NYS Comptroller Seal

 

Bureau of State Payroll Services

 

  Date: June 16, 2004  Bulletin No. 486
     

Subject

April 1, 2004 Salary and Other Increases for Employees Represented by CSEA and Employees Designated Management Confidential (M/C)

Purpose

To inform agencies of OSC's automatic processing and to provide instructions for processing adjustments and changes.

Affected Employees

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

Administrative Services BU02
Operational Services BU03
Institutional Services BU04
Management Confidential (M/C) BU06
M/C State Police BU18
M/C Military & Naval Affairs BU46
Division of Military & Naval Affairs BU47
M/C Commission of Investigation BU52
M/C PERB BU66
Background

Chapter 103 of the Laws of 2004 implements agreements between the State and various bargaining units and employees designated M/C and provides for the following general salary increases and payments.

Effective
Date(s)

Paychecks dated 7/22/04 , Institution

Paychecks dated 7/28/04 , Administration
Contract Provisions and Eligibility Criteria

April 1, 2004 General Salary Increase

The legislation provides for a 2.5% Salary Increase for employees in graded and NS (SG 600) positions, Corrections Superintendents (SG 700), trainees (SG 800) and hourly employees.

•  Payable 3/25/04 Administration and 4/01/04

   Institution.

•  Revised April 1, 2004 Salary Schedules are

   attached.

•  Annual employees receive a 2.5% Increase rounded

    to the nearest dollar.

•  Hourly employees receive a 2.5% Increase rounded

   to the nearest cent.

•  No Increase for seasonal employees in Parks and

   Recreation Aide 1 and State Fair Worker titles (per

   Division of the Budget).

•  No Increase for FEE basis employees, except for

   employees budgeted as per diem but paid as FEE.

 

Inconvenience Pay Increase

The legislation provides for an increase in Inconvenience Pay to $550.00 effective 3/25/04 (Administration) and 4/01/04 (Institution).

 

Location Pay Increase

The legislation provides an increase in Location Pay to $1230.00 for employees in NYC, Nassau , Rockland , Suffolk , and Westchester counties, effective 3/25/04 (Administration) and 4/01/04 (Institution).

 

The Location Pay for employees in Monroe County remains at $200.00 annually for eligible employees.

 

New Location Pay Area

The legislation provides for a new area to receive Location Pay. Eligible employees in the Mid-Hudson area of Orange , Dutchess, and Putnam counties will receive Location Pay in the amount of $615.00.

•  New Earnings Code - LMH (Location Mid-Hudson)

•  Effective 3/25/04 (Administration) and 4/01/04

   (Institution)

•  Employees must be full-time, Active or Paid Leave

   of Absence with Reason of SKL in above bargaining

   units.

 
 

Overtime Meals Increase

The legislation provided for an increase in the Overtime Meal Allowance to $5.50, effective 3/25/04 (Administration) and 4/01/04 (Institution).

 

 

 

Hazard Duty Pay Increase

The legislation provides for an increase in the Hazardous Duty differential to $.60 an hour, effective 3/25/04 (Administration) and 4/01/04 (Institution).

 

Pre-Shift Briefing Increase - BU 47 only

The legislation provides for a Pre-Shift Briefing Increase for eligible employees in BU 47 to $60.00, effective 3/27/03 (Administration).

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

After payroll processing for Pay Period 7L (Institution) and 8L (Administration) is completed, OSC will automatically insert rows in the Job Data page to reflect the April 2004 salary increases for salary and hourly employees in eligible bargaining units, including the Corrections Superintendents (SG 700).

  • OSC will insert a row in the employee's Job Data record using the Action/Reason codes of PAY/SAC (Pay Rate Change/Mass Salary Increase) with an effective date of 3/25/04 (Administration) or 4/01/04 (Institution) for Active employees and for employees on a Workers' Compensation Leave (with a Reason code of WDL , WSP , or WPS ).
  • OSC will insert a row effective 4/1/04 for Administrative Extra Lag agencies and 3/25/04 for Institution Extra Lag agencies using the Action/Reason codes of PAY/SAC (Pay Rate Change/Mass Salary Increase).
  • 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, the Increase will be applied to the employee's Job Data record only if the employee was subsequently returned to the payroll in an eligible bargaining unit.   Rows will be inserted as of the effective date of the Rehire or the Return from Leave action using the Action/Reason codes of PAY/CSL (Pay Rate Change/Correct Salary) and the new salary
  • All subsequent rows on the Job Data record will also be updated automatically by inserting additional rows with the Action/Reason codes of PAY/CSL (Pay Rate Change/Correct Salary), provided the employee remained in an eligible bargaining unit .

Inconvenience Pay

OSC will automatically increase eligible employees' Inconvenience Pay ( IPF ) on the Additional Pay page from $500.00 to $550.00, effective 3/25/04 (Administration) and 4/01/04 (Institution).

 

Inconvenience Pay Partial

OSC will automatically increase eligible employees' Inconvenience Pay Partial ( IPP ) on the Additional Pay page effective 3/25/04 (Administration) and 4/01/04 (Institution).   The IPP increase will be based on the following amounts:

Current Amount New Amount
$50 $55
$100 $110
$150 $165
$200 $220
$250 $275
$300 $330
$350 $385
$400 $440
$450 $495

Location Pay

OSC will automatically increase eligible employees' Location Pay ( LOC ) on the Additional Pay page from $1200.00 to $1230.00 effective 3/25/04 (Administration) and 4/01/04 (Institution).

 

Location Pay - Mid-Hudson Area

OSC will automatically insert rows on the Additional Pay page adding the Earnings Code LMH (Location Mid-Hudson) to all full-time employees who are Active or on Paid Sick Leave and employees on Voluntary Reduction of Work Schedule on 3/25/04 (Administration) and 4/1/04 (Institution) in the following agencies that are located in Orange , Dutchess, or Putnam counties:

10050 Fishkill Correctional Facility

10080 Greenhaven Correctional Facility

10240 Downstate Correctional Facility

10280 Mid-Orange Correctional Facility

10290 Otisville Correctional Facility

10340 Beacon Correctional Facility

17080 Department of Transportation Region 8

50060 Hudson River Psychiatric

50100 Middletown Psychiatric

50440 Mid-Hudson Psychiatric

  • OSC will delete LMH rows added automatically to employee records of the above agencies for employees whose workstation is not located in Orange , Dutchess, or Putnam counties based on listings provided by the agencies.
  • OSC will not automatically add LMH rows to employees that have an LOC row effective for 3/25/04 for Administrative Agencies and 4/1/04 or Institutional Agencies.

Location Pay and Inconvenience Pay Increases for employees who move between eligible and ineligible bargaining units:

OSC will insert rows on the Additional Pay page only for the period during which an employee was in an eligible bargaining unit.

 

Pre-Shift Briefing Increase - BU 47 only

OSC will automatically increase eligible employees' Pre-Shift Briefing ( PS3 ) on the Additional Pay page from $40.00 to $60.00 effective 3/27/03 (Administration).

 

 

Time Entry Codes Established by Bargaining Unit

OSC has created Time Entry Earn Codes by bargaining unit for certain earnings that have new amounts.

 

On July 1, 2004 , OSC will add the new Earn Codes to the respective Earnings Programs and remove the old Earn Codes.   Institution agencies processing Pay Period 7L will be able to use the new Earn Codes with the updated amounts on 7/1/04 and thereafter.   Any transactions entered prior to 7/1/04 using the old Earn Codes must be adjusted using the Earn Code AJR (see below).   Administrative agencies will be able to use the new Earn Codes for submission of Pay Period 8L.  

 

  Agencies must use the following Earn Codes effective 3/25/04 (Administration) and 4/01/04 (Institution) to report specified earnings:

CSEA BU 02,03,04,47

HZ3 - Hazard Duty CSEA Straight Time

HZ4 - Hazard Duty CSEA Overtime

IIC    - Intermittent Inc Pay CSEA

IP3   - Int Inc Pay CSEA- 3 Day

IP4   - Int Inc Pay CSEA- 4 Day

OIC - Overtime with Int Inc Pay CSEA

OMI - OT Meals CSEA $5.50

M/C BU 06,18,46,52,66

HZ5 - Hazard Duty MC Straight Time

HZ6 - Hazard Duty MC Overtime

IIM    - Intermittent Inc Pay MC

IP5   - Int Inc Pay MC- 3 Day

IP6   - Int Inc Pay MC- 4 Day

OIM - Overtime with Int Inc Pay MC

The following Earns Codes will be removed from the respective Earnings Programs effective 3/25/04 :

OIS - Overtime with Intermittent Inc Pay

HZ1 - Hazard Duty Straight Time

HZ2 - Hazard Duty Overtime

IIP - I ntermittent Inconvenience Pay

IP1 - Intermittent Inc Pay - 4 Day

IP2 - Intermittent Inc Pay - 3 Day

The following Earns Codes will be removed from the CSEA Earnings Programs:

OMB - OT Meals $5.50 Ineligible

OMJ - OT Meals without OT

OMO - OT meals $5.50

 

NOTE :   These codes can continue to be used for any transactions with an effective date prior to 3/25/04 .

 

 

Automatic Retroactive Processing
  • OSC will automatically calculate retroactive payments resulting from the April 2004 General Salary Increases and the increases in Inconvenience Pay (IPF, IPP), Preshift Briefing NU 47 ( PS3 ) and Location Pay ( LOC, LMH ). Automatic retroactive payments will be processed for certain earnings such as overtime and holiday pay reported on the Time Entry page.

  • 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 Number.

  • For eligible employees who have worked in more than one agency and have been paid from more than one Employee Record Number since the effective date of the increases, the retroactive adjustment for earnings in each Employee Record Number will be paid in the most current agency, on the appropriate pay cycle, under each Employee Record Number.

  • For employees who are Inactive at the time of payment, the retroactive raise adjustment will be applied to any Overpayment ( OVP ) 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.

Retroactive Payments for Workers' Comp Supplemental Programs OSC will calculate retroactive adjustments for employees who received a Supplement payment under the Workers' Compensation Award and Supplement program or the PEF Medical Evaluation program.   OSC's Workers' Compensation Unit will enter the adjustment on the Time Entry page using the Earns Code AJR (Adjust Raise).
Control D Reports

The following Control D Report will be available prior to processing of the automatic salary increases.   This report will be available on 6/24/04 for Institution agencies and 7/01/04 for Administration agencies.

 

NHRP 709 Mass Salary Increase Exception Report

This report identifies employees who did not receive an automatic General Salary Increase.   Fields on the report include EmplID, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part Time Percentage and Salary.   The report identifies the reason the employee's salary was not increased with one of the following messages:

  • Increment Code 0070

  • Salary Below Minimum

  • Position and Job do not match

The following Control D Reports will be available after processing of the automatic increases:

NHRP 703 Mass Salary Additional Pay Report

This report identifies all employees receiving an automatic increase for Preshift Briefing NU 47

( PS3 ), Inconvenience Pay Full ( IPF ), Inconvenience Pay Partial ( IPP ), Location Pay

( LOC ) or Location Pay Mid-Hudson ( LMH ). Fields on this report include EmplID, Employee Record Number, Employee Name, Earn Code, Grade, Salary Plan, Bargaining Unit, and Additional Pay Amount.

 

NHRP 704 Mass Salary Payment Report

This report identifies all employees who received the General Salary Increase.   The report identifies the employee's last salary that was automatically increased in an eligible bargaining unit. Other fields on the report include the EmplID, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part Time Percentage, Action Reason, and Increment Code.

NHRP 709 Mass Salary Increase Exception Report

This report identifies employees who did not receive an automatic General Salary Increase.   Fields on the report include EmplID, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part Time Percentage and FTA Salary.   The report identifies the reason the employee's salary was not increased with one of the following messages:

 

•  Increment Code 0070

•  Salary Below Minimum

•  Position and Job do not match

Agency Actions

For employees identified on the Mass Salary Increase Exception Report (NHRP709), agencies must submit Pay Rate Changes on the Job Action Request page for eligible employees.   Pay changes are required for all rows on the employee's Job Data page 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.   If so, 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 page.

Increment Code 0070 - The Salary Determination Unit will review the Job Data records of employees who were redeployed to determine raise eligibility and will notify the agencies to submit Pay Rate Changes, if applicable.
Agency Actions- Adding LMH (Location Mid-Hudson)

The agency is responsible for adding an LMH (Location Mid-Hudson) row on the Additional Pay page for any eligible employee whose workstation is located in Orange , Dutchess, or Putnam counties that has not been automatically added.   The new Earnings Code LMH will be added to the Earnings Programs on June 24, 2004 .   Institution Agencies must begin to use the new Earnings Code for Pay Period 7L and Administrative agencies must begin to use the new Earnings Code for Pay Period 8L.

Agency Actions: Retroactive Processing

Retroactive adjustments will be calculated automatically based on the increased salaries and additional pay amounts for Location Pay and Inconvenience Pay.   Time Entry Earn Codes that are calculated based on an employee's salary rate and additional salary factors such as overtime ( OTA ) and holiday ( HPA ) will be automatically adjusted.

 

The following Earn Codes will be adjusted automatically:

Extra Service Hourly ( ES1 ), Extra Time ( EXT ), Hospital Duty Overtime (HDO), Hospital Duty ( HDT ), Holiday Pay

(HPA), Holiday Pay 1.5 (HPB), Holiday Pay Hourly (HPH ), Holiday Pay Hourly 1.5 (HPI), Holiday Pay for Firefighter

(HPM), Lump Sum Payment-Vacation

(LSA), Lump Sum Payment-OT Accruals ( LSB ), Lump Sum Payment-Sick Lv

( LSC ), Lump Sum Payment-Vol Reduct

( LSH ), LSP Vacation Hourly (LSL), LSP OT Accruals- Hourly/Biw (LSN), Lump Sum Payment Cal/21P (LSO), Lump Sum Pay Mil & Naval ( LSP ), Lost Time

( LT1 ), Lost Time Hourly

( LT3 ), Lost Time- Firefighter 24 Hr

(LT4), Lost Time Firefighter 10 Hr (LT5), OT for Annuals ( OTA ), OT Straight Rate for Annuals ( OTB ), OT- Hourly/Biweekly ( OTK ), Overtime Waiver ( OTW ), Paback LSP Biweekly, Hourly ( PLB ), Paback LSP Contract Pay ( PLC ), Paback LSP ( PLS ), Recall Overtime ( RCL ), Regular Pay Hourly Employee ( RGH ), Regular Pay Salary Employee ( RGS ), Recall Standby OT

( ROC ), Standby-Classified ( SBC ), Standby LSP for Biweekly's ( SLA ), Salary LSP Hourly ( SLB ), Salary LSP Annuals ( SLS ), Standby OT-Classified

( SOC ).

Time Entry earnings that are reported as an amount such as ADJ , FEE or RGO (Regular Salary Override) and earnings reported as a unit override such as IIP (Intermittent Inconvenience Pay) or Hazard Duty Pay will not be retroactively adjusted.

 

The following Earn Codes will NOT be adjusted automatically.   Agencies must calculate and submit adjustments on the Time Entry page using the Earn Code AJR (Adjust Raise) for the following:

  • Earn Codes reported as a flat amount: Extra Service Amount ( ES2 ), Adjustment ( ADJ ), Out of Title Overtime ( OTT ), Regular Salary Override ( RGO ), Lump Sum Payment Override ( LS I), Holiday Pay Override ( HPL ), Salary Lump Sum Payment Override ( SLO ), Overtime Override ( OTO ), Lost Time Override ( LTO ), Hospital Duty Override ( HDP ), Hospital Duty Overtime Override ( HDV )
  • Earn Code Fee ( FEE ) or Fee Retirement Credit ( FRC ): Adjust only for employees budgeted as per diem, but paid as FEE.

Earnings that had been submitted using the following Earns Codes will not be automatically adjusted:

IIP - Intermittent Inconvenience Pay

IP1 - Intermittent Inc Pay - 4 Day

IP2 - Intermittent Inc Pay - 3 Day

OIS - Overtime with Intermittent Inc Pay

HZ1 - Hazard Duty Straight Time

HZ2 - Hazard Duty Overtime

OT Meals at the old amount

Additional Pay earnings that were previously reported as adjustments such as Adjust Location Pay ( ALP ), Adjust Inconvenience Pay Full ( AIF ), or Adjust Inconvenience Pay Partial ( AIP ) will not be retroactively adjusted.

Miscellaneous:

  • AC230s: Agencies must review the retroactive adjustments for all employees who had a check returned or exchanged on an AC230 for dates after 3/25/04 (Administration) or 4/01/04 (Institution).   AC230s are not considered when automatic retroactive adjustments are calculated and the Payroll System will calculate the payment as though the employee is still overpaid.

  • 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 that 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.
  • Agencies must review any Overpayment situations where the Retroactive Process was turned off and not allowed to recover the Overpayment.   The Retroactive Process will recalculate this period and recreate the negative retroactive adjustment amount. The agency must review these adjustments and notify OSC using a Job Action Request of DTA/COR (Data Change/Correct History) if these adjustments should be turned off or allowed to proceed in order to prevent an incorrect amount being recovered.

For example, if an Overpayment has been recovered via AC230 or through an OVP on Additional Pay, the system will try to recover the money again; therefore, the retroactive adjustment must be turned off.   If an OVP is ongoing, the retroactive adjustment may need to be turned off and the earnings on the OVP row may need to be increased.

 

Agency Procedure: Reporting Adjustments in the Time Entry Page

  Agencies must use Earn Code AJR (Adjust Raise) on the Time Entry page to report all retroactive changes due to the implementation of the salary and additional pay increases.

Earnings Code : AJR
Earns Begin Date: First Date of adjustment
Earns End Date: Last Date of adjustment
Amount : Amount to be adjusted
Comments : Enter explanation of adjustment

Payroll Register and Employee's Paycheck/ Advice

  All retroactive adjustments will be displayed on the payroll register and the employee's pay stub or direct deposit advice.
Questions

Questions about general salary increases may be directed to the Salary Determination mailbox.

 

All other questions may be directed to the Payroll Audit mailbox.