NYS Comptroller Seal  

Bureau of State Payroll Services

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
Effective Dates Institution cycle paychecks dated 12/14/00
Administration cycle paychecks dated 12/20/00
Background

 

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.
Contract Provisions and
Eligibility Criteria

 

October 1, 1999 General Salary Increase

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)

NO INCREASE for FEE basis employees, except for employees budgeted as per diem, but paid as FEE.

NO INCREASE for employees in the following titles per Division of the Budget:

Area Captain of LISPRC Lifeguards
Field Captain of LISPRC Lifeguards
Field Lieutenant of LISPRC Lifeguards
Supervising Lifeguard (LISPRC)
Lifeguard 2 (LISPRC)

NO INCREASE for employees in the following titles in agencies 49059, 49220, 49400, 49330 and 49200 per Division of the Budget:

Assistant Chief Lifeguard
Chief Lifeguard
Lifeguard

Revised 10/01/99 salary schedule reflecting the 3% raise (Attachment A)

April 1, 2000 General Salary Increase

3% salary increase, rounded to the nearest dollar, for employees in graded and NS (SG 600) positions, trainees (SG 800) and hourly employees.

Payable 03/30/00 (Administration) and 04/06/00 (Institution)

Revised 04/01/00 salary schedules reflecting the 3% raise (Attachment B)

October 1, 2000 Revised Salary Schedule

Graded employees who have received the 20 year longevity payment will have their current salary increased by $1,000, but not to exceed the 20 year longevity step on the October 1, 2000 salary schedule (Attachment C).

Payable 09/28/00 (Administration) and 10/05/00 (Institution)

Inconvenience Pay

The legislation provides an increase to $500 annually, effective 04/01/99, payable 04/01/99 (Administration) and 03/25/99 (Institution).

Location Pay

The legislation provides an increase from $823 to $1,000 annually, effective 04/01/00, payable 03/30/00 (Administration) and 04/06/00 (Institution) for employees in NYC, Rockland, Westchester, Nassau and Suffolk Counties.

Monroe County remains at $203 annually for eligible employees.

Overtime Meal Allowance

The legislation provides for an increase in the overtime meal allowance to $5.00 per meal for overtime eligible employees effective 03/30/00 (Administration) and 04/06/00 (Institution).

Standby/Oncall

The legislation provides for the establishment of Standby/Oncall pay of 20% of the employee’s daily rate of compensation, effective 10/27/00, payable 10/26/00 for eligible employees in SUNY and the Office of Parks, Recreation and Historic Preservation.

Security Enforcement Differential

The legislation establishes a new additional salary factor - - a $500 Security Enforcement Differential - - for full-time, annual-salaried employees, effective 01/01/00, payable 01/06/00 (Administration) and 12/30/99 (Institution). The Security Enforcement Differential amount is included in the calculation of Pre-Shift Briefing Pay.

Premium Overtime Pay

The legislation provides for an increase in Premium Overtime Pay to 18% of base annual salary (not including additional salary factors), effective 10/27/00, payable 10/26/00, for employees in the title Forest Ranger II.

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

 

Salary Increases

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.

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 Bargaining Unit 01. 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 Bargaining Unit 01.

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 (Administration).

Inconvenience Pay Partial

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:

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 $1,000, effective 03/30/00 (Administration) and 04/06/00 (Institution).

Security Enforcement Differential

OSC will automatically insert a row on the Additional Pay panel for eligible employees using the earn code SED. The amount inserted will be $500.00 and the effective date will be 12/30/99 (Institution), 01/06/00 (Administration), or the date the employee became eligible for the earnings. The earn code SED will also be ended if the employee subsequently became ineligible to receive the earnings.

Pre-shift Briefing

OSC will automatically update existing Pre-Shift Briefing (PS1) rows and/or insert rows on the Additional Pay panel using the earn code PS1 to reflect Pre-Shift Briefing increases that resulted from the Bonus, Security Enforcement Differential, salary increases, and the increases in Inconvenience and Location Pay.

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.

PS1 will not be increased for any row on the Additional Pay panel that reflects the minimum rate of $48.00.

Premium Overtime Pay

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).

Pre-Shift Briefing Pay

Since Pre-Shift Briefing pay was not increased automatically if the employee was receiving the minimum of $48.00, the agency must determine if the $48.00 amount should be increased.

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
date(s).

Reporting Overtime Meals, Intermittent Inconvenience Pay, and Standby Pay in the Time Entry Panel Overtime Meals

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 10 Days

Earn Code New Rate
IIP $1.91

Intermittent Inconvenience Pay 8 Days

Earn Code New Rate
IP1 $2.39

Intermittent Inconvenience Pay 6 Days

Earn Code New Rate
IP2 $3.19

Intermittent Inconvenience Pay with Overtime

Earn Code New Rate
OIS $.37

Standby Pay

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.

Background:
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
(Attachment D).

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 Evaluation Program.

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).

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), 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.

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 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 messages:

- Salary Below Minimum
- Position and Job do not match

Agency Responsibility:
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.
Agency Responsibility:

Retroactive Processing

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.

Earnings that will not be retroactively adjusted are those that were calculated automatically each pay period based on a fixed amount, such as Intermittent Inconvenience Pay (IIP).

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 Raise Adjustments in the Time Entry Panel later in this bulletin for instructions.

Additional Pay Earnings:

If the earn code Overpayment (OVP) was used to reduce wages overpaid between 10/1/99 and period 17L (Institution) and 18L (Administration), the agency must review the automatic retroactive adjustment to determine if the adjustment is correct.

If the earn codes Adjust Location Pay (ALP), Adjust Inconvenience Pay Full (AIF), Adjust Inconvenience Pay Partial (AIP), or Adjust Pre-Shift Briefing (AP1) were previously reported when an employee was retroactively Hired, Rehired, or Returned from Leave with no pay, the agency must submit a retroactive adjustment for these earnings.

If 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.

Time Entry Earnings:

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

Override earn codes: Regular Salary Override (RGO), Lump Sum Payment Override (LSI), Holiday Pay Override (HPL), Overtime Override(OTO), Lost Time Override (LTO), Inconvenience Pay Override (IPO), Payback LSP Override (PLO).

Earn codes reported using a flat amount: Extra Service Amount (ES2), Adjustment (ADJ), Out of Title Overtime (OTT), Adjust Meal Allowance (AMA).

Earn code Fee (FEE), or Fee Retirement Credit (FRC). Adjust only for employees budgeted as per diem, but paid as FEE.

Earn code Adjust Pre-Shift Briefing (APB): The agency must submit a positive retroactive adjustment for positive APB earnings previously reported since the effective date of a pre-shift briefing increase, and a negative adjustment for negative earnings previously reported in the Time Entry panel to reduce the PS1 earnings processed on the Additional Pay panel.

Earn Codes calculated by the system based on a flat amount: Overtime Meal Allowance (OMA, OMJ) and Intermittent Inconvenience Pay (IIP, IP1, IP2, OIS, IPO).

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.

The 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 second listing will identify employees and their negative earnings, by pay period, that were calculated after the salary and additional pay increases are 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 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. Agencies must review the automatic retroactive adjustment when earnings were previously submitted and the dates overlap the effective date of a salary increase.

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.

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
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.
Questions

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.

Attachment 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