Purpose

To explain the automatic processing of the Lump Sum payment for CSEA, DC-37 and Management/Confidential (M/C) employees and to provide instructions to agencies for processing or correcting payments

Affected Employees

Employees who meet the eligibility criteria in the following bargaining units:

• CSEA employees in bargaining units 02, 03, 04, 47
• M/C employees in bargaining units 06, 46, 66, 18 and 52
• DC-37 employees in bargaining unit 67 

Effective Date

Paychecks dated July 13, 2000 for Institution payroll
Paychecks dated July 19, 2000 for Administration payroll

Background

Chapter 68 of the Laws of (2000), which implements the agreement between the State and various bargaining units, provides for a Lump Sum payment for the following units:

• Administrative Services (BU 02)
• Operational Services (BU 03)
• Institutional Services (BU 04)
• Division of Military & Naval Affairs (BU 47)
• Management/Confidential (BU 06)
• Division of Military & Naval Affairs (BU 46)
• Public Employment Relations Board (BU 66)
• NYS Police (BU 18)
• State Commission of Investigation (BU 52)
• Rent Regulation (BU 67)

Payment Amount and Eligibility Criteria

The Lump Sum payment will be $500 for eligible full-time employees. To be eligible, such employees must:

• Be in full-time employment status on March 31, 2000. Full-time employment includes employees participating in the Voluntary Reduction in Work Program, on Sick Leave at 50% pay and on Workers' Compensation Leave.
• Have six months or more of continuous service as defined by Section 130.3(c) of the Civil Service Law
  
  The lump sum payment will be prorated for eligible employees who are in other than full-time status. To be eligible, such employees must:
• Be part-time annual salaried, hourly, or paid on a per diem basis (pay basis code is FEE) on March 31, 2000
• Have a total time in pay status of six months or more during the fiscal year 1999-2000
  Employees who meet the eligibility criteria, but are on authorized leave on March 31, 2000, are entitled to the payment, if they return to the payroll during the fiscal year 2000-2001.
  Seasonal employees who meet the eligibility criteria, but do not receive a paycheck for the pay period ending 4/5/00, for the Institution payroll or 4/12/00, for the Administration payroll are entitled to the payment, if they return to the payroll in the 2000-2001 fiscal year.
  
  Employees who retired under the provisions of the 1999 Retirement Incentive Program, but who were separated from service within 30 days prior to April 1, 2000, and who would have otherwise qualified for the payment, are eligible to receive it.

Employees Not Eligible for Payment

Employees who have been laid off, terminated, retired or died, with an effective date on or before March 31, 2000, are not entitled to this payment.

Statewide elected officials and commissioners and others whose salaries are set by Section 169 of the Executive Law are not entitled to this payment. 

OSC Actions: Automatic Update of Bonus on the Additional Pay Panel

After the agency deadline for pay period 6L for Institution payrolls and 7L for Administration payrolls, OSC will automatically insert a row in the Additional Pay panel to process the Lump Sum payment for full-time and part-time employees who meet the eligibility criteria. The following information will be inserted: 

Earnings Code:	BON
Effective Date:	3/31/00
OT Effective Date:	06/15/00 (Institution) 06/22/00 (Administration)
Earn End Date:	06/13/01 (Institution) 06/20/01 (Administration)
Annual Addl  Earnings:	Bonus amount

OSC Actions: Calculating the Automatic Bonus

• For annual salaried employees who were in full-time employment status on 3/31/2000 and have 6 months of continuous service as defined by Section 130.3 of the Civil Service Law, the payment will be $500.
• For annual salaried employees who were active in part-time employment status on 3/31/2000 and received a paycheck for the period ending 4/5/00 for the Institution payroll or 4/12/00 for the Administration payroll, the amount will be based on the number of service days accumulated in the previous 13 paychecks starting with, and including, the pay period ending 4/5/00 for the Institution payroll or 4/12/00 for the Administration payroll. The paychecks do not have to be consecutive, but the employee must have had 13 paychecks in the qualifying period (fiscal year 1999-2000) to receive the automatic payment.
• For hourly and exception hourly employees who were active on 3/31/2000 and received a paycheck in the pay period ending 4/5/00 for the Institution payroll or 4/12/00 for the Administration payroll, the amount will be based on the number of hours accumulated in the previous 13 paychecks starting with, and including, the pay period ending 4/5/00 for the Institution payroll or 4/12/00 for the Administration payroll. The paychecks do not have to be consecutive, but the employee must have had 13 paychecks in the qualifying period (fiscal year 1999-2000) to receive the automatic payment. To determine the number of service days, the total number of hours paid in the 13 paychecks will be divided by 8.
• For part-time salaried and hourly employees, the automatic payment will be calculated based on the following service chart:

  Days of Service in the Qualifying Period	Lump Sum Payment Amount
  130 or more	$500
  97 but less than 130	$375
  65 but less than 97	$250
  32 but less than 65	$125

  NOTE: For hourly and part-time employees, the earn codes RGS, RGH, OTB, LT1, LT3, LT6, LTO, and EXT will also be used to determine the number of service days, provided the earnings was processed in the paychecks used in the Bonus calculation. The total number of service days will be adjusted by the number of hours or days related to each of the earnings.

Overtime and Retirement Information

• The Bonus payment is included as salary for retirement purposes.
• The Bonus Payment is included in the calculation of overtime compensation earned from June 15, 2000 through June 13, 2001 for Institution payrolls and June 22, 2000 through June 20, 2001 for Administration payrolls.

Listings Submitted to Agencies and Agency Responsibility

Listings will be mailed to agencies after the payments are processed for pay period 6L for Institution payrolls and pay period 7L for Administration payrolls.

THE FOLLOWING LISTINGS IDENTIFY EMPLOYEES WHO DID NOT RECEIVE THE AUTOMATIC BONUS PAYMENT. The agency must submit the Bonus payment on the Additional Pay panel for eligible employees.

1.  Listing identifying employees who were on a Workers' Compensation Leave (reason code of WDL, WSP and WPS) on 3/31/2000

   For employees appearing on this listing, the agency must determine if the employee is eligible for the payment considering that the Workers' Compensation Leave is counted as time worked.

   The Bonus payment may be submitted immediately for eligible employees.

   Employees who were full-time before being placed on Workers' Compensation Leave are entitled to the $500 bonus payment, provided they otherwise meet the eligibility criteria.

   Employees who were part-time before being placed on Workers' Compensation Leave are entitled to a pro-rated amount, provided they otherwise meet the eligibility criteria. This pro-rated amount should be calculated by determining the number of service days the employee would have accumulated in the 13 pay periods prior to, and including, period ending 4/5/00 for Institution and 4/12/00 for Administration had the employee not been on Workers' Compensation Leave. Use the service chart on page 3 to determine the Bonus amount.

2. Listing of employees who were on a Leave of Absence without pay, other than a Workers Compensation Leave, on 3/31/2000

   Employees who appear on this listing are entitled to the Bonus payment, provided they return to work in the fiscal year 2000-2001 and otherwise meet the eligibility criteria.

   For employees who have returned to work since 3/31/2000 (currently active or inactive), the Bonus payment may be submitted immediately for eligible employees.

   Employees who were full-time before being placed on a Leave of Absence without pay are entitled to the $500 bonus payment, provided they otherwise meet the eligibility criteria for a full-time employee.

   Employees who were part-time before being placed on a Leave of Absence without pay are entitled to a pro-rated amount, provided they otherwise meet the eligibility criteria for a part-time employee.

   This pro-rated amount should be calculated by determining the number of service days the employee accumulated in the 13 paid pay periods prior to the employee being placed on leave . These 13 paid pay periods must be within the fiscal year 1999-2000 or the employee is not eligible for the Bonus payment. The agency must use the service chart on page 3 to determine the pro-rated amount.

   THE FOLLOWING LISTINGS IDENTIFY EMPLOYEES WHO RECEIVED THE AUTOMATIC BONUS PAYMENT. The agency must review these employees to determine if the Bonus payment was correct.

1. A listing of employees who on 3/31/2000, were active at a percentage less than 1.00, but who were on a Workers Compensation Leave in the fiscal year 1999-2000

   For employees appearing on this listing, the agency must review each employee's Job Data record to determine if the employee's Workers' Compensation leave was within the 13 qualifying payroll periods prior to, and including, period ending 4/5/00 for Institution payrolls or 4/12/00 for Administration payrolls. If the Workers' Compensation leave was prior to this period, the employee's automatic Bonus payment is correct.

   If the employee was on Workers' Compensation leave within the 13 qualifying pay periods, the employee may be entitled to an additional Bonus amount.

   To calculate the appropriate Bonus amount, determine the number of service days the employee would have accumulated in the 13 pay periods prior to, and including, period ending 4/5/00 for Institution and 4/12/00 for Administration had the employee been in pay status and not on Workers' Compensation Leave. Use the service chart on page 3 to determine the Bonus amount.

2. Listing of employees who, on 3/31/2000, were active at a percentage less than 1.00, but who were on a sick leave with pay in the fiscal year 1999-2000

   For employees appearing on this listing, the agency must review each employee's Job Data record to determine if the employee was on sick leave with pay within the 13 qualifying paid payroll periods prior to, and including, 4/5/00 for Institution payrolls or 4/12/00 for Administration payrolls. If the period of sick leave with pay was prior to the qualifying period, the employee's Bonus amount is correct.

   Employees who were placed on leave with pay within the 13 qualifying paid pay periods may be entitled to an additional Bonus amount.

   To calculate the appropriate Bonus amount, determine the number of service days the employee would have accumulated in the 13 paid pay periods prior to, and including, period ending 4/5/00 for Institution and 4/12/00 for Administration had the employee not been on sick leave with pay. Use the service chart on page 3 to determine the Bonus amount.

3. Listing of employees who, on 3/31/2000, were on sick leave with pay at less than 50%

   For employees appearing on this listing, the agency must determine the automatic Bonus payment was calculated correctly.

   To calculate the appropriate Bonus amount, determine the number of service days the employee would have accumulated in the 13 paid pay periods prior to, and including, period ending 4/5/00 for Institution and 4/12/00 for Administration had the employee not been on sick leave with pay. Use the service chart on page 3 to determine the Bonus amount.

Additional Agency Responsibility

AGENCIES ARE RESPONSIBLE FOR IDENTIFYING THE EMPLOYEES IN THE FOLLOWING CATEGORIES WHO DID NOT RECEIVE AN AUTOMATIC BONUS, BUT WHO MAY BE ELIGIBLE FOR PAYMENT:

1. Seasonal employees who did not receive a paycheck for the pay period ending 4/5/2000 for Institution or 4/12/2000 for Administration and who return to the payroll in the fiscal year 2000-2001

   The agency must determine if the employees are eligible for the Bonus payment. To be eligible, such employees must have been paid at least 13 pay periods in the fiscal year 1999-2000.

   For employees who were paid at least 13 pay periods in the fiscal year, the agency, beginning with the last paycheck the employee received in the fiscal year 1999-2000, must total the number of hours paid in the previous 13 paid pay periods and divide the total by the appropriate number of hours in the normal workday (7.5 or 8) to arrive at the number of service days. Use the service chart on page 3 to determine the Bonus amount.

2. Hourly employees who were actively employed in your agency on 3/31/2000, but who did not receive a paycheck for the period ending 4/5/2000 for Institution or 4/12/2000 for Administration and are subsequently paid in the fiscal year 2000-2001

   For these employees, the agency must determine if the employee is eligible for the Bonus payment. To be eligible, the employee must have been paid for at least 13 pay periods in the fiscal year 1999-2000. 

   If the employee had at least 13 paid pay periods in the fiscal year, the agency, beginning with the last paycheck received in the fiscal year 1999-2000, must total the number of hours paid in the previous 13 paid pay periods and divide the total by the appropriate number of hours in the normal workday (7.5 or 8) to arrive at the number of service days. Use the service chart on page 3 to determine the Bonus amount.

3. Per diem employees (paid using pay basis code FEE) who were active on March 31, 2000

   For these employees, the agency must determine if the employee is eligible for the Bonus. The employee must have been paid for 13 pay periods during the fiscal year 1999-2000.

   For eligible employees, the agency must total the number of days paid in the 13 paid periods starting with, and including the pay period ending 4/5/00 for Institution payrolls and 4/12/00 for Administration payrolls. The employee must have been paid for 13 pay periods in fiscal year 1999-2000. Use the service chart on page 3 to determine the Bonus amount.

4. Certain employees in salary grade 700 whose salaries are not set by Section 169 of the Executive Law and who are otherwise entitled to the payment.
   
   and

5. Employees who retired under the provisions of the 1999 Retirement Incentive Program, but who were separated from service within 30 days prior to April 1, 2000, and who would have otherwise qualified for the payment

   For eligible employees who were full-time on March 31, 2000 or before they retired under the Retirement Incentive Program, the Bonus amount is $500.

   For eligible employees who were part-time on March 31, 2000 or before they retired under the Retirement Incentive Program, the agency must calculate the pro-rated Bonus amount using the last 13 paid pay periods in the fiscal year 1999-2000 and the service chart on page 3.

6. Employees who were active full-time salaried employees on 3/31/2000 who did not receive the automatic Bonus payment because they did not have 6 months of paid service since being converted to PaySR, but are otherwise eligible under Civil Service Law, Section 130.3. Employees who fall into this category are employees who were previously on extended leaves. 

Reveal Report And Agency Responsibility for Hourlys Working 7-Hours per Day

A Reveal report, Mass Additional Pay Report, NHRP703, will be available for agency review one week prior to the Bonus paycheck date.

This report, which will identify all employees receiving the automatic Bonus payment, will be sorted by agency code and then by employee name in alphabetical order. Fields on the report include Emplid, Employee Record #, Employee Name, Earn Code, Grade, Sal Plan, Barg Unit and Additional Pay Amount.

Agency Responsibility:

The Bonus payment for hourly and exception hourly employees appearing on this report was calculated automatically using an 8 hour day as described on page 3 of this bulletin. The agency must identify the hourly employees who received less than a $500 Bonus payment and normally work a 7-hour day, (or a portion of a 7-hour day) to determine if the pro-rated Bonus amount was correct.

To determine the appropriate number of service days, refer to the calculation for hourly and exception hourly employees described on page 3 of this bulletin, but divide the total service hours by 7.5 instead of 8. Use the service chart to determine the Bonus amount. 

Agency Procedures: Adding The Bonus

Agencies must add the Bonus Earning Code (BON) on the Additional Pay panel for eligible employees who did not receive the automatic Bonus payment. The information needed is as follows:

Earnings Code	BON
Effective Date	The date the employee becomes eligible
OT Effective Date	The effective date will default in this field. If the effective date is prior to June 15, 2000 for Institution or June 22, 2000 for Administration, use these dates.
Earn End Date	6/13/01(Institution) 6/20/01(Administration)
Annual Addl  Earnings	Bonus Amount

Ending Overtime Eligibility

Agencies must end the overtime eligibility of the Bonus when an employee becomes ineligible to have the Bonus amount added to the overtime calculation. This will occur when the employee moves into a position that has a bargaining unit that does not provide for this calculation (employee is not represented by CSEA, DC-37 or designated Management/Confidential). For example, if an employee is transferred from a CSEA bargaining unit to PEF, the agency must insert an effective dated row on the Additional Pay panel at the BON earns code to end the Bonus used in the overtime calculation. The information needed is as follows:

Earnings Code	BON
Effective Date	The last date the employee is eligible for the Bonus in overtime calculation
OT Effective Date	The effective date will default in this field.
Earn End Date	Delete the existing Earns End Date and enter the last date the employee is eligible for the Bonus in overtime calculation.
Annual Addl Earnings	Bonus Amount will default in this field.
Goal	Balance Bonus Amount that has been paid (when this row is added, this field will be blank and the bonus amount must be re-entered)

NOTE: For employees who have moved into an ineligible bargaining unit prior to pay period 7L for Institution and 8L for Administration, OSC will insert rows in the Additional Pay panel to end the overtime eligibility. 

Correcting the Automatic Bonus Payment

• The agency must submit a Job Action Request of DATA CHANGE/COR HIST on the Job Action Request panel.
• The appropriate Bonus amount must be reported in the Status Reason block.
• OSC will correct the Additional Pay panel and the Bonus payment will be adjusted accordingly. 

Hourly Employees who Received Bonus and are Paid Overtime

When the earnings code OTK is submitted on the Time Entry panel to pay overtime to an hourly or exception hourly employee, the Bonus payment will not be included in the calculation.

To effect the overtime calculation for hourly employees who were paid a Bonus, the agency must enter one of the following new earn codes in the Time Entry panel in addition to the OTK earn code.

BO1, enter for employees who received a $500 Bonus.
BO2, enter for employees who received a $375 Bonus.
BO3, enter for employees who received a $250 Bonus.
BO4, enter for employees who received a $125 Bonus.

The agency must submit one of the above codes with the same number of hours and begin and end dates as the OTK earnings being reported. 

Payroll Register and Employees Check/Advice

The earn code BON and amount will be displayed on the payroll register and the employee's check or direct deposit advice.

Questions

Questions regarding eligibility may be directed to the Salary Determination mailbox.

Questions regarding payroll submission may be directed to the Payroll Audit mailbox.