Department of Civil Service

NY18-08

TO: New York State Health Benefits Administrators
FROM: Employee Benefits Division
SUBJECT: Special Deductions for Summer Coverage
DATE: March 7, 2018

Employees who receive their annual salary in less than 26 paychecks must have extra health insurance deductions taken to cover the summer months prior to their removal from the payroll. We will take all summer monies before the employee goes off the payroll. Please refer to the HBA Manual Chapter 6 – Summer Deductions for information on how deductions for summer coverage are taken and other information concerning summer coverage. 

In order to identify Summer Teachers, a report is available in NYBEAS which lists employees’ Billing Option Code. Instructions on how to run reports can be found in HBA Memo NY15-19 and SEHP15-05. The report name is BEA_TEACHERS_DEPT. The information in this report will be used to calculate and deduct the extra summer health insurance premiums. 

In order to ensure that the information we have is correct, review the list and: 

• Process a Billing Option Change transaction to 26P for any employees that are no longer on a 21 or 20 payroll schedule, and
• Process a Billing Option Change transaction to 20A or 21A for any employee that is eligible for the special summer deductions but were not included on the list.

The paychecks impacted by the special deductions will be based on the Billing Option recorded in NYBEAS for each employee; therefore, it is imperative that these indicators be set accurately in accordance with the Summer Deduction Schedule, listed below. 

If you need assistance processing a Billing Option Change, refer to the enclosed instructions or call the HBA Help Line at 518-474-2780.

Summer Deduction Schedule 

Administration Payroll (SUNY and SUNY GSEU) – 20 paychecks (20A)

HBA must process all billing option changes by 4/17/18.

Administration Payroll (SUNY) – 21 paychecks (21A)

HBA must process all billing option changes by 4/17/18.

Institution Payroll

(PEF Teachers & certain School for the Deaf/Blind Employees) – 21 paychecks (21A)

HBA must process all billing option changes by 6/5/18.

Administration Payroll (Agency 25000 - OCFS) – 21 paychecks (21B)

HBA must process all billing option changes by 5/29/18.

Termination Date

For teachers who do not return to the payroll in the fall, process the termination transaction with the listed Date of Event.

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