Paychecks dated December 6, 2000 Administration agencies

The automatic Lump Sum will be calculated as follows:

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 work performed during the pay period ending 4/5/00 (check dated 4/20/2000) for the Institution payroll or 4/12/00 (check dated 4/26/2000) 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 3/29/00 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 3/29/00 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:

NOTE: For hourly and part-time employees, the earn codes RGS, RGH, OTB, LT1, LT3, 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.

The following listing will be mailed to agencies after the payments are processed for pay period 16L for Institution payrolls and pay period 17L for Administration payrolls.

Listing of Employees Who Were on a Leave of Absence Without Pay on March 31, 2000 and May Not Have Received an Automatic Payment

Note: Some employees appearing on this listing are active in one Empl Record # and on a leave of absence without pay in another Empl Record # and therefore, may have received an automatic Lump Sum in the active Empl Record #.

For employees appearing on this listing who did not receive an automatic payment in another Empl Record #, the agency must submit the payment when the employee returns to the payroll, provided the employee returns within the fiscal year 2000-2001 and otherwise meets 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.

Calculating the Bonus Lump Sum

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 presented above to determine the pro-rated amount.

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

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

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 presented above to determine the Bonus amount.

Hourly employees who were actively employed 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 presented above to determine the Lump Sum amount.

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 before they retired under the Retirement Incentive Program, the Lump Sum amount is $500.

For eligible employees who were part-time 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 presented above.

Employees who were active full-time salaried employees on 3/31/2000 who did not receive the automatic Lump Sum 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.

This report, which will identify all employees receiving the automatic Lump Sum 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.

The Bonus payment for hourly and exception hourly employees appearing on the NHRP703 report was calculated automatically using an 8 hour day as described earlier in this bulletin. The agency must identify hourly employees who received less than a $500 Lump Sum payment and normally work a 7 ½ hour day, (or a portion of a 7 ½ hour day) to determine if the pro-rated Lump Sum amount was correct.

To determine the appropriate number of service days, refer to the calculation for hourly and exception hourly employees described earlier in this bulletin under OSC Actions: Calculating the Automatic Lump Sum, but divide the total service hours by 7.5 instead of 8. Use the service chart presented above to determine the appropriate Lump Sum amount.

To end overtime eligibility, enter the following information on the Additional Pay panel:

NOTE: For eligible employees who have since moved into an ineligible bargaining unit, OSC will insert rows on the Additional Pay panel to end the overtime eligibility.

Example 2: If an Institution cycle employee was in a NYSCOPBA position effective 3/31/00 and was eligible for the Lump Sum and moved to an M/C position effective 7/13/00, overtime eligibility commences effective 11/2/2000 and ends 10/31/2001.

OSC Action:

For employees who earned the payment in a CSEA, M/C, PEF, DC-37, or Council 82 position and had their overtime eligibility stopped because they moved into a NYSCOPBA position, OSC will restart the overtime eligibility on the Additional Pay Panel using the employee’s original Lump Sum OT Effective Date and Earn End Date.

OSC will correct the Additional Pay panel and the Bonus payment will be adjusted accordingly.

To include the applicable lump sum payment in the overtime calculation for hourly employees who were paid a Lump Sum, 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.