeks following the effective dates of their appointments. For hourly employees it is approximately six weeks before they receive their first checks assuming timesheets are submitted on time. As an example, a new full-time faculty member appointed September 1, 2001 received a check for eight days' pay (September 3 - September 12) on the September 26, 2001 pay day because September 12 was the end of the previous pay period. On October 10, 2001, the first full check for a complete pay period following appointment (pay period Thursday, September 13, 2001- Wednesday, September 26, 2001) would be paid. If is important for new faculty appointed at the beginning of the academic year to note that they will not receive a full paycheck until the second pay period in October. A similar pattern occurs for faculty with initial appointments for the spring semester.

An additional five-day lag is also assessed to appointees to the Regular State Payroll except hourly, and those whose positions are represented by United University Professions (UUP) which includes Academic Employees and Professional Employees. This lag is implemented by withholding the equivalent of one day's in each of the appointee's first five pay periods. The payroll office keeps records of the amount owed to employees for the five-day lag and employees receive payment for this lag upon separation from service. This lag applies to Management employees, Confidential employees, and employees represented by CSEA and PEF.

Regular State Payroll

Following is information relating to the processing of the Regular State Payroll. State Business Rules require that only Personal Service Regular (PSR) positions lined-out on an approved Schedule of Positions (SOP) can be paid on an annual salary basis. All positions charged to Temporary Service (TS) must be paid either Hourly, Bi-weekly, or on a FEE basis.

Within these limitations the different pay basis options available provide methods of payment for the different types of employee obligations.


Temporary Service (TS)

Temporary Service funds are provided in state budgets to provide for substitutes, part-time appointees, and other temporary support appointments for short term projects or staffing needs. The payroll modes used for temporary service appointments on the Regular State Payroll include:

Hourly Payment Mode (HRY)

HOURLY works for people charged to temporary service who are paid for the actual hours worked (usually part-time, intermittent, as needed or without a defined work pattern).

Biweekly Payment Mode (BIW)

BI-WEEKLY works for people charged to temporary service funds who usually will work only for a certain number of pay periods (Most adjuncts and all graduate/teaching assistants are charged to temporary service and paid a bi-weekly rate for 10 pay periods per semester or 20 pay periods per year).

FEE Payment Mode

FEE works for people charged to temporary service where the person is hired to accomplish a certain task, complete a project, etc. and receive periodic FEE based payments at certain stages of completion of the work they were hired to do.


Personal Service Regular (PSR)

(Note: It usually takes a minimum of 6 weeks to establish a new PSR position or to reclassify an existing one. For classified service positions requiring the approval of the Department of Civil Service, it may take longer).

Following are the payment modes for annual salaried appointments to positions budgeted in Personal Service Regular:

Annual Payment Mode (ANN)

ANNUAL is the payroll mode for employees with 365/366 days per year obligations appointed to PSR positions lined-out on an approved Schedule of Positions.

Academic Year Paid Over 12 Months (CAL)

CAL is the payroll mode for Faculty with "academic year obligations" paid on an annual salary basis over 12 months (9/1-8/31) on PSR positions lined-out on a Schedule of Positions.

College Year Paid Over 12 Months (CYF)

CYF is the payroll mode for Professional Employees with "college year obligations" - usually 10 month (i.e., 8/1 - 5/30) paid on an annual salary basis over 12 months (8/1-7/31) on PSR positions lined-out on a Schedule of Positions.

Eliminated Payroll Modes

21P and CYP are options that, until recently, were available to Faculty serving on academic year obligations and Professional Employees serving on college year obligations, respectively. Although current employees being paid on this option will be "grandfathered", these options will no longer be available to new employees because the new payroll system does not accommodate them without creating significant problems.


In accordance with rules issued by the Office of the State Comptroller (OSC), salary increases cannot be made retroactively more than two pay periods plus the one in which the raise is processed unless provided for in legislation passed to implement collective bargaining unit agreements providing retroactive pay. OCS may approve exceptions if justification is provided that includes an acceptable reason for the agencies failure to process the salary adjustment on time.


Frequently Asked Question

How come when I multiply my biweekly gross pay by 26, it totals to less than my annual salary?

For full time employees paid on an annual basis, the SUNY College at Brockport has many payroll payment modes. A 26 pay period mode is not one of them. When an employee's "annual" salary is paid over a full year (CAL or CYF payroll mode for Faculty and Professional Employees with Academic Year or College Year obligations, respectively; ANN for Calendar Year obligations), the salary is based on 365 days (normal year) and 366 days (leap year). Since each pay period covers 14 days, and 26 x 14 equals only 364, it would always take a 27th check for you to have received your full annual salary (1 day more than 26 pay periods in a normal year and 2 days more than 26 pay periods in a leap year). BY THE WAY, FISCAL YEAR 1999-2000 IS A LEAP YEAR SO FOR THE YEAR, BIWEEKLY PAY IS EQUAL TO ($Base-Annual-Salary) divided by 366 = daily rate of pay x 14 days = $Gross-Biweekly Pay).

Other factors may also affect your ability to reconcile your annual earnings, your biweekly rate, and your annual salary rate. They include start date, whether or not you are in your first year of employment, the regular lag (two weeks), the special lag (one week for all employees appointed to the Regular State Payroll except hourly and those represented by UUP), and whether or not you have received any raises (retroactive or current) during the period you are attempting to reconcile.

A start date may be in the middle of a pay period so that a first paycheck will not represent the full 14 days in the pay period.

If you are represented by any union except UUP, you get paid one day less than worked for each of your first five pay periods of employment to cycle you into the extra week of "lag" that you are then paid for when you separate from service.

The normal two-week lag will push two weeks of your earnings from one tax year into the next tax year. Of course, as the calendar rolls along, there are tax years in which you actually receive 27 checks for tax purposes -- check out 1980 when the first payroll of the tax year was paid on January 2nd and the last (the 27th) was paid on December 31st. Lots of outrage that year because the full amount of all 27 checks was taxable in 1980 pushing some employees into higher than normal tax brackets.

The effective date of salary increases may fall in the middle of pay periods or cross year-end or employee employment anniversary boundaries (i.e., the first check in September -- 2nd check paid because of the lag -- for faculty paid on the CAL basis -- 9/1-8/31 -- It might include X number of days at the faculty members previous academic year salary and Y number of days at the faculty members new academic year salary if raises to faculty were effective September 1st since September 1st rarely is the first day of a 14 day pay period).


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