Date: December 1, 2000
Bulletin No. 217
|Subject||October 1, 1999, April 1, 2000, and October 1, 2000 Salary and other Increases for Employees Represented by NYSCOPBA|
|Purpose||To inform agencies of OSC’s automatic processing and provide instructions for processing adjustments and changes|
|Affected Employees||Employees in the Security Services Unit, Bargaining Unit 01|
Institution cycle paychecks dated
Administration cycle paychecks dated 12/20/00
|Chapter 72 of the Laws of 2000, which implements the agreement between the State and NYSCOPBA, provides for the following general salary increases and other payments described below.|
October 1, 1999 General Salary
3% salary increase, rounded to the nearest dollar, for employees in graded and NS (SG 600) positions, trainees (SG 800) and hourly employees
Payable 09/30/99 (Administration) and 10/07/99 (Institution)
INCREASE for FEE basis employees, except for employees budgeted as per
diem, but paid as FEE.
Area Captain of LISPRC Lifeguards
NO INCREASE for employees in the following titles in agencies 49059, 49220, 49400, 49330 and 49200 per Division of the Budget:
Assistant Chief Lifeguard
10/01/99 salary schedule reflecting the 3% raise (Attachment A)
Premium Overtime Pay
Automatic Update of Rows on Job Data and Additional Pay Panels
After payroll processing for pay period 17L (Institution) and 18L (Administration) are 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 Bargaining Unit 01.
If an employee’s annual salary is identical to the hiring rate 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 of CFS (Cor FY Sal) with effective dates of 09/30/99 and/or 03/30/00 (Administration) or 10/07/99 and/or 04/06/00 (Institution) for active employees and employees on a Workers’ Compensation Leave (Reason of WDL, WSP or WPS).
OSC will insert a row in the Job Data panel to reflect the 20 year longevity increase for eligible employees in Bargaining Unit 01. The row will be inserted using the Action of PAY (Pay Rate Change) and the Reason of CSL (Cor Sal) with the effective date of 9/28/00 (Administration) or 10/5/00 (Institution).
All rows in the Job Data panel that
are subsequent to the October 1999, April 2000 and, if applicable, October
2000 increases, including leaves and terminations, will be updated
automatically, provided the employee remained in Bargaining Unit 01, by
inserting additional rows with the action of PAY (Pay Rate Change, Reason of
CSL (Cor Sal) and the new salary.
Inconvenience Pay Full
OSC will automatically increase
eligible employees’ Inconvenience Pay (IPF) on the Additional Pay panel
from $400 to $500, effective 03/25/99 (Institution) and 04/01/99
OSC will automatically increase eligible employees’ Partial Inconvenience Pay (IPP) on the Additional Pay panel, effective 03/25/99 (Institution) and 04/01/99 (Administration). The IPP increase will be based on the following amounts:
The effective date of the PS1 increase for an employee who received the Bonus will be the same as the employee’s Bonus OT Effective Date on the Additional Pay panel.
The effective date of all other PS1
increases will be based on the date the employee became eligible to receive
a Salary increase, Security Enforcement Differential, Location Pay increase,
and Inconvenience Pay increase.
For eligible employees in the title Forest Ranger II, the agency
must increase Premium Overtime Pay
by inserting a row on the Additional Pay panel using the earn code Premium
Overtime Pay (PRO). The increase is effective 10/27/00 (payable 10/26/00)
and the payment equals 18% of the employee’s base annual salary (not
including additional salary factors).
If an increase is due, the agency
must insert a row on the Additional Pay panel, using the earn code PS1, to
reflect the appropriate amount of Pre-Shift Briefing pay. If a row cannot be
inserted on the Additional Pay panel, the agency must request a Data Change/Cor
Hist on the Job Action Request panel to notify OSC of the increased amount(s)
and the corresponding effective
|Reporting Overtime Meals, Intermittent Inconvenience Pay, and Standby Pay in the Time Entry Panel||
The overtime meal allowance has been increased to $5.00 effective 3/30/00 (Administration) and 4/6/00 (Institution). To affect this increase, the agency must begin using the earn code OMO on the Time Entry panel to report all overtime meals, regardless of whether the overtime hours are being reported in the current pay period or were reported in a previous period.
Intermittent Inconvenience Pay
The rates for intermittent
inconvenience pay have been increased effective 3/29/99 (Institution) and
4/1/99 (Administration). To affect this change, the agency must begin using
the following earn codes on the Time Entry panel:
Intermittent Inconvenience Pay 8 Days
Intermittent Inconvenience Pay 6 Days
Intermittent Inconvenience Pay with Overtime
Effective 10/26/00, the agency must enter the earn code SBC (Standby Classified) in the Time Entry panel to report Standby for eligible employees in SUNY and the Office of Parks, Recreation, and Historic Preservation.
When an agency is reporting both overtime and standby in the same period, the agency must also enter the earn code SOC (Standby Overtime Classified) in the Time Entry panel, in additional to the earn codes SBC and OTA.
For overtime worked since 10/26/00 that has already been reported, the agency must enter the earn code SOO (standby Overtime Override) on the Time Entry panel and calculate the amount of standby due for the overtime previously paid. The reason for using this override code is that the earn code SOC cannot be entered in the Time Entry panel without the earn code OTA.
Automatic Retroactive Processing
OSC will automatically calculate
retroactive payments resulting from the October 1999, April 2000 and, if
applicable, the October 2000 salary increases and the increases in
Inconvenience Pay (full or part), Location Pay, Pre-Shift Briefing Pay, and
the Security Enforcement Differential. Automatic retroactive payments will
be processed for certain earnings (e.g. overtime, holiday pay) previously
reported on the Time Entry panel.
A listing of all the earnings codes
that will be automatically adjusted and their respective retroactive earn
codes is attached
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 Workers’ Compensation Supplemental Payments||
OSC will calculate retroactive
adjustments for employees who received a supplemental payment while on the
Workers’ Compensation Award and Supplement Program or the PEF Medical
Note: This relates to employees in Bargaining Unit 01 who sustained a work-related injury while serving in another Bargaining Unit.
The Workers’ Compensation Unit will enter the adjustment on the Time Entry panel using the earn code Adjust Raise (AJR).
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
Mass Additional Pay Report (NHRP703):
This report will identify all
employees receiving an automatic increase for Inconvenience Pay Full (IPF),
Inconvenience Pay Part (IPP), Location Pay (LOC) Security Enforcement
Differential (SED) or Pre Shift Briefing (PS1). Fields on this report
include Emplid, Employee Record #, Employee Name, Earn Code, Grade, Sal
Plan, Barg Unit and Additional Pay Amount.
This report will identify all employees who received the automatic general salary increases. The report will identify the employee’s last salary in bargaining unit 01 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. The report will identify the employee’s last salary in bargaining unit 01 that was automatically increased. Other 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 displaying one of the following
Salary Increases Not Processed Automatically
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 identified on
the report with one of the two messages identified below. Pay changes are
also required for all rows on the employee’s Job Data panel that are
subsequent to the effective dates of the general salary increases.
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.
Retroactive adjustments will be
calculated automatically based on the increased salaries and additional pay
amounts for Location Pay, Inconvenience Pay, Security Enforcement
Differential, and Pre-Shift Briefing Pay.
Miscellaneous earn codes, such as Overtime (OTA) and Holiday Pay (HPA), will also 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 Attachment D for a list of
Earn Codes that will be retroactively adjusted.
the earn codes Adjust Location Pay (ALP), Adjust Inconvenience Pay Full (AIF),
Adjust Inconvenience Pay Part (AIP), or Adjust Pre-Shift Briefing (AP1) were
previously reported because Location Pay, Inconvenience Pay, or Pre-Shift
Briefing Pay was started or ended mid pay period, the agency must submit a
retroactive adjustment for these earnings. The payroll system will
automatically adjust LOC, IPP, IPF, and PS1 in full pay periods.
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 try to recover the overpayment when the raise is processed in period 17L (Institution) or 18L (Administration). In many cases, the agency has already recovered the overpayment using the Earn Code OVP or by returning the check to OSC. To prevent the payroll system from attempting to recover the overpayment automatically, 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 was 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.
first listing will identify employees and their negative earnings, by pay
period, that were calculated before the raise is applied in period
17L ( Institution) and 18L (Administration).
The agency must review the
retroactive adjustment to determine if it was correct.
Agencies must submit an adjustment
for all earnings paid on the typewritten payroll.
|Reporting Raise Adjustments in the Time Entry Panel||
The agency must use the following earn
code on the Time Entry panel to report all retroactive changes due to the
implementation of the salary and additional pay increases.
EARN CODE - AJR - Adjust Raise
Register and Employee’s
|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.|
Questions regarding general salary increases may be directed to the Salary Determination mailbox.
Questions regarding retroactive adjustments may be directed to the Payroll Audit mailbox.
Questions regarding Position Management may be directed to the Position Management mailbox.
A-Salary Schedule (Effective October, 1999)
Attachment B-Salary Schedule (Effective April, 2000)
Attachment C-Salary Schedule (Effective October, 2000)
Attachment D-Automatically Adjusted Earn Codes