NYS Comptroller Seal  

Bureau of State Payroll Services

Date: March 30, 2001

 Bulletin No. 245  


Subject April 1, 2001 General Salary Increase, Performance Advances, Longevity Payments and Other Increases for Employees represented by NYSCOPBA (BU01) and Council 82 (BU61)
Purpose To explain OSC’s automatic processing and provide agencies with instructions for payments not processed automatically
Affected Employees Employees in the Security Services Unit (BU01) and Security Supervisors Unit  (BU61) who meet the eligibility criteria
Effective Dates

Administration cycle paychecks dated 04/25/01
Institution cycle paychecks dated 05/03/01

Background Chapters 72 and 73 of the Laws of 2000, which implement  agreements between the State and NYSCOPBA and the State Council 82, respectively, provide for the general salary increases and other payments described below.
Contract Provisions and Eligibility Criteria April 1, 2001 General Salary Increase
3.5% salary increase, rounded to the nearest dollar, for employees in graded and NS (SG 600) positions, trainees (SG 800) and hourly employees.
Payable 03/29/01 (Administration) and 04/05/01 (Institution).
NO INCREASE for FEE basis employees, except for employees budgeted as per diem, but paid as FEE.
Revised 04/01/01 salary schedules reflecting the 3.5% raise are attached.

April 1, 2001 Performance Advances
A NYSCOPBA or Council 82 represented employee in a graded position, whose base annual salary is below the job rate of his/her grade and who  has 100 days of service in fiscal year 2000-2001, is eligible for April 1, 2001 performance advance, payable 03/29/01 (Administration), and 04/05/01 (Institution).

Longevity Payments
NYSCOPBA or Council 82 represented employees are eligible for a longevity payment after completion of 10, 15, or 20 years of continuous service in the Security Services/Supervisors Unit.  Longevity payments are payable at the beginning of the payroll period following completion of qualifying service.

Location Pay
The legislation provides an increase from $1,000 to $1,100 annually, effective 04/01/01, payable 03/29/01 (Administration) and 04/05/01 (Institution) for employees in NYC, Rockland, Westchester, Nassau and Suffolk Counties.
Monroe County remains at $203 annually for eligible employees.

Security Enforcement Differential
The legislation provides an increase from $500 to $550 annually for full-time, annual-salaried employees effective 04/01/01, payable 03/29/01 (Administration) and 04/05/01 (Institution).
The Security Enforcement Differential is included in the calculation of Pre-Shift Briefing pay.

OSC Actions:
Automatic Update of Rows on Job Data

After the audit for pay period 1L/2C is completed, OSC will process automatic Performance Advances and Salary Increases for eligible salaried and hourly employees who are Active or on a Paid Leave of Absence on 03/29/01 (Administration) and 04/05/01 (Institution).

Rows entered by an agency directly on Job Data (e.g.: PLA, DTA, TER, etc) with an effective date after 3/29/01 (Administration) and 4/5/01 (Institution) will be manually updated by OSC to reflect the increased salary.  Exception: If the employee was on a leave without pay on the effective date of the increase and is returned from leave after 3/29/01 (Administration) and 4/5/01 (Institution), the Return from Leave or the Return from Disability row will not be updated by OSC.  The agency must submit the appropriate Pay Change on the Job Action Request panel to reflect the increased salary. 

Performance Advance (Increment code 0010-0019)

Effective 3/29/01 (Administration) and 4/5/01 (Institution), for employees who are entitled to an increment based on the 4/1/00 Salary Schedule:

OSC will automatically insert a row in the employee’s Job Data panel effective 3/29/01 (Administration) and 4/5/01 (Institution) to reflect the performance advance using the Action of Pay Rt Chg (Pay Rate Change) and the Reason of PAV (Performance Advance).

Performance Advance  (Increment code 0040-0049, 0050-0059, 0008)

Effective 3/29/01 (Administration) and 4/5/01 (Institution), for employees who are entitled to a performance advance based on their FIS salary:

OSC will automatically insert a row in the employee’s Job    Data panel effective 3/29/01 (Administration) and 4/5/01 (Institution) to reflect the FIS salary amount on the Job Data 3 panel using the Action of Pay Rt Chg (Pay Rate Change) and Reason of PAV (Performance Advance).

Salary Increase 3 ½%
Effective 3/29/01 (Administration) and 4/5/01 (Institution), for employees who are Active or on a Paid Leave of Absence:

OSC will automatically insert a row in the employee’s Job Data panel effective 3/29/01 (Administration) and 4/5/01 (Institution) to reflect a 3 ½% salary increase, rounded to the nearest dollar for salaried employees and rounded to the nearest cent for hourly employees using the Action of Pay Rt Chg (Pay Rate Change and Reason of SAC (Mass Salary Increase). If an employee’s annual salary is identical to any rate on the 4/1/00 salary schedule, the employee’s salary will be automatically increased to the corresponding rate on the 4/1/01 schedule.

Longevity Payments
There will be no automatic updates for longevity pay. These payments will continue to be paid manually by the agency using the beginning date of the pay period they are due.

Automatic Additional Pay Increases

All automatic Additional Pay increases will be made for eligible employees who are Active or on a Paid Leave of Absence:

Location Pay
OSC will automatically insert a row on the Additional Pay panel for eligible employees effective 3/29/01 (Administration) and 4/5/01 (Institution) using the earn code LOC (Location Pay).  The earnings amount will be increased to $1100.  This row will be added only for employees who are currently receiving $1000 Location Pay.

Security Enforcement Differential
OSC will automatically insert a row on the Additional Pay panel for eligible employees effective 3/29/01 (Administration) and 4/5/01 (Institution) to increase the Security Enforcement Differential amount to $550 for all employees currently receiving $500, using the earn code SED (Security Enforcement Differential).

Pre-Shift Briefing
OSC will automatically insert a row on the Additional Pay panel using the earn code PS1 for eligible employees effective 3/29/01 (Administration) or 4/5/01 (Institution). All existing rows on the Additional Pay panel for the earn code PS1 that are subsequent to 3/29/01 (Administration) or 4/5/01 (Institution) will also be automatically updated, if necessary to reflect the increases in salary, location pay, and security enforcement differential.

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

Reveal Reports

The following Reveal Reports will be available for agency review after the automatic payments have been made. All reports will be sorted by agency code, then by employee name in alphabetical order. 

Mass Salary Payment/Mass Increment Payment Report (NHRP704)

Two generations of this report will be run.  The first report will identify all employees who received an automatic performance advance. The second report will identify all employees who received an automatic salary increase. The report will identify the employee’s increased salary.  Other fields on the report include Emplid, Employee Record #, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Action Reason and Increment Code.

Mass Increment Payment Exception Report (NHRP708)

This report will identify employees who did not receive an automatic performance advance,  Fields on the report include Emplid, Employee Record #, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, FTA Salary, FIS Amount and Increment Code. The report will identify the reason the employee’s salary was not increased by identifying one of the following messages:

·        Salary below minimum
·        Position and Job do not match
·        FIS missing
·        FIS below current
·        Increment code missing
·        Increment code invalid

Mass Additional Pay Report (NHRP703)

This report will identify all employees receiving an automatic increase for earn code LOC (Location Pay), PS1 (Pre-shift Briefing) or SED (Security Enforcement Differential). Fields on this report include Emplid, Employee Record #, Employee Name, Earn Code, Grade, Sal Plan, Bargaining Unit and Additional Pay Amount.

Agency Actions:  Reporting in Period 1

The following procedures must be used by the agency when reporting transactions in pay period 1:

1.  For Pay Changes, Position Changes, and Transfers requested on the Job Action Request or Transfer Request panel, and the effective date of the Action is on or before 3/29/01 (Administration) or 4/5/01 (Institution):

  • The agency must NOT include the performance advance or the 3½ % increase in the salary rate reported in the Pay Rate field.
  • The agency must report the April 2000 increment code.
  • For eligible employees, OSC will automatically apply the performance advance based on the increment code reported, effective 3/29/01 (Administration) or 4/5/01 (Institution).
  • OSC will automatically apply the 3½ % increase effective 3/29/01(Administration) or 4/5/01 (Institution).

2.  For Pay Changes, Position Changes, and Transfers requested on the Job Action Request or Transfer Request panel, and the effective date of the Action is after 3/29/01 (Administration) or 4/5/01 (Institution):

  • The agency must include, if applicable, the performance advance or longevity payment and the 3½ % increase in the salary reported in the Pay Rate field. 
  • The agency must report the projected increment code for 2001.

3.  For employees rated Unsatisfactory who are NOT due an automatic performance advance in pay period 1, the agency must request the Action of Data Chg on the Job Action Request panel, using the Reason of USP (Unsat Perf) and the increment code 003X.

4.  For NS employees that are equated to grades who are eligible for a performance advance, effective 3/29/01 (Administration) and 4/5/01 (Institution), the agency must select Pay Change on the Job Action Request panel, using the Reason code PAV (Performance Advance).  The agency must NOT include the 3 ½% salary increase in the salary reported in the Pay Rate field.  The system will automatically apply the 3½ %  increase to the new salary.

5.  For NS employees that are equated to grades who are eligible for a longevity payment, effective 3/29/01 (Administration) and 4/5/01 (Institution), the agency must select Pay Change on the Job Action Request panel, using the Reason code LGP (Longevity Payment).  The agency must not include the 3½% salary increase, since the system will apply the increase automatically.

6. For employees who are on a leave without pay on the effective date of the increase and who are returned from leave after 3/29/01 (Administration) and 4/5/01 (Institution), the agency must submit the appropriate Pay Change on the Job Action Request panel, effective the date of the return.  The Reason of CFS (Cor Fy Sal) must be used.

7.  Location Pay:

If the agency adds the earn code LOC to the Additional Pay panel, and the effective date is prior to 3/29/01 (Administration) and 4/5/01 (Institution), the location amount must be entered as $1000.00.

Effective 3/29/01 (Administration) and 4/5/01 (Institution), OSC will automatically insert a row on the Additional Pay panel to increase the amount of the Location Pay to $1100.00.

If the agency adds the earn code LOC to the Additional Pay panel and the effective date is on or after 3/29/01 (Administration) or 4/5/01 (Institution), the agency must enter the amount of the Location Pay as $1100.00

8.Pre-shift Briefing Pay and Security Enforcement Differential

If the agency adds the earn code PS1 and SED to the Additional Pay panel and the effective date is prior to 3/29/01 (Administration) and 4/5/01 (Institution), the system will automatically insert a new row, effective 3/29/01 (Administration) and 4/5/01 (Institution), to reflect the increased earnings for pre-shift briefing, provided the employee’s current earnings for PS1 is not receiving $48.00 and the $550.00 security enforcement differential.

If the agency adds the earn code PS1 to the Additional Pay panel and the effective date of the earnings is on or after 3/29/01 (Administration) and 4/5/01 (Institution), the agency may enter the increased rates, however, the rates will be recalculated by the system after raise processing is completed.  If the system calculated rate is other than the rate entered by the agency, the system will update the existing row with the recalculated rate.

If the agency adds the earn code SED to the Additional Pay panel and the effective date of the earnings is on or after 3/29/01 (Administration) and 4/5/01 (Institution), the agency must enter $550.00 in the Earnings field.

Agency Procedures:  Reporting Earnings in Time Entry

To report miscellaneous earnings (e.g.: overtime), it is necessary to enter multiple rows in the Time Entry panel if the earnings dates being reported overlap the effective date of the salary increase. 

The first row must be inserted with the inclusive dates prior to the effective date of the salary change.  The second row must be inserted with the inclusive dates equal to, and after the effective date of the salary change.

Agency Responsibility: Reporting in Period 2L/3C

For employees identified on the Mass Salary Increase Exception Report (NHRP709):

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 be required, in addition to a Pay Change(s). For Pay Changes effective 3/29/01 (Administration) and 4/5/01 (Institution), the Reason of CFS (Cor Fy Sal) must be used.

Position 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 Change(s) on the Job Action Request panel. For Pay Changes effective 3/29/01 (Administration) and 4/5/01 (Institution), the Reason of CFS (Cor Fy Sal) must be used.

For employees identified on the Mass Increment Payment Exception Report  (NHRP708):

Agencies must submit Pay Changes, if applicable, on the Job Action Request panel for employees having any of the following messages identified on the report:

FIS missing
FIS below current
Increment code invalid
Increment code missing

For Pay Changes effective 3/29/01 (Administration) and 4/5/01 (Institution), the Reason of PAV (Perf Adv) must be used.

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, in addition to a Pay Change. 

For Pay Changes effective 3/29/01 (Administration) and 4/5/01 (Institution), the Reason of CFS (Cor Fy Sal) must be used, since the employee did not receive an automatic performance advance or salary increase.

Position 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 Change, if applicable, on the Job Action Request panel.  For Pay Changes effective 3/29/01 (Administration) and 4/5/01 (Institution), the Reason of CFS (Cor Fy Sal) must be used, since the employee did not receive an automatic performance advance or salary increase.

Performance Advance Not Processed Automatically

To process an increase for an employee who received an automatic salary increase, but didn’t receive an automatic  performance advance, and the employee is not identified on the Reveal reports identified above, the agency must submit a Pay Change on the Job Action Request panel using the Reason of PAV (Performance Advance).

Listing

A listing will be sent to agencies in pay period 2 to identify employees who will reach the 10, 15, or 20 year longevity level during the year 2001-2002. These employees will be identified by having an increment code of 00X1 (X being any number and 1 being the year in which the longevity is due).

Questions

Questions regarding this bulletin may be directed to the Salary Determination mailbox.