NYS Comptroller Seal  

Bureau of State Payroll Services

Date: July 14, 2000  

 Bulletin No. 176


Subject October 1, 1999 and April 1, 2000 Salary and Other Increases for Employees Represented by CSEA and DC-37 and Employees designated Management/Confidential (M/C).
Purpose To inform agencies of OSC’s automatic processing and to provide instructions for processing adjustments and changes.
Affected Employees Employees in the following bargaining units who meet the eligibility criteria:

Administrative Services BU0
Operational Services BU03
Institutional Services BU04
Management Confidential (M/C) BU06
M/C State Police BU18
M/C Military & Naval Affairs BU46
Division of Military & Naval Affairs BU47
M/C Commission of Investigation BU52
M/C PERB BU66
Rent Regulation Services BU67
M/C SUNY Construction Fund BU96
SUNY Construction Fund BU97

Effective Dates Institution cycle paychecks dated 07/27/00
Administration cycle paychecks dated 08/02/00
Contract Provisions and
Eligibility Criteria

 

Chapter 68 of the Laws of 2000, which implements agreements between the State and various bargaining units and employees designated M/C, provides for the following general salary increases and payments:

October 1, 1999 General Salary Increase
Chapter 68 provides for a 3% salary increase, rounded to the nearest dollar, for employees in graded and NS (SG 600) positions, Corrections Superintendents (SG 700), trainees (SG 800) and hourly employees.
Payable 09/30/99 (Administration) and 10/07/99 (Institution)
Revised 10/01/99 salary schedules reflecting the 3% raise will be provided under separate cover.
NO INCREASE for seasonal employees in Parks and Recreation Aide 1 & State Fair Worker titles (per Division of the Budget).
NO INCREASE for FEE basis employees, except for employees budgeted as per diem, but paid as FEE.

April 1, 2000 General Salary Increase
Chapter 68 provides for a 3% salary increase, rounded to the nearest dollar, for employees in graded and NS (SG 600) positions, Corrections Superintendents (SG 700), trainees (SG 800) and hourly employees.

Payable 03/30/00 for Administration and 04/06/00 for Institution
Revised 04/01/00 salary schedules reflecting the 3% raise are attached
NO INCREASE for seasonal employees in Parks and Recreation Aide 1 & State Fair Worker titles (per Division of the Budget).
NO INCREASE for FEE basis employees, except for employees budgeted as per diem but paid as FEE.

MAXIMUM SALARY LIMITATIONS FOR M/C EMPLOYEES:
For the October 1, 1999 and the April 1, 2000 raises, Budget Bulletin D-1101 establishes maximum salary limitations and withholding policies for certain M/C employees. Agencies should consult the Budget Bulletin and their budget examiner to identify potentially affected employees.

Inconvenience Pay
The legislation provides an increase to $500 annually, effective 04/01/99, payable 04/01/99 for Administration and 03/25/99 for Institution.
No increase is authorized for employees in BU 67.

Location Pay
The legislation provides an increase from $823 to $1000 annually, effective 04/01/00, payable 03/30/00 for Administration and 04/06/00 for Institution for employees in NYC, Rockland, Westchester, Nassau and Suffolk Counties.
Monroe County remains at $200 annually for eligible employees.

Hazardous Duty Pay
The legislation provides for an increase in the hazardous duty differential to $.50 per hour effective 04/01/00, payable 03/30/00 for Administration and 04/06/00 for Institution.
No increase is authorized for employees in BU 67.

Overtime Meal Allowance
The legislation provides for an increase in the overtime meal allowance to $5.00 per meal effective 04/01/00, payable 03/30/00 for Administration and 04/06/00 for Institution for employees in BU’s 02, 03, 04, 47, 97.
No increase is authorized for employees in BU’s 06, 18, 46, 52, 66, 67, and 96.

Standby/Oncall
For eligible employees in BU’s 02, 03, 04, 06, 18, 46, 47, and 66, the legislation provides for an increase in standby/oncall pay to 20% of the employee’s daily rate of compensation effective 4/1/00, payable 3/30/00 for Administration and 4/6/00 for Institution.
Employees in BU 67 do not receive standby/oncall pay.

New Increment Program
Information will be provided in a separate bulletin.

OSC Actions:
Automatic Update of Rows on Job Data and Additional Pay Panels

 

Salary Increases
After payroll processing for pay period 7L for Institution and 8L for Administration is complete, OSC will automatically insert multiple rows in the Job Data panels to reflect the October 1999 and April 2000 salary increases for salaried and hourly employees in eligible bargaining units.

If an employee’s annual salary is identical to the hiring rate, a performance advance step of the salary grade or the job rate of the salary grade of his/her position on the October 1, 1998 salary schedule, the employee’s salary will be automatically increased to the corresponding rate on the October 1, 1999 and/or April 1, 2000 schedule.

If the employee is in a graded position with an annual salary which is not equal to a step on the October 1, 1998 salary schedule, or if the employee is in an NS (grade 600) or trainee (Grade 800) position, the employee’s salary or hourly rate will be increased by 3% on October 1, 1999 and an additional 3% on April 1, 2000. For salaried employees, the salary will be rounded to the nearest dollar. Hourly rates for employees in hourly positions will be rounded to the nearest cent.

OSC will insert rows in the Job Data panels using the Action of PAY (Pay Rate Change) and the Reason Code CFS (Cor FY Sal) with an effective date of 09/30/99 and/or 03/30/00 for Administration or 10/07/99 and/or 04/06/00 for Institution for active employees and for employees on a Workers’ Compensation Leave (reason code of WDL, WSP or WPS).

All subsequent rows on the Job Data panel will be updated automatically, providing the employee remained in an eligible bargaining unit by inserting additional rows with the action of Pay Rate Change, reason of CSL (Cor Sal) and the new salary. This includes leave and terminated job rows.

For employees who were inactive or on a leave of absence without pay (not WDL,WSP, or WPS) on the effective date of the increase(s), the increase(s) will automatically be applied to the employee’s Job Data record only if the employee was subsequently returned to the payroll in an eligible bargaining unit. Rows will be inserted as of the effective date of the Rehire or the Return from Leave action with the action of PAY (Pay Rate Change), reason of CSL (Cor Sal) and the new salary. All subsequent Job Data rows will also be updated provided the employee remained in an eligible bargaining unit.

Inconvenience Pay
OSC will automatically increase eligible employees’ inconvenience pay (IPF) on the Additional Pay Panel from $400 to $500, effective 03/25/99 for Institution and 04/01/99 for Administration cycle.

Inconvenience Pay Partial
OSC will automatically increase eligible employees’ partial inconvenience pay (IPP) on the Additional Pay Panel, effective 03/25/99 for Institution and 04/01/99 for Administration. The IPP increase will be based on the following amounts:

Current Amount New Amount
$40  $ 50
80  100
120  150
160  200
200  250
240  300
280  350
320  400
360  450

Location Pay
OSC will automatically increase eligible employees’ location pay (LOC) on the Additional Pay Panel from $823 to $1000, effective 03/30/00 for Administration and 04/06/00 for Institution.

Other OSC Actions M/C Salaries Subject to Maximum Salary Limitations per Budget Bulletin D-1101:
OSC will not process general salary increases for M/C employees who are subject to withholding in accordance with DOB -approved Deputy Commissioner and Senior Management Organization Plans. For those employees who are eligible for partial salary increases in accordance with such approved plans, OSC will process partial salary increases up to the approved maximum salary.

OSC will enforce the 94% maximum salary limitation on all M/C employees in agencies for which no DOB-approved Deputy Commissioner and Senior Management Organization Plan is received. M/C employees who already earn above the 94% salary limitation in those agencies will not receive either general salary increase. Following DOB-approval of those agencies’ plans, modifications to the salaries of affected M/C employees may be required.

Location Pay and Inconvenience Pay Increases for employees in both eligible and ineligible bargaining units:
OSC will insert rows on the Additional Pay panel only for the period during which an employee was in an eligible bargaining unit.

Geographic Pay Differential and Occupational Pay Differential
These differentials will be reduced by OSC on the Additional Pay panel for employees whose salary, when increased by the differential, exceeds the job rate of the grade (plus longevity steps, if applicable) plus the differentials. Affected employees and their corresponding differentials will be identified on the Auditors Report of Payroll Corrections for Miscellaneous Payments for period 7L for Institution and 8L for Administration.

Payments To Be Increased In a Future Pay Period

Hazardous Duty Pay, Overtime Meal Allowance, Intermittent Inconvenience Pay, Safety Differential, and Standby:

Earnings in the categories identified below are calculated automatically each pay period based on a specific amount assigned to each earnings code. These amounts will NOT be increased at this time. New earnings codes will be added by OSC to establish the increased amounts. Until then, agencies must continue to submit earnings in these categories using the existing codes. A separate bulletin identifying the new earnings codes and agency instructions will be forthcoming.

The earnings codes are:

Hazard Pay (HZ1), Hazard Pay with Overtime (HZ2), Intermittent Inconvenience Pay 10 Days (IIP), Intermittent Inconvenience Pay 8 Days (IP1),Intermittent Inconvenience Pay 6 Days (IP2), Inconvenience Overtime (OIS), Safety Differential Straight Time (SDS), Safety Differential Overtime (SDO), Overtime Meals (OMA), Overtime Meals without Overtime (OMJ), Overtime Meals with Overtime Waiver (OMI)

Similarly, the Standby rate used in calculating the earnings for the codes Standby (SBC), Standby Overtime (SOC),and Recall Standby Overtime (RCL) will not be increased at this time. New earnings codes will be added to establish the increased rates. Until then, agencies must continue to submit the earnings using the existing codes. However, retroactive adjustments for these earnings resulting from the general salary increases will be paid. 

Automatic Retroactive Processing OSC will automatically calculate retroactive payments resulting from the October 1999 and April 2000 general salary increases and the increases in inconvenience pay (full or part) and location pay. Automatic retroactive payments will be processed for certain earnings (e.g. overtime, holiday pay) reported using the Time Entry Panel.

A listing of all the earnings codes that will be automatically adjusted and their respective retroactive earnings codes will be provided under separate cover.

For eligible employees who have worked in more than one agency since the effective date of the increases, all retroactive adjustments will be paid in the most current agency provided the employee was paid by all agencies using the same Employee Record #.

For eligible employees who have worked in more than one agency and have been paid from more than one Employee Record # since the effective date of the increases, the retroactive adjustment for earnings in each Employee Record # will be paid in the most current agency, on the appropriate pay cycle, under each Employee Record #.

Retroactive Payments for Award and Supplement OSC will calculate retroactive adjustments for employees who received a supplemental payment while on the Workers’ Compensation Award and Supplement Program. The Workers’ Compensation Unit will enter the adjustment on the Time Entry panel using the new earnings code AJR (see below).
Example:
Calculation of Increases and Retroactive Adjustment
For the method used for calculating salary increases and retroactive adjustments, refer to the example which will be provided under separate cover.
Reveal Reports The following Reveal reports will be available for agency review one week prior to the raise paycheck dates. All reports will be sorted by agency code and then by employee name in alphabetical order.

Mass Additional Pay Report (NHRP703):
This report will identify all employees receiving an automatic increase for inconvenience pay full (IPF), inconvenience pay part (IPP) or location pay (LOC). Fields on this report include Emplid, Employee Record #, Employee Name, Earn Code, Grade, Sal Plan, Barg Unit and Additional Pay Amount.

Mass Salary Payment Report (NHRP704):
This Report will identify all employees who received the automatic general salary increases. The report will identify the employee’s last salary in an eligible bargaining unit that was automatically increased. Other fields on the report include Emplid, Employee Record #, Employee Name, Grade, Barg Unit, Pay Basis Code, Part time Percentage, Action Reason and Increment Code.

Mass Salary Increase Exception Report (NHRP709):
This report will identify employees who did not receive an automatic general salary increase. Fields on the report include Emplid, Employee Record #, Employee Name, Grade, Barg Unit, Pay Basis Code, Part time Percentage and FTA Salary. The report will identify the reason the employee’s salary was not increased by identifying one of the following messages:

- Grade 700 increase not applied
- Increment Code 0070
- Salary Below Minimum
- Position and Job do not match
 

Generic Public Queries The following generic public queries have been produced for agency use and may be used to extract data for agency and vendor updates for salaries and additional pay factors:
1. 00-SalaryIncr_CurrentRow
2. 00-SalaryIncr_AllRows

These queries include selected fields from the JOB table for those employees eligible for a salary increase based on the terms of the contract. The 00_SalaryIncr_CurrentRow is limited to the row with the most recent effective date and highest sequence number - the current row. 00_SalaryIncr_AllRows contains the same fields but includes all rows added to the JOB table as part of the mass salary increase program. It includes retroactive adjustments, where applicable.

3. 00-AddlPayIncr_CurrentRow
4. 00-AddlPayIncr_AllRows

The additional pay queries include selected fields from the Addl_Pay_Data table for those employees whose location pay and/or inconvenience pay was affected by the terms of the contract.
00-AddlPayIncr_CurrentRow is limited to the current row. The 00-AddlPayIncr_AllRows includes all rows added to the Addl_Pay_Data table as part of the program.

Agency Responsibility:
Raise Processing

For employees identified on the Mass Salary Increase Exception Report (NHRP709), agencies must submit Pay Rate Changes on the Job Action Request panel for eligible employees. Pay changes are required for all rows on the employee’s Job Data panel that are subsequent to the effective dates of the general salary increases.

Grade 700 increase not applied - Agencies must submit the appropriate pay changes for the Corrections Superintendents identified on this list. The salary schedule for Corrections Superintendents will be provided under separate cover.

Salary Below Minimum - Agencies must review the Job Data records of these employees to determine the appropriate action. The employees may be in incorrect positions and a position change may also be required.

Position Data and Job Data do not match - Agencies must review the Job Data records of these employees and contact the Position Management Unit to determine the appropriate action. After the Position and the Job Data records are reconciled, the agency must submit the appropriate pay changes on the Job Action Request panel.

Increment Code 0070 - The Salary Determination Unit will review the Job Data records of employees who were redeployed to determine raise eligibility and will notify the agencies to submit Pay Rate Changes, if applicable. 

Agency Responsibility:
Retroactive Processing

Retroactive adjustments will be calculated automatically based on the increased salaries and additional pay amounts for location pay and inconvenience pay.

Miscellaneous earnings codes, such as overtime (OTA) and holiday (HPA), will be retroactively adjusted. The earnings for these codes are calculated automatically each pay period based on an employee’s salary rate and additional salary factors.

Refer to the list of Earnings Codes that will be retroactively adjusted which will be provided under separate cover.

Earnings that will not be retroactively adjusted are those earnings that are calculated automatically each pay period based on a fixed amount, such as intermittent inconvenience pay (IIP) and overtime meals (OMA).

Earnings that are reported using an override code, such as Regular Salary Override(RGO) and Overtime Override (OTO), will not be retroactively adjusted.

Earnings that are reported as a flat amount, such as Adjustment (ADJ) or FEE, will not be retroactively adjusted.

The agency must submit adjustments when the following conditions exist in the employee’s record. Refer to Agency Procedures: Reporting Adjustments in the Time Entry Panel later in this bulletin for instructions.

Additional Pay Earnings:

If the earnings code Overpayment (OVP) was used to reduce wages overpaid between 10/1/99 and period 7L for Institution and 8L for Administration, the agency must review the automatic retroactive adjustment to determine if the adjustment is correct.
If the earnings codes Adjust Location Pay (ALP), Adjust Inconvenience Pay Full (AIF), or Adjust Inconvenience Pay Partial (AIP) were previously reported when an employee was retroactively Hired, Rehired, or Returned from Leave with no pay, the agency must submit the adjustment of earnings for these codes.
If the earnings codes Adjust Location Pay (ALP), Adjust Inconvenience Pay Full (AIF), or Adjust Inconvenience Pay Part (AIP) were previously reported because Location Pay or Inconvenience Pay was started or ended mid pay period, the agency must submit the adjustment of earnings. The system will automatically adjust LOC, IPP, and IPF in full pay periods.

Time Entry Earnings:

The following earnings codes will NOT be adjusted automatically. Agencies must calculate adjustments for the following:

Override earnings codes: Regular Salary Override (RGO), Lump Sum Payment Override (LSI), Holiday Pay Override (HPL), Salary Lump Sum Payment Override (SLO), Overtime Override(OTO), Lost Time Override (LTO), Hospital Duty Override (HDP), Hospital Duty Overtime Override (HDV)
Earnings codes reported as a flat amount: Extra Service Amount (ES2), Adjustment (ADJ), Out of Title Overtime (OTT)
Earnings code Fee (FEE) or Fee Retirement Credit (FRC) ; Adjust only for employees budgeted as per diem, but paid as FEE.

The following earnings codes will NOT be adjusted automatically. Therefore, agencies must NOT submit adjustments until new codes are established and instructions are provided in a forthcoming payroll bulletin.

Hazardous Duty Pay, Overtime Meal Allowance, Intermittent Inconvenience Pay, Safety Differential: HZ1, HZ2, IIP, IP1, IP2, OIS, SDS, SDO, OMA, OMJ, OMI,
The Standby rates for the earnings codes SBC, SOC, RCL will not be increased at this time, however, earnings paid using these codes will be adjusted automatically due to the increased salary. The increase resulting from the increased Standby rate must be submitted when future instructions are provided.

Negative Retroactive Adjustments

Retroactive adjustments will be calculated based on the employee’s status since the effective date of the salary and additional pay increases.

If an employee had a retroactive action reported on the Job Data panel or the Additional Pay panel since the effective date of the increases, which resulted in an overpayment that was not recovered automatically by the system, the system will again attempt to try to recover the overpayment, when the raise is processed in period 7L Institution and period 8L Administration. In many cases, the agency has already recovered the overpayment using the Earnings Code OVP or by returning the check to OSC. Therefore, OSC will again disable the automatic retroactive negative adjustment for these employees.

To assist the agency in determining if the retroactive adjustment paid to these employees is correct, OSC will provide the agencies with two listings after the raise is processed which will identify employees who have had a negative retroactive adjustment calculated by the system that was not automatically processed. 

The first listing will identify employees and their negative earnings, by pay period, that were calculated before the raise is applied in period 7L for Institution and 8L for Administration.
The second listing will identify employees and their negative earnings, by pay period, that were calculated after the salary and additional pay increases were processed.

Employees appearing on these listings will receive retroactive adjustments for all periods in which positive amounts are calculated by the system.

If the employee is no longer overpaid, the employee may be due an additional adjustment for the period in which a negative adjustment was calculated by the system.

The agency should compare the listings to determine if an additional adjustment of earnings is required. Generally, the difference between the amounts identified on the 2 listings is the amount that the employee may be due as an additional adjustment or the amount by which the original overpayment may be reduced.

Miscellaneous
AC230's:
Agencies must review the retroactive adjustments for all employees who had a check returned or exchanged on an AC230. In most cases, AC230's are not considered when automatic retroactive adjustments are calculated.

RGS submitted as a negative amount:
Agencies must review the retroactive adjustment when the earnings code RGS was previously reported with a negative amount.

RGS reported using partial days:
Agencies must review the retroactive adjustment when the earnings code RGS was previously reported for partial day earnings. For RGS earnings, the system calculates the retroactive adjustment based on full days only.

Miscellaneous Time Entry earnings, such as overtime, that are adjusted automatically:
If the earnings dates reported in a single pay period overlap the effective date of a salary or additional pay increase, the retroactive adjustment for those earnings in that pay period will be calculated using the increased salary for all hours and/or days reported.

Employees who moved from a Current to Lag payroll:
The current agency must review the retroactive adjustment to determine if it was correct.

Employees who had a change in Pay Basis Code from HRY to ANN or ANN to HRY:
The agency must review the retroactive adjustment to determine if it was correct.

Employees who have received earnings on an AC39 (Typewritten Payroll) prepared by OSC:
Agencies must submit an adjustment for all earnings paid on the typewritten payroll.
 

Agency Procedure: Reporting Adjustments in the Time Entry Panel OSC has established a new earnings code to be used on the Time Entry panel to report all retroactive changes due to the implementation of the salary and additional pay increases.

EARNINGS CODE - AJR - Adjust Raise

Earns Begin Date - first date to be adjusted
Earns End Date - last date to be adjusted
Amount - total adjustment amount (may be negative, if recovering overpayment)
Comments - enter explanation of adjustment

Payroll Register and Employee’s
Check Advice

All retroactive adjustments will be displayed on the Payroll Register and the employee’s check or direct deposit advice. Since the check or advice can only accommodate up to 13 earnings codes, the employee’s remaining earnings will be combined and "Other" will be displayed, along with the combined total amount.
Raise Calculation Examples We have attached two examples of the calculation methodology for the new base salaries and retroactive adjustments. These examples are for agency payroll/personnel officer use only. (See pages 13 and 14)
Questions Questions regarding general salary increases may be directed to the Salary Determination mailbox.

Questions regarding Position Management may be directed to the Position Management mailbox.

All other questions may be directed to the Payroll Audit mailbox.

Attachments