NYS Comptroller Seal  

Bureau of State Payroll Services

Date: October 3, 2000

 Bulletin No. 191 


Subject New Earn Codes for Overtime Meals and Intermittent Inconvenience Pay and Increased Rates for Hazardous Duty Pay, Standby Pay and Safety Incentive Differential
Purpose To inform agencies of the new earn codes and increased rates, and to provide agency instructions.
Affected Employees Employees represented by CSEA 
(BU 02,03,04,47,97), PEF(BU 05), Council 82 
(BU 61), NYSCOPBA (BU 01) and DC-37 (BU 67), and M/C employees (BU 06,18,46,52,66,96).
Effective Date Check date of 10/25/00 (Administration) and 11/02/00 (Institution). The new codes and the increased rates should be used beginning in Pay period 14L.
Background As detailed in Payroll Bulletins 176 and 183, the following payments have been increased: Overtime Meals, Inconvenience Pay, Hazardous Duty Pay, Safety Incentive Differential and Standby Pay.

The Overtime Meal Allowance was extended to overtime eligible Management Confidential employees. Employees are eligible to receive payment effective 8/31/00 (Administration) and 9/7/00 (Institution).

OSC has established new earn codes

OMO (OT Meals OT Eligible for CSEA/Council 82),
OMP (OT Meals OT Eligible for PEF/M/C)
IPO (Intermittent Inconvenience Pay Override for NYSCOPBA and Rent Regulations)

OSC has increased the rates associated with existing codes for Intermittent Inconvenience (IIP, IP1, IP2 and OIS), Safety Incentive Differential (SDS, SDO), Hazardous Duty Pay (HZ1, HZ2) and Standby Pay (SBC).

OSC/Agency Actions

 

The system will pay the new rate based on the system effective date. Agencies must submit transactions using the new codes only if the transaction date is equal to or greater than the contractual effective date to ensure the employee is paid correctly.
System Effective Date versus Contractual Effective Date The system effective date is the date that the system will recognize the new increased rate for a particular earn code.

The contractual effective date is the date the increase is effective according to the union agreements. This date is determined by pay cycle (Administration or Institution).

Overtime Meals: New Earn Codes, Increased Rates and Effective Dates Use the new earn codes to pay overtime meals based on the following information:

Overtime Meals for Overtime Eligible Employees -OMP,OMO 
Employee Earn   Code/Rate System
Effective Date
Contractual
Effective Date
PEF OMP/$5.50 08/10/00 08/10/00-Inst
08/17/00-Adm
M/C OMP/$5.50 08/10/00 08/31/00-Adm
09/07/00-Inst
CSEA, Council 82 OMO/$5.00 03/30/00 03/30/00-Adm
04/06/00-Inst
Overtime Meals with Overtime Waiver-OMI
CSEA OMI/$5.00 03/30/00 03/30/00-Adm
04/06/00-Inst

Agencies are to continue to use earn code OMB ($5.50) to pay overtime meals to OT ineligible employees in CSEA, PEF, Council 82 and M/C.

Agencies are to use OMA ($3.50) to pay OT eligible employees in CSEA and Council 82 for overtime meals prior to 3/30/00 (Institution) and 04/06/00 (Administration).

Intermittent Inconvenience Pay:
New Earn Code, Increased Rates and Effective Dates
The rates for intermittent inconvenience pay earn codes will be increased as follows:

Intermittent Inconvenience Pay 10 Days- IIP,X14,Y14,Z14
Employee Earn Code/Rate System
Effective Date
Contractual
Effective Date
CSEA, Council 82, M/C, PEF IIP/$1.91 03/25/99 03/25/99-Inst
04/01/99-Adm
SUNY (BU 08) IIP/$1.91 03/25/99 07/02/99-Adm
Non Resident X14/$1.91 03/25/99 07/02/99-Adm
Alien Y14/$1.91
Z14/$1.91
03/25/99
03/25/99
07/02/99-Adm
07/02/99-Adm
Intermittent Inconvenience Pay 8 Days-IP1
Employee Earn Code/Rate System
Effective Date
Contractual
Effective Date
CSEA, Council 82, M/C, PEF IP1/$2.39 03/25/99 03/25/99-Inst
04/01/99-Adm
SUNY (NU 08) IP1/$2.39 03/25/99 07/02/99-Adm
Intermittent Inconvenience Pay 6 Days-IP2
CSEA, Council 82 M/C, PEF IP2/$3.19 03/25/99 03/25/99-Inst
04/01/99-Adm
SUNY(NU  08) IP2/$3.19 03/25/99 07/02/99-Adm
Intermittent Inconvenience Pay with Intermittent Shift Differential-II1,II2,II3
Employee Earn Code/Rate System
Effective Date
Contractual
Effective Date
PEF
(Agency 28050,28110)
II1/$14.76
II2/$15.80
II3/$19.17
03/25/99 04/01/99-Adm

Intermittent Inconvenience Pay with Overtime-OIS
CSEA, Council 82, M/C, PEF OIS/$.37 03/25/99 03/25/99-Inst
04/01/99-Adm
SUNY (NU 08) OIS/$.37 03/25/99 07/02/99-Adm

New Earn Code for Intermittent Inconvenience Pay for DC-37 (BU 67) and NYSCOPBA (BU 01)

Use earn code IPO (Intermittent Inconvenience Pay Override) to pay employees in BU 01 or BU 67 any type of intermittent inconvenience pay. This code is effective 03/25/99 (Institution) and 04/01/99 (Administration). Agencies must calculate the total intermittent inconvenience pay earnings and enter the amount in the time entry panel.

Starting with pay period 14L, earn codes IIP (intermittent inconvenience pay 10 days), IP1 (intermittent inconvenience pay 8 days), IP2 (intermittent inconvenience pay 6 days), OIS (intermittent inconvenience with overtime), will not be available for employees in BU 01 or BU 67

Safety Incentive Differential:  Rate Increases and Effective Dates The rates for Safety Incentive Differential earn codes will be increased as follows:
Safety Differential-SDS
Employee Earn Code/Rate System
Effective
Date
Contractual
Effective Date
CSEA,PEF,
M/C
SDS/$4.00 03/30/00 03/30/00-Adm
04/06/00-Inst
Safety Differential with Overtime-SDO
Employee Earn Code/Rate System
Effective Date
Contractual
Effective Date
CSEA,PEF
M/C
SDO/$.75 03/30/00 03/30/00-Adm
04/06/00-Inst
Hazardous Duty Pay and Effective Dates The rates for Hazardous Duty Pay will be increased as follows:
Hazard Pay-HZ1
CSEA,PEF
M/C
HZI/$.50 03/30/00 03/30/00-Adm
04/06/00-Inst
Hazard Pay with Overtime-HZ2
Employee Earn Code/Rate System
Effective Date
Contractual
Effective Date
CSEA,PEF,
M/C
HZ2/$.75 03/30/00 03/30/00-Adm
04/06/00-Inst
Standby Pay and Effective Dates The Standby Pay rate will be increased as follows:
Standby Pay-SBC
Employee Earn
Code/Rate
System
Effective
Date
Contractual
Effective Date
CSEA,PEF
MC
SBC/20%
of daily rate

03/30/00
03/30/00-Adm
04/06/00-Inst
Agency Actions:
New Earn Codes

The earn codes are to be submitted through the time entry panel. Agencies are to start using the new earn codes starting in pay period 14L.

To submit earn codes OMO,OMP, enter:

Earnings Begin Date Applicable Begin Date
Earnings End Date    Applicable End Date
Earn Code  Enter applicable earn code
Hours/Units    Number of Hours

To submit IPO, enter:

Earnings Begin Date Applicable Begin Date
Earnings End Date    Applicable End Date
Earn Code  Enter IPO
Amount  Amount due with            breakdown in time entry comments
Agency Actions:
Adjustments due to Rate Increases

The system will not calculate retroactive adjustments to reflect the increased rates and agencies will need to adjust the following earn codes: intermittent inconvenience pay (IIP, IP1, IP2, OIS) hazardous duty pay (HZ1, HZ2),safety incentive differential (SDS,SDO), overtime meals (OMA),standby pay(SBC), standby overtime (SOC) and recall standby overtime(RCL).

Agencies will need to adjust these payments previously submitted for employees. The adjustment period starts from the contractual effective date through pay period 13L.

Use code AJR (Adjust Raise) in the time entry panel:

To submit AJR, enter:
Earnings Begin Date Applicable Begin Date
Earnings End Date    Applicable End Date
Earn Code  Enter AJR
Amount  Amount due with            breakdown in time entry comments

Example: A CSEA employee paid on the Administration cycle has received 20 Meal Allowances (OMA) at $3.50 per meal between May 10, 2000 and August 16, 2000. The difference between the old and new meal allowance rate is $1.50. The agency needs to calculate the number of meals previously paid times $1.50.

Submit the adjustment of $30.00 as follows:

Earnings Begin Date 05102000
Earnings End Date    08162000
Earn Code  Enter AJR
Amount  30.00

Time Entry Comments: Overtime Meals, 
20 x $1.50 = $30.00

Questions Questions regarding this bulletin may be directed to the Payroll Audit mailbox.