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Date:September 8, 2006
Bulletin Number:656
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Subject

Retroactive Increases of Agency Law Enforcement Adjustment Differential, Expanded Duty Pay, Uniform Allowance, Clothing Allowance, Marine/Off Road  Enforcement Pay, Hazardous Material Pay, Location Pay and Supplemental Location Pay for Eligible Employees Represented by Council 82 Agency Law Enforcement Services (BU31)

Purpose

To explain OSC’s automatic processing of payments.

Affected Employees

Arbitration-eligible employees represented by Council 82 in the following titles:

Environmental Conservation Officer Trainee 1
Environmental Conservation Officer Trainee 2
Environmental Conservation Officer Trainee 1 Spanish Language
Environmental Conservation Officer Trainee 2 Spanish Language
Environmental Conservation Officer
Environmental Conservation Officer Spanish Language
Supervising Environmental Conservation Officer
Environmental Conservation Investigator 1
Environmental Conservation Investigator 2
Park Patrol Officer Trainee
Park Patrol Officer Trainee Spanish Language
Park Patrol Officer
Park Patrol Officer Spanish Language
University Police Officer 1
University Police Officer 1 Spanish Language
University Police Officer 2
University Police Investigator 1
University Police Investigator 2

Background

Pursuant to Chapter 114 of the Laws of 2006 which implements the Arbitration Award between New York State and Council 82 Agency Law Enforcement Services (BU31) and provides for salary increases and additional payments for those employees covered by the award.

This bulletin covers the processing of retroactive increases to Agency Law Enforcement Adjustment Differential, Expanded Duty Pay, Uniform Allowance, Clothing Allowance, Marine/Off Road Enforcement Pay, Hazardous Material Pay, Location Pay and Supplemental Location Pay.

Effective Date(s)

Retroactive increases processed in Pay Period 12L, paychecks dated 10/4/06 (Administration).

Retroactive increases for Uniform and Clothing Allowances will be processed in Pay Period 12L and paid in a separate check dated 10/4/06 (Administration).

There is no direct deposit for the Uniform and Clothing Allowance payments.

Award Provisions and Eligibility

Agency Law Enforcement Adjustment Differential
Legislation provides for the establishment of Agency Law Enforcement Adjustment Differential (ALEAD) for arbitration- eligible employees effective 4/1/04 in the amount of $2,500. Effective 3/31/05, the ALEAD payment is eliminated and the amount of $2,500 is added to the base salary of eligible employees.

The ALEAD payment is eligible to be included in overtime and pre-shift briefing calculations and is pensionable.

Expanded Duty Pay
Legislation provides for the establishment of Expanded Duty Pay for arbitration-eligible employees in the following amounts:

  • 4/1/03

$1,545

  • 4/1/04

Increased to $2,575

The Expanded Duty payment is eligible to be included in overtime and pre-shift briefing calculations and is pensionable.

Uniform Allowance
Legislation provides for an increase in the Clothing Maintenance Allowance for employees in the following titles:
Environmental Conservation Officer Trainee 1
Environmental Conservation Officer Trainee 2
Environmental Conservation Officer Trainee 1 Spanish Language
Environmental Conservation Officer Trainee 2 Spanish Language
Environmental Conservation Officer
Environmental Conservation Officer Spanish Language
Supervising Environmental Conservation Officer
Park Patrol Officer Trainee
Park Patrol Officer Trainee Spanish Language
Park Patrol Officer
Park Patrol Officer Spanish Language
University Police Officer 1
University Police Officer 1 Spanish Language
University Police Officer 2

The amounts are as follows:

December 1, 2003

Increased to $575

December 1, 2004

Increased to $625

Clothing Allowance
Legislation provides for the establishment of a Clothing Allowance for employees in the following titles:

Environmental Conservation Investigator 1
Environmental Conservation Investigator 2
University Police Investigator 1
University Police Investigator 2

The effective date of the Clothing Allowance is 4/1/03 and the amount of the payment is $1,000.

Employees may not receive both the Clothing Allowance and the Clothing Maintenance (Uniform) Allowance.

Marine/Off Road Enforcement Pay
Legislation provides for the establishment of Marine/Off Road Enforcement Pay for employees in the following titles:

Environmental Conservation Officer Trainee 1
Environmental Conservation Officer Trainee 2
Environmental Conservation Officer Trainee 1 Spanish Language
Environmental Conservation Officer Trainee 2 Spanish Language
Environmental Conservation Officer
Environmental Conservation Officer Spanish Language
Supervising Environmental Conservation Officer
Environmental Conservation Investigator 1
Environmental Conservation Investigator 2
Park Patrol Officer Trainee
Park Patrol Officer Trainee Spanish Language
Park Patrol Officer
Park Patrol Officer Spanish Language

The effective date of the Marine/Off Road Enforcement Pay is 4/1/03 and the annual amount of the payment is $1,500.

The Marine/Off Road Enforcement payment is eligible to be included in overtime and pre-shift briefing calculations and is pensionable.

Hazardous Material Pay
Legislation provides for the establishment of Hazardous Material Pay for employees in the following titles:

Environmental Conservation Officer Trainee 1
Environmental Conservation Officer Trainee 2
Environmental Conservation Officer Trainee 1 Spanish Language
Environmental Conservation Officer Trainee 2 Spanish Language
Environmental Conservation Officer
Environmental Conservation Officer Spanish Language
Supervising Environmental Conservation Officer
Environmental Conservation Investigator 1
Environmental Conservation Investigator 2

The effective date of the Hazardous Material Pay is 4/1/03 and the annual amount of the payment is $1,500.

The Hazardous Material payment is eligible to be included in overtime and pre-shift briefing calculations and is pensionable.

Location Pay
Legislation provides for an increase to the Location Pay (LOC) for arbitration-eligible employees employed in New York City or the counties of Nassau, Suffolk, Westchester and Rockland as follows:

April 1, 2003

Increased to $1,236 annually

April 1, 2004

Increased to $1,273 annually

Such amounts shall be offset by payments already received as Location Pay in each year and the remainder shall be calculated as part of the retroactive payment.

Supplemental Location Pay
Legislation provides for the establishment of Supplemental Location Pay for arbitration-eligible employees in New York City or the counties of Orange, Duchess, Putnam, Rockland, Westchester, Nassau and Suffolk.

For Orange, Putnam and Dutchess counties:

Effective 4/1/03

$1,030

Effective 4/1/04

Increased to $1,061

For New York City and Rockland and Westchester counties:

Effective 4/1/03

$1,545

Effective 4/1/04

Increased to $1,591

For Nassau and Suffolk counties:

Effective 4/1/03

$1,803

Effective 4/1/04

Increased to $1,857


The Supplemental Location payment is eligible to be included in overtime and pre-shift briefing calculations and is pensionable.

OSC Actions - Creation of New Earnings Codes

OSC has created new Time Entry and Additional Pay earnings codes or added existing earnings codes to Earnings Program N31 to be used to pay the newly established payments listed above.

New Earnings Codes
Agency Law Enforcement Differential

  • LED (Law Enforcement Differential)
  • ALD (Adjust Law Enforcement Differential)

Clothing Allowance

  • CA1 (Clothing Allowance)

Marine/Off Road Enforcement Pay

  • BOT (Marine/Off Road Enforcement)
  • ABT (Adjust Marine/Off Road Enforcement)

Hazardous Material Pay

  • HZM (Hazardous Material Pay)
  • AHZ (Adjust Hazardous Material Pay)

Expanded Duty Pay

  • EXD (Expanded Duty Pay)
  • Use existing code AED (Adjust Expanded Duty) for adjustments to EXD

Supplemental Location Pay

  • SUP (Supplemental Location)
  • Use existing code ASL (Adjust Supplemental Location Comp) for adjustments to SUP
OSC Actions in Pay Period 12L

In Pay Period 12L, OSC will automatically execute the following:

Agency Law Enforcement Adjustment Differential (LED)
For employees who are in an eligible title on or after the effective date of the payment (3/25/04), OSC will insert a new LED row on the Additional Pay page with the effective date of 3/25/04 or later with an annual earnings amount of $2,500. The Earnings End Date will be 4/6/05. 

Expanded Duty Pay (EXD)
4/1/03:  For employees who are in an eligible title on or after the effective date of the payment (3/27/03), OSC will insert a new EXD row on the Additional Pay page with the effective date of 3/27/03 or later with an annual earnings amount of $1,545. 4/1/04:  For employees who are in an eligible title on or after the effective date of the payment (3/25/04), OSC will insert a new EXD row on the Additional Pay page with the effective date of 3/25/04 or later with an annual earnings amount of $2,575.

Uniform Adjustment (UA1)
OSC will automatically insert an adjustment in Time Entry using the Earn Code UA1 for the increases in the 2003, 2004 and 2005 Uniform Allowance payments for eligible employees. The Earnings Begin Dates, Earnings End Dates and Department ID will be the same as the original payment on Time Entry. The paycheck for all payments will be distributed to the employee’s current or most recent agency.

2003:  Employees who received a Uniform Allowance payment in 2003 will receive an adjustment of $25.  Employees who received a prorated 2003 Uniform Allowance payment will receive a prorated amount of the $25 adjustment.

2004:  Employees who received a Uniform Allowance payment in 2004 will receive an adjustment of $75. Employees who received a prorated 2004 Uniform Allowance payment will receive a prorated amount of the $75 adjustment.

2005:  Employees who received a Uniform Allowance payment in 2005 will receive an adjustment of $75.

Employees who received a prorated 2005 Uniform Allowance payment will receive a prorated amount of the $75 adjustment.

All retroactive adjustments for the Uniform Allowance will be paid in a separate check. There will be no direct deposit for this payment.

Clothing Allowance (CA1)
OSC will automatically insert an adjustment in Time Entry to pay the difference between the amount received as Uniform Allowance (UA1) and the new Clothing Allowance (CA1) amount for employees in the eligible titles listed above.

The Earnings Begin Dates, Earnings End Dates and Department ID will be the same as the original payment on Time Entry. The paycheck for all payments will be distributed to the employee’s current or most recent agency.

2003:  Employees who received a Uniform Allowance payment in 2003 will receive an adjustment of $450.  Employees who received a prorated 2003 Uniform Allowance payment will receive a prorated amount of the $450 adjustment.

2004:  Employees who received a Uniform Allowance payment in 2004 will receive an adjustment of $450.  Employees who received a prorated 2004 Uniform Allowance payment will receive a prorated amount of the $450 adjustment.

2005:  Employees who received a Uniform Allowance payment in 2005 will receive an adjustment of $450.  Employees who received a prorated 2005 Uniform Allowance payment will receive a prorated amount of the $450 adjustment.

All retroactive adjustments for the Clothing Allowance will be paid in a separate check. There will be no direct deposit for this payment.

Marine/Off Road Enforcement Pay (BOT)
For employees who are in an eligible title on or after the effective date of the payment (3/27/03), OSC will insert a new BOT row on the Additional Pay page with the effective date of 3/27/03 or later with an annual earnings amount of $1,500.

Hazardous Material Pay (HZM)
For employees who are in an eligible title on or after the effective date of the payment (3/27/03), OSC will insert a new HZM row on the Additional Pay page with the effective date of 3/27/03 or later with an annual earnings amount of $1,500.

Location Pay (LOC)
4/1/03 LOC Increase to $1,236:  For employees who are in an eligible title on or after the effective date of the increase (3/27/03) and have an existing LOC row in the amount of $1,200 on the Additional Pay page that is effective on or after the effective date of the increase, OSC will update the existing LOC row to $1,236. If the employee does not have a 3/27/03 effective date, then a new effective dated row will be inserted with an annual earnings amount of $1,236.

4/1/04 LOC Increase to $1,273:  For employees who are in an eligible title on or after the effective date of the increase (3/25/04) and have an existing LOC row in the amount of $1,200 on the Additional Pay page that is effective on or after the effective date of the increase, OSC will update the existing LOC row to $1,273. If the employee does not have a 3/25/04 effective date, then a new effective dated row will be inserted with an annual earnings amount of $1,273.

Supplemental Location Pay (SUP)
4/1/03:  For employees who are in an eligible location on or after the effective date of the payment (3/27/03), OSC will insert a new SUP row on the Additional Pay page with the effective date of 3/27/03 or later with the appropriate annual earnings amount above.

4/1/04:  For employees who are in an eligible location on or after the effective date of the payment (3/25/04), OSC will insert a new SUP row on the Additional Pay page with the effective date of 3/25/04 or later with the appropriate annual earnings amount.

 

Automatic Retroactive Processing

OSC will automatically calculate retroactive payments resulting from the above increases and new payments.

For eligible employees who have worked in more than one (1) agency and have been paid by all agencies using the same Employee Record Number since the effective date of the increases, all retroactive adjustments will be paid in the most current agency.

For eligible employees who have worked in more than one (1) agency and have been paid from more than one (1) 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.

Retroactive Adjustments for Additional Pay and Time Entry Earnings
Time Entry earn codes that are calculated based on an employee’s additional salary factors such as overtime (OTA) and holiday (HPA) will be automatically adjusted.

Pre-Shift Briefing (PS1) paid in Additional Pay will also be automatically adjusted due to the above increases.

 

Agency Actions - Department of Environmental Conservation

Supplemental Location pay must be submitted manually for eligible Department of Environmental Conservation employees. A list of eligible employees in the appropriate titles will be sent to the agency for review. The agency must submit the payment of SUP on the Additional Pay page as follows:

  • Insert a new Additional Pay row with the Earnings Code SUP with an effective date equal to 3/27/03.  Use the appropriate annual earnings amount above. 
  • If the employee's status on 3/27/03 is not Active or Paid Leave of Absence and the employee becomes Active in BU 31 after 3/27/03 but before 3/25/04, insert a SUP row using the appropriate annual earnings amount above and the corresponding Job effective date.
  • If the employee went on Sick Leave at half pay between 3/27/03 and 3/25/04, insert a new effective dated SUP row to reflect the new calculation based on the half pay percentage.
  • If the employee’s status changes on Job to an ineligible bargaining unit or, Unpaid Leave, Terminated, Retired or Deceased, insert an end date in the SUP row to reflect the last date in the eligible position.
  • If an employee changes from an eligible county to another eligible county with a different SUP rate, insert a new effective dated SUP row to reflect the updated amount for the new county. 
  • Repeat the above steps using effective dates of 3/25/04 through present using the appropriate annual earnings amount above.
Agency Actions - Department of Parks, Recreation and Historic Preservation

Department of Parks, Recreation and Historic Preservation agencies will need to manually update Supplemental Location payments for eligible employees serving in a traineeship or working in Orange County. Agencies must submit a Data Change/Cor Hist and enter an explanation in the status reason box.

Control-D Reports

The following Control-D reports will be available following processing of the automatic payments. These reports will be available on 9/25/06.

Time Entry Payment Report (NPAY771)
This report will be available after the automatic payment of the Uniform and Clothing Allowance adjustments are loaded into the Time Entry page. Fields on the report include EmplID, Employee Record Number, Employee Name, Earn Code, Earns End Date, Grade, Bargaining Unit, Amount, Number of Payments Processed and Total Payment Amount.

Mass Salary Additional Pay Report (NHRP 703)
This report identifies all employees receiving an automatic increase for Location Pay (LOC), Agency Law Enforcement Adjustment Differential (LED), Expanded Duty Pay (EXD) Marine/Off Road Enforcement Pay (BOT), Hazardous Material Pay (HZM) and Supplemental Location Pay (SUP). Fields on this report include EmplID, Employee Record Number, Employee Name, Earn Code, Grade, Salary Plan, Bargaining Unit and Additional Pay Amount.

 

Deduction Information

All general deductions for employees whose status is Terminated, Retired or Deceased will be automatically cancelled by OSC with the exception of the following:

Code

Narrative

410

Health Care Spending Account

420

NY Dependent Care Contribution

425

Repay State Loans/Debt

426

Higher Ed Repay State Loan

428

Dependent Care

433

Total Unemployment Ins Owed

500

Medicare Deficiency

501

Social Security Deficiency

GARNSH

Garnishments

HIATRG

Regular After Tax Health

HIATSP

Special After Tax Health Adj

HIBTRG

Regular Before Tax Health

HIBTSP

Special Before Tax Health Adj

 

Payroll Register and Employee’s Paycheck/Advice

The Earn Codes UA1, CA1, LOC, SUP, LED, BOT, EXD and HZM and the payment amounts will be displayed on the payroll register as applicable.  The following earn code descriptions and amounts will appear on the employee’s paycheck or direct deposit advice:

  • UA1

Uniform Adjustment

  • CA1

Clothing Allowance

  • LOC

Location Pay

  • SUP

Supplemental Location Pay

  • LED

Law Enforcement Differential

  • BOT

Marine/Off Road Enforcement Pay

  • EXD

Expanded Duty Pay

  • HZM

Hazardous Material Pay

 

Questions

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