NYS Comptroller Seal  

Bureau of State Payroll Services

Date:  March 17, 2003

Bulletin No. 373


Subject April 2003 PS&T Longevity Lump Sum Payment (LLS)
Purpose To inform agencies of OSC's automatic processing of the LLS and to provide instructions to agencies for payments not processed automatically.
Affected Employees Longevity-eligible employees in BU 05 with an increment code of 1976 -1998
Effective Date Payment will be processed in a separate check dated April 17, 2003 (Institution), and April 23, 2003 (Administration). There will be no direct deposit for this payment
Background Chapter 74 of the Laws of 2000, which implements the negotiated agreement between the State and the Public Employees Federation (PEF), provides for a Longevity Lump Sum payment of $1,250 or $2,500.
Eligible PEF Employees Employees in graded positions (Grades 001-037) and NS (Grade 600) positions which are equated to grade, are eligible for the payment if they:

1. Are on the payroll on March 31, 2003, (active or on leave with partial pay or on Workers' Compensation leave) in a position in the PS&T Bargaining Unit and have 5 or more years or 10 or more years of continuous service at a salary equal to or above the job rate, or maximum of the grade of their position on March 31

And

2. Did not receive an "Unsatisfactory" rating during the rating period ending between January 1 and December 31, 2002. Employees who were not rated during the period will receive the payment.

Continuous service, as used in determining eligibility for the lump sum payment, is paid service (including part-time annual-salaried service and sick leave at half pay) or time on Workers' Compensation Leave or Military Leave without pay.

The following will become eligible for the LLS payment upon processing of Performance Advances in Period #1L, 2003:

An employee occupying a position that has been reallocated in recent years, whose salary was equal to or above the job rate of the lower grade, and whose salary, upon application of April 1, 2003 performance advance, reaches the job rate of the reallocated grade, is entitled to the job rate credit of the lower grade. Such an employee is increment code '0001' and OSC will automatically update the increment code to '2003'. Such an employee will not receive an automatic payment; therefore, the agency must submit a transaction in period 2L to make the payment and update the increment code. For instructions, see the section entitled "Agency Actions - Payments to Employees Not Paid Automatically" below.

The following will become eligible for the LLS payment during 2003-2004:

1. An employee who otherwise qualifies but who is on an approved leave of absence without pay or employees on the Military Stipend or on a preferred list on March 31, 2003 and who returns from such leave between April 1, 2003 and March 31, 2004, is eligible for the payment. There is no minimum service requirement following the employee's return to active payroll status.
2. Demotion after March 31, 2003 - An employee who is not eligible for the payment becomes eligible if he/she returns to a lower graded position between April 1, 2003 and March 31, 2004, in which he/she would otherwise have been eligible, if he/she had been in the lower graded position on March 31, 2003 and remains in the lower graded position for at least 6 payroll periods.

And

A.   The promotion was temporary and the employee has been reinstated to his or her previous position or appointed to another lower graded qualifying position.

Or

B.   The promotion was permanent, but the demotion occurred:
1.   in lieu of layoff;
2.   voluntarily during the probationary period; or,
3.   as a result of failure of a probationary period.

The agency should request the LLS after the completion of 6 full payroll periods in the lower grade.

An employee demoted as a result of a disciplinary action or who takes a voluntary demotion from a permanent position after the completion of a probationary period in the higher grade, is not eligible for a longevity payment in the lower grade. 

Employees who retire under provisions of the 2002 Retirement Incentive Program, but who were separated from service within 30 days prior to April 1, 2003, and who would have otherwise qualified for the payment, are eligible for the payment. These employees will not receive an automatic payment and must be on the OSC correction list to receive payment.

NOTE: Employees who retire under the Part B, 25/55 provision must be on the payroll March 31, 2003 to receive the payment.

OSC Actions - Automatic Processing OSC will automatically insert a row on the Additional Pay panel to make the payment using the Earns Code LLS. The longevity payment is $1,250 for 5 years at the job rate and $2,500 for 10 years at job rate or a pro-rated amount, as described below:

1.   Employees who are full-time on March 31, 2003 or full-time employees who are on leave with partial pay or Workers' Compensation Leave, or employees on a Voluntary Reduction in Work Schedule (VRWS), receive the full payment.

NOTE: For employees under the Voluntary Reduction Program, the Agency must verify that the Full/Part Time Indicator on Job Data 2 is "Voluntary".
2.   Employees who are part-time on March 31, 2003 receive a pro-rated payment based upon their part-time percentage on March 31.
3.   Part-time employees who are on leave with partial pay or Worker's Compensation Leave on March 31, 2003 receive a pro-rated payment based upon their regular part-time percentage prior to the leave.

The LLS is a one-time, lump sum payment which is included as salary for retirement purposes and in the calculation of overtime compensation (refer to "OVERTIME COMPENSATION), Part III, Page 1 of the OSC Salary Manual). The 2003 longevity payment will be included in the calculation of overtime earned from April 1, 2003 through March 31, 2004 for all agencies.

The Additional Pay Panel will be populated for eligible employees with the following:

Earnings Code LLS
EFFECTIVE DATE ENTER ELIGIBILITY DATE*
OT Effective Date Same as effective date
Annual Additional Earnings Payment Amount
Earn End Date 03312004
Agency Actions - Payments to Employees Not Paid Automatically To pay an employee after the automatic payment has been processed, use the Additional Pay Panel as follows:

EARNINGS CODE LLS
EFFECTIVE DATE ENTER ELIGIBILITY DATE*
OT Effective Date Same as effective date
Annual Additional Earnings Payment Amount
Earn End Date 03312004

*If an Institution agency enters a transaction in period 2L for an employee who returned to the payroll on April 17,2003, the effective date should be 04172003. If an Administration agency enters a transaction in Period 2L for an employee who returned to the payroll on April 10, 2003, the date should be 04102003.

To Correct an Increment Code

If the employee did not receive an automatic LLS payment because the increment code was incorrect, the agency must, in addition to submitting the LLS earnings, request a Data Chg (DTA), Reason of (CIC) Cor Inc Code on the Job Action Request panel. The appropriate increment code must be entered in the increment code field.

Separate Check

This payment will be made in a separate check, regardless of when it is paid. There will be no direct deposit for this payment. The separate check will be issued along with the employee's regular check or direct deposit for the check date submitted.

Reveal Report and Preparation for Payment Prior to the automatic processing, NPAY756, PS&T Longevity Eligibility Listing, will be available for agency review on March 10, 2003. This report is a preliminary listing of employees eligible for the LLS as of March 10, 2003.

Agencies should review this listing carefully, paying particular attention to employees who are ineligible due to an "Unsatisfactory" rating between January 1 and December 31, 2002.

Corrections to the preliminary listing should be submitted on the Correction Sheet, which is attached to this Bulletin. (Duplicate this form if you need additional copies.) This form should be used to add employees who do not appear on the listing, to delete employees who should not appear on the listing, or to change incorrect information pertaining to an employee on the listing. Do not add employees whose eligibility will change due to a transaction that will be processed prior to Period 2, 2003.

This form should also be used to add eligible employees in NS positions who are equated to grades. If the equated grade is not listed on the Budget Certificate, agencies must submit documentation of the salary equation along with the Correction Sheet.

Include the employees who retire within 30 days prior to April 1,2003 under the Retirement Incentive Program.

Corrections should be submitted as soon as possible and must be received no later than March 26, 2003. Please fax corrections to the Salary Determination Unit at (518) 474-2601.

After the automatic processing, NHRP703-Mass Additional Pay Report will identify all employees receiving the automatic payment.
Deductions & Withholding Taxes Deductions will be taken for Federal, State, New York City and Yonkers City taxes, Social Security/Medicare, retirement normal contributions, garnishees and Federal levies. There will be no special tax calculations. For employees receiving the payment who have an additional tax amount in their record, the additional tax will also be included in the tax calculation for this payment.
Payroll Register and Employee's Paycheck The earnings code LLS and the amount will be displayed on the payroll register. The earnings description PS&T Longevity LSP and the amount will be printed on the employee's paycheck.
Questions Questions regarding this bulletin may be directed to the Salary Determination mailbox.
Attachment - Correction Sheet