Payroll System Replacement Project

Subject: Changes in Union Representation for Security Services Employees in Bargaining Unit 01 Bulletin No. 102
Date:   6/10/99
Employees Affected:    Employees Employees in Bargaining Unit 01

The purpose of this bulletin is to explain the payroll changes as a result of the new union representation for Security Service employees in bargaining unit 01. Effective May 24 1999, the New York State Correction Officers Police Benevolent Association Inc. (NYSCOPBA) became the representing union for these employees.

Two new deduction codes have been established to report dues and agency shop deductions for this union. Code 291 has been established for dues deductions and code 295 has been established for agency shop fees. Employees in bargaining unit 01 will be converted automatically by the Office of the State Comptroller to the new agency shop fee deduction. Employees will receive dues authorization cards from NYSCOPBA. Instructions for starting dues deductions have not been finalized, but will be provided as soon as available.

Since this change is not effective at the beginning of a payroll period, deductions for Council 82 dues and agency shop fees and for NYSCOPBA agency shop fees will be prorated. The proration for the Administration payrolls will be 7 days (70%) of the Council 82 dues of $17.98 and 3 days (30%) of the NYSCOPBA agency shop fee of $15.50. The proration for the Institution payrolls will be 2 days (20%) of the Council 82 dues of $17.98 and 8 days (80%) of the NYSCOPBA agency shop of $15.50. The following dues schedule will be used.

Pay Period Date Check Date Council 82 Amount NYSCOPBA Amount
5/13-5/26/1999
5/20-6/7/1999
5/13-5/26/1999
5/20-6/7/1999
6/9/1999
6/17/1999
6/17/1999
6/23/1999
$12.59
    3.60
  12.59
    3.60
$ 4.65
12.40
  4.65*
12.40*

*
Employees paid on the 3 week lag

Dues or agency shop fees will taken at the NYSCOPBA full amount of $15.50 beginning with the checks dated June 23, 1999 for Administration agencies and July 1, 1999 for Institution agencies for employees paid on the lag cycles. For employees paid on the 3 week lag cycle, the full NYSCOPBA deduction will begin with the Administration checks dated July 1, 1999 and the Institution checks dated July 7, 1999.

OSC has changed the benefit flag from G to J for these employees. Effective immediately, agencies should report a flag J for eligible employees.

A separate bulletin will be issued regarding changes to insurance deductions.

On May 27, 1999 a row was inserted into the Position Data and the Job Data Panels with the effective date of 05/24/1999 changing the following information.

  • Action: Posn Chg
  • Reason: Z11
  • Union Code: SCO
  • Salary Plan: SCO

Only active positions and employees who are active, on leave or on a paid leave of absence had a row inserted.

Where a 05/24/1999 job row already existed the sequence number was increased.

Procedures for Submitting Retroactive Actions

Note: It is important to remember at all times that if an agency must process a change to an employee’s record that has an effective date that is prior to the "current" row on the employee’s job record, the change requested will not change the data on the "current" row or any "history" row that has an effective date that is subsequent to the effective date of the retroactive change. Therefore, the agency must review the employee’s job record each time a retroactive action must be requested on the job action request panel or entered on job data to determine all subsequent rows that need to be corrected or deleted. It is the agency’s responsibility to correct all "history" rows by requesting actions (position changes, pay rate changes, and data changes) for each row on the job data record that is subsequent to the date of the retroactive change.

The following procedures will help agencies to determine what action to take if the retroactive action is PRIOR to the 05/24/1999 job row.

Hires, Rehires and Concurrent Hires

1. Enter the Action of Hire, Rehire or Concurrent Hire on the appropriate panel. The effective date is the date of hire.

2. Select the Action of Pay Change on the Job Action Request Panel. The effective date should be the same as the hire date.

3. Insert a row on the Job Action Request Panel, select the action of Position Change on the Job Action Request Panel, Reason of Correct History (COR) effective May 24, 1999.

Return From Leave Without Pay without a change in Salary

Enter the action of Data Change, reason of COR (Correct History) on the Job Request Panel. In the Status Reason block, request that OSC enter the action of Return from Leave on the Job Data Panel.

Return From Leave Without Pay with a change in Salary

Enter the action of Data Change, reason of COR (Correct History) on the Job Request Panel. In the Status Reason block, request that OSC enter the action of Return from Leave on the Job Data panel. Enter the action of Pay Change on the Job Request Panel with the effective date of the return from Leave. Insert a row and select an additional action of Pay Change on the Job Action Request Panel effective May 24,1999 to correct the original May 24, 1999 row. Remember to use the next higher sequence number for the May 24, 1999 effective date.

Return From Leave with Pay

To report a retroactive return from leave with pay that cannot be entered directly on the Job Data Record, the agency must request an action of Data Change, Reason of Cor Hist, effective the date of the reinstatement. In the Status Reason block, the agency must request that OSC insert a row in the employee’s Job Data Record to return the employee from leave on the effective date of the reinstatement. Also, agency must request a Data Change effective May 24, 1999 with the appropriate reason and work percentage.

Position Changes

Select the action of New Position on the Job Action Request Panel effective the date of the Position Change. If the Position Change results in a change in salary, remember to change the Pay Rate also.

Insert a row and select an additional Action of New Position effective May 24,1999 to change the position on the original May 24, 1999 row or to add a May 24, 1999 row if employee is moving from an Bargaining Unit other than 01 to Bargaining Unit 01. Remember to change the Pay Rate, if applicable, and use the next higher sequence number for the May 24, 1999 effective date.

Pay Rate Changes

Select the action of Pay Change on the Job Action Request Panel, effective the date of the Pay Rate Change. Insert a row and select an additional action of Pay Change on the Job Action Request Panel effective May 24,1999 to correct the original May 24, 1999 row. Remember to use the next higher sequence number for the May 24, 1999 effective date.

Data Changes

If an employee has a Data Change that is prior to the effective date of the last action on his/her Job Data Record, the agency must process the Data Change on the Job Action Request Panel using the appropriate reason code and the effective date of the data change.

The agency must insert a row and select an additional Data Change action on the Job Action Request Panel, effective May 24,1999, to change the data on the already existing May 24, 1999 row in the employee’s Job Data Record.

Terms, Retires, Leave of Absence, Leave with Pay

The agency will be unable to enter a Term, Retire, Leave of Absence, or Leave with Pay on an employee’s Job Record if the effective date of the removal or leave is prior to the effective date of the last row on the employee’s job Data Record.

To report a retroactive Term, Retire, Leave of Absence, or Leave with Pay that cannot be entered directly on the Job Data Record, the agency must select the action of Data Change on the Job Action Request Panel. Select the Reason Code of Correct History. In the Status Reason block, request that OSC enter the action of Term, Retire, Leave of Absence, or Leave with pay on Job Data. For Terms and Retires, the agency must also notify OSC to delete subsequent rows in the employee’s record that are no longer applicable. OSC will deny the action on the request panel, but will make the necessary corrections to the employee’s Job Data Record. For Leave with Pay, the agency must request a Data Change with the appropriate reason code and change the percentage as requested on the May 24, 1999 row.

Note: The agency should also inform OSC in the status reason block of how any overpayment will be recovered.

Transfer

Select the transfer action on the Transfer Request Panel. OSC will correct the May 24, 1999 rows as needed.

Time Entry Panel

Since PaySR cannot calculate earnings if the earnings dates overlap a change on the employee’s job record, the agency must breakdown the earnings that are automatically calculated by the system (i.e. overtime) by inserting effective dated rows corresponding to the job action.

Note: Any action on the employee’s job record is considered to be a job change in PaySR, even actions that don’t relate to a change in the employee’s annual salary.

Reminder: To report overtime earnings it is necessary to enter multiple rows if the overtime dates being reported overlap the effective date of the job change. The first row must be entered with the inclusive dates PRIOR to the effective date of the job change. The second row must be inserted with the inclusive dates equal to and AFTER the effective date of the job change.

Questions concerning the benefit flag or the dues deductions may be directed to the Payroll Deduction mailbox. For questions on the job rows please contact the Payroll Audit mailbox.