NYS Comptroller Seal

 

Bureau of State Payroll Services

 

  Date:  June 4, 2004 Bulletin No.  485

Subject
Lump Sum Bonus Payments for Employees in Bargaining Units Designated CSEA and Management/Confidential for Fiscal Year 2003-2004
Purpose
To explain the automatic processing of the Lump Sum Bonus Payments for CSEA and Management/Confidential (M/C) employees and to provide instructions to agencies for processing or correcting payments.
Affected Employees

Employees who meet the eligibility criteria in the following bargaining units:

  • CSEA employees in Bargaining Units 02, 03, 04, 47
  • M/C employees in Bargaining Units 06, 18, 46, 52, 66
Background

Chapter 103 of the Laws of 2004, which implements the agreement between the State and various bargaining units, provides for a Lump Sum Bonus Payment for the following units:

 

Administrative Services (BU 02)
Operational Services                         (BU 03)
Institutional Services                          (BU 04)
Division of Military & Naval Affairs   (BU 47)
Management/Confidential                 (BU 06)
Division of Military & Naval Affairs    (BU 46)
Public Employment Relations Board (BU 66)
Division of State Police                       (BU 18)
State Commission on Investigation    (BU 52)
   
Effective
Date(s)

Paychecks dated 06/24/04 Institution (Lag)

Paychecks dated 06/30/04 Administration (Lag)

Payment Amount and Eligibility Criteria

The Lump Sum Bonus Payment will be $800.00 for eligible full-time employees.   To be eligible, employees must:

  • Be in active full-time employment status on March 31, 2004.   Full-time employment includes employees participating in the Voluntary Reduction in Work Program, on Sick Leave at 50% pay or on Workers' Compensation Leave.
  •  Have six (6) or more months of continuous service as defined by Section 130.3(c) of the Civil Service Law.

The Lump Sum Bonus Payment will be prorated for eligible employees who are in other than full-time status.   To be eligible, employees must:

  • Be active part-time annual salaried, hourly, or paid on a per diem basis (Pay Basis Code is FEE ) on March 31, 2004.
  • Have a total time in pay status of six (6) or more months during Fiscal Year 2003-2004.

Employees who meet the eligibility criteria but are on authorized leave on March 31, 2004 are entitled to the payment, if the employee returns to the payroll during Fiscal Year 2004-2005.

Seasonal employees who meet the eligibility criteria who are not active on the payroll on March 31, 2004 are entitled to the payment, if the employee returns to the payroll during Fiscal Year 2004-2005.

Section 15 of Part B of Chapter 103 of the Laws of 2004 authorizes the Director of Budget to withhold the Bonus Payment from Management/Confidential employees in certain circumstances based on Agency Head recommendations.

Employees Not Eligible for Payment

Statewide elected officials, commissioners, and others whose salaries are set by Section 169 of the Executive Law are not entitled to this payment.
OSC Actions

After the close of business on June 10, 2004, OSC will automatically insert a row in the Additional Pay page to process the Lump Sum Bonus Payments for full-time and part-time employees who meet the eligibility criteria.   Both Administration and Institution cycle employees will be processed to provide agencies with as much time as possible to review the automatic transactions. The following information will be inserted:

Earnings Code:
BON
Effective Date:            
3/31/04
OT Effective Date:     
5/27/04(Institution)       6/03/04(Administration)
Earn End Date:          
5/25/05(Institution) 6/01/05(Administration)
Annual Addl Earnings:
Bonus amount
  • For annual salaried employees who were in full-time employment status on 3/31/2004 and have six (6) months of continuous service as defined by Section 130.3 of the Civil Service Law, the payment will be $800.00.
  • For annual salaried employees who were active in part-time employment status on 3/31/2004 and received a paycheck for the pay period in which 3/31/2004 falls, the amount will be based on the number of service days accumulated in the previous thirteen (13) paychecks starting with and including Pay Period 26 paychecks dated 4/07/2004 (Administration) and 4/15/2004 (Institution).   The paychecks do not have to be consecutive, but the employee must have received thirteen (13) paychecks in the qualifying period (Fiscal Year 2003-2004) to receive the automatic payment.
  • For hourly, exception hourly, and active seasonal employees who were active on 3/31/2004 and received a confirmed paycheck in the pay period in which 3/31/2004 falls, the amount will be based on the number of hours accumulated in the previous thirteen (13) paychecks starting with and including Pay Period 26, paychecks dated 4/07/2004 (Administration) and 4/15/2004 (Institution). The paychecks do not have to be consecutive, but the employee must have received thirteen (13) paychecks in the qualifying period (Fiscal Year 2003-2004) to receive the automatic payment. To determine the number of service days, the total number of hours paid in the thirteen (13) paychecks will be divided by eight (8).  

 

For part-time salaried and hourly employees , the automatic payment will be calculated based on the following service chart:

Days of Service in the   Lump Sum Bonus
Qualifying Period   Payment Amount
     
130 or more      
$800
97 but less than 130              $600
65 but less than 97  
$400
32 but less than 65              $200
Overtime and Retirement Information

 

The Lump Sum Bonus Payment is included as salary for retirement purposes.

The Lump Sum Bonus Payment is included in the calculation of overtime compensation earned from May 27, 2004 through May 25, 2005 for Institution payrolls and June 3, 2004 through June 1, 2005 for Administration payrolls.

Overpayment Recovery for Inactive Employees

For employees inactive at the time of payment, the Lump Sum Bonus Payment will be applied to any Overpayment set up in Additional Pay that has a Goal Amount and Goal Balance that are not equal. The payroll system will recover as much of the Overpayment as possible.

Control D Reports and Agency Responsibility Prior to Automatic Payment

Control D Reports will be available to agencies 6/7/04. These reports will be available in Control D for 35 days from the date issued and then will be archived for an additional 95 days.

The following listings on Control D Report, NPAY769 BON Info Lists, identify employees who will not receive the automatic Lump Sum Bonus Payment. The agency must submit the Bonus payment on the Additional Pay page for eligible employees. Employees may appear on more than one listing.

WC Leave with a Reason Code of WDL, WPS, or WSP on 03/31/04  

For employees appearing on this list, the agency must determine if the employee is eligible for the Bonus payment, considering that the Workers' Compensation Leave is counted as time worked.

The Bonus payment may be submitted immediately for eligible employees.

Employees who were full-time before being placed on Workers' Compensation Leave are entitled to the $800.00 Bonus payment, provided the eligibility criteria are met.

Employees who were part-time before being placed on Workers' Compensation Leave are entitled to a prorated amount, provided the eligibility criteria are met.  

This prorated amount should be calculated by determining the number of service days the employee would have accumulated in the thirteen (13) pay periods prior to and including Pay Period 26, paychecks dated 4/07/2004 (Administration) and 4/15/2004 (Institution), had the employee not been on Workers' Compensation Leave.   Use the service chart on page 3 of this bulletin to determine the amount of the Bonus payment.

Leave of Absence w/out pay other than WC Leave on 03/31/04

Employees who appear on this list are entitled to the Bonus payment, provided the employee returns to work in Fiscal Year 2004-2005 and otherwise meets the eligibility criteria.

For employees who have returned to work since 3/31/2004 (currently active or inactive), the Bonus payment for eligible employees may be submitted immediately.

Employees who were full-time before being placed on a Leave of Absence Without Pay are entitled to the $800.00 Bonus payment, provided the eligibility criteria for a full-time employee are met.

Employees who were part-time before being placed on a Leave of Absence Without Pay are entitled to a prorated amount, provided the eligibility criteria for a part-time employee are met.

This prorated amount should be calculated by determining the number of service days the employee accumulated in the thirteen (13) paid pay periods prior to the employee being placed on leave.   These thirteen (13) paid pay periods must be within Fiscal Year 2003-2004 or the employee is not eligible for the Bonus payment.   The agency must use the service chart on page 3 of this bulletin to determine the prorated amount.  

Leave of Absence w/out pay on 03/31/04 and are currently active

Employees who appear on this list are entitled to the Bonus payment, provided the eligibility criteria are met.

Employees who were full-time before being placed on a Leave of Absence Without Pay are entitled to the $800.00 Bonus payment, provided the eligibility criteria for a full-time employee are met.

Employees who were part-time before being placed on a Leave of Absence Without Pay are entitled to a prorated amount, provided the eligibility criteria for a part-time employee are met.

This prorated amount should be calculated by determining the number of service days the employee accumulated in the thirteen (13) paid pay periods prior to the employee being placed on leave.   These thirteen (13) paid pay periods must be within Fiscal Year 2003-2004 or the employee is not eligible for the Bonus payment.   The agency must use the service chart on page 3 of this bulletin to determine the prorated amount.  

The following listings on Control D Report, NPAY769 BON Info Lists and Control D Report NHRP703 Additional Pay Report, identify employees who will receive the automatic Lump Sum Bonus Payment.

The agency must review these employees to determine that the Bonus payment will be correct.

Active with PCT less than 1 on 03/31/04 with WC Leave in FY 2003-2004

For employees appearing on this list, the agency must review each employee's Job Data record to determine that the employee's Workers' Compensation Leave was within the thirteen (13) qualifying pay periods prior to and including the pay period in which 3/31/2004 falls. If the Workers' Compensation leave was prior to this period, the employee's automatic Bonus payment is correct.

If the employee was on Workers' Compensation Leave within the thirteen (13) qualifying pay periods, the employee may be entitled to an additional Bonus amount.  

To calculate the appropriate Bonus amount, determine the number of service days the employee would have accumulated in the thirteen (13) pay periods prior to and including Pay Period 26, paychecks dated 4/07/2004 (Administration) and 4/15/2004 (Institution) had the employee been in pay status and not on Workers' Compensation Leave.   Use the service chart on page 3 of this bulletin to determine the Bonus amount.

Active with PCT less than 1 on 03/31/04 with Paid Sick Leave in FY 2003-2004

For employees appearing on this list, the agency must review each employee's Job Data record to determine if the employee was on Sick Leave With Pay within the thirteen (13) qualifying paid pay periods prior to and including the pay period in which 3/31/2004 falls. If the period of Sick Leave With Pay was prior to the qualifying period, the employee's Bonus amount is correct.  

Employees who were placed on Sick Leave With Pay within the thirteen (13) qualifying paid pay periods may be entitled to an additional Bonus amount.  

To calculate the appropriate Bonus amount, determine the number of service days the employee would have accumulated in the thirteen (13) paid pay periods prior to and including Pay Period 26, paychecks dated 4/07/2004 (Administration) and 4/15/2004 (Institution) had the employee not been on Sick Leave With Pay. Use the service chart on page 3 of this bulletin to determine the Bonus amount.

Additional Pay Report NHRP703

This report identifies all employees receiving the automatic Bonus payment and 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 this report was calculated automatically using an eight (8) hour day as described on page 3 of this bulletin.   The agency must identify the hourly employees who received less than an $800.00 Bonus payment and are considered full-time by normally working a 7½ hour day (or a portion of a 7½ hour day) to determine if the prorated Bonus amount was correct.

To determine the appropriate number of service days, refer to the calculation for hourly and exception hourly employees described on page 3 of this bulletin; however, divide the total service hours by 7.5 rather than 8.   Use the service chart on page 3 of this bulletin to determine the Bonus amount.

Control D Report Available after Automatic Processing

Additional Pay Report NHRP703

This report identifies all employees receiving the automatic Bonus payment and 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.

Additional Agency Responsibility

AGENCIES ARE RESPONSIBLE FOR IDENTIFYING THE 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 an automatic Bonus Payment and who return to the payroll in Fiscal Year 2004-2005.
  • Hourly employees who were actively employed in your agency on 3/31/2004, but who did not receive a paycheck for the pay period in which 3/31/2004 falls and are subsequently paid in Fiscal Year 2004-2005.
  • Per diem employees (paid using Pay Basis Code FEE ) who were active on March 31, 2004.
  • Certain employees in salary grade 700 whose salaries are not set by Section 169 of the Executive Law and who are otherwise entitled to the Bonus payment.
  • Employees who are otherwise eligible and are currently on a Paid or Unpaid Leave of Absence with a reason of Military Stipend are eligible for the payment immediately.

The agency must determine if the employees in any of these categories are eligible for the Lump Sum Bonus Payment. To be eligible, such employees must have been paid at least thirteen (13) pay periods in Fiscal Year 2003-2004.

Agency Procedures:

Adding The Bonus

Agencies must add the Bonus Earnings Code ( BON ) on the Additional Pay page for eligible employees who did not receive the automatic Bonus payment.   The information needed is as follows:



Earnings Code: BON
Effective Date:

3/31/04 or the date the employee becomes eligible for the Bonus.

OT Effective Date:

The effective date will default in this field.   If the effective date is prior to May 27, 2004 for Institution or June 3, 2004 for Administration, use the default dates. If the effective date is after May 27, 2004 for Institution or June 3, 2004 for Administration, use the effective date.

Earn End Date:

05/25/05 (Institution)

06/01/05(Administration)

Annual Addl    

Earnings:
Bonus Amount
Goal Balance:         

Leave Blank

Ok to Pay:               

Click field

Ending Overtime Eligibility

Agencies must end the overtime eligibility of the Lump Sum Bonus Payment when an employee becomes ineligible to have the Bonus amount added to the overtime calculation.   This will occur when the employee moves into a position with a bargaining unit that does not provide for this calculation (employee is not represented by CSEA or designated Management/Confidential).   For example, if an employee is transferred from a CSEA bargaining unit to an ineligible bargaining unit, the agency must insert an effective dated row on the Additional Pay page at the BON Earnings Code to end the Bonus used in the overtime calculation.   The information needed is as follows:

Earnings Code:

BON

Effective Date:

The last date the employee is eligible for the Bonus in overtime calculation.

OT Effective Date

The effective date will default in this field. This date must be changed to repeat the original OT effective date.

Earn End Date:

Delete the existing Earn End Date and enter the last date the employee is eligible for the Bonus in overtime calculation.

Annual Addl

Earnings:         

Bonus Amount will default in this field.

Goal Balance: Bonus Amount that has been paid (when this row is added, this field will be blank and the bonus amount mut be re-entere).
Ok to Pay: Click field

NOTE: For employees who have moved into an ineligible bargaining unit prior to Pay Period 5L for Institution and 6L for

Administration, OSC will insert rows in the Additional Pay Page to end the overtime eligibility.

Correcting the Automatic        Bonus Payment

In the pay period that the Bonus payment is added, the agency must submit a Job Action Request of Data Change/Cor Hist on the Job Action Request page, requesting a change.

The appropriate Bonus amount must be reported in the Status Reason block.

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

Note: If the agency is processing corrections prior to automatic processing, do not add a new row to Additional Pay.

Withholding the Bonus Payment

Section 15 of Part B of Chapter 103 of the Laws of 2004 authorizes the Director of Budget to withhold the Bonus Payment from Management/Confidential employees in certain circumstances based on Agency Head recommendations.

To withhold the automatic Bonus Payment, the agency must submit a Job Action Request of Data Change/Cor Hist on the Job Action Request page requesting that the automatic Bonus payment be deleted from the Additional Pay page in the pay period that the Bonus Payment was added. The agency must also enter an explanation on the General Comments page.

After the Initial Payment by OSC

After the initial payment is entered by OSC, the agency must submit corrections to the Bonus payment that was paid as follows:

If the employee has been overpaid , the agency must submit a Data Change/ Correct History on the Job Request page requesting that OSC correct the data on the Additional Pay page. The agency must recover the Overpayment according to Overpayment Recovery Rules in Payroll Bulletin No. 470 and set up an Overpayment to recover the money if necessary.

If the employee has been underpaid, the agency must enter an effective dated row for the Earnings Code BON on the Additional Pay page and enter the new total amount of the Bonus payment in the Annual Addl Earnings field.

The payroll system will pay the difference between what was paid in the Goal Balance and the new Bonus amount. The page should be populated as follows:

Earnings Code: BON
Effective Date:

The first date of the pay period being processed.

OT Effective Date:

The effective date will default in this field. This date must be changed to repeat the original OT effective date.

Earn End Date:

Last date the employee is eligible for the Bonus in overtime calculation. It should remain the same.

Annual Addl

Earnings:        
Enter the new total amount of the Bonus.
Goal Balance:          Bonus Amount that has been paid (when this row is added, this field will be blank and the bonus amount mut be re-entere).
Ok to Pay:               

Click field

Hourly Employees who Received the Bonus and are Paid Overtime

When the Earnings Code OTK is submitted on the Time Entry page to pay overtime to an hourly or exception hourly employee, the Bonus payment will not be included in the calculation.

To effect the overtime calculation for hourly employees who received a Bonus payment, the agency must enter one of the following new Earn Codes in the Time Entry page in addition to the OTK Earn Code:


BO1- Bonus Overtime Hourly .60: enter for employees who received a Bonus payment of $800.00.

BO2- Bonus Overtime Hourly .45: enter for employees who received a Bonus payment of $600.00.

BO3- Bonus Overtime Hourly .30: enter for employees who received a Bonus payment of $400.00.

BO4- Bonus Overtime Hourly .15: enter for employees who received a Bonus payment of $200.00.

 

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.

Payroll Register and Employee's Check/Advice

The Earn Code BON and amount will be displayed on the payroll register and the employee's pay stub or direct deposit advice.

Questions

Questions regarding this bulletin may be directed to to the Payroll Audit mailbox.