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Date:October 19, 2006
Bulletin Number:664
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Subject

Arbitration Award Implementation of General Salary Increases for Employees Represented  by Agency Law Enforcement Services Unit, Council 82 (BU31)

Purpose

To explain OSC’s automatic processing of the General Salary Increases and to provide agencies with instructions for payments not processed automatically.

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 General Salary Increases.

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

Note: The following titles are not covered by this arbitration award:
Forest Ranger 1
Forest Ranger 2

Effective Date(s)

Administrative paychecks dated 11/15/06.
Institution paychecks dated 11/22/06.

Contract Provisions and Eligibility

April 1, 2003 General Salary Increase
The legislation provides for a 3% Salary Increase for employees who, on or after the effective date of the increase, have a status of Active, Paid Leave, or Leave of Absence due to Workers’ Compensation or Military Leave, and are in graded or trainee (SG 800) positions.

  • Payable 3/27/03 Administration and 4/3/03 Institution.
  • Revised April 1, 2003 Salary Schedules are attached.

April 1, 2004 General Salary Increase
The legislation provides for a 3% Salary Increase for employees who, on or after the effective date of the increase, have a status of Active, Paid Leave, or Leave of Absence due to Workers’ Compensation or Military Leave, and are in graded or trainee (SG 800) positions.

  • Payable 3/25/04 Administration and 4/1/04 Institution.
  • Revised April 1, 2004 Salary Schedules are attached.

March 31, 2005 General Salary Increase                                             
The legislation provides for the $2500 Agency Law Enforcement Differential to be ended and the amount of $2500 to be added to the base salary of employees who, on or after the effective date of the increase, have a status of Active, Paid Leave, or Leave of Absence due to Workers’ Compensation or Military Leave, and are in graded or trainee (SG 800) positions.

  • Payable 4/7/05 Administration and 3/31/05 Institution.
  • Revised April 1, 2005 Salary Schedules are attached.
Calculation of Salaries for Employees Who Change Bargaining Units

Whenever an employee has movement between different bargaining units within a fiscal year, the salary must be reconstructed as if the employee has been in the new bargaining unit as of the beginning of the fiscal year in which the employee moved.

A future bulletin will be issued to further explain this process.

OSC Actions

After payroll processing for Pay Period 15L (Institution and Administration) is complete, OSC will automatically insert rows in the Job Data records to reflect the April 2003, 2004 and 2005 Salary Increases for employees who are in Bargaining Unit 31 on or after the effective dates of the increases.

These increases will be processed in the following manner:

  • For employees in Bargaining Unit 31 who, on the effective dates of the increases have a status of Active, Paid Leave (except those on Military Stipend Leave) or Leave Without Pay with a reason of WDL, WSP or WPS, OSC will insert a row on the employee’s Job record, effective the dates of the increases, using the Action/Reason codes of PAY/SAC (Pay Rate Change/Mass Salary Increase).
  • For the above employees, OSC will update all subsequent Job rows in which the employee is in Bargaining Unit 31, regardless of status, using the Action/Reason codes of PAY/CSL (Pay Rate Change/Correct Salary).
  • For employees who were not Active in Bargaining Unit 31 on the effective date of an increase (including employees who were on LOA for a reason other than WDL, WSP, or WPS, or in a bargaining unit other than 31), but who became Active in Bargaining Unit 31 after the effective date of the increase, OSC will insert a row to reflect the Salary Increase, effective the date the employee became Active. The Action/Reason codes of PAY/CSL (Pay Rate Change/Cor Sal) will be used.
  • For the above employees, OSC will update subsequent Job rows, regardless of the employee’s status, using the Action/ Reason of PAY/CSL

Exception: If the information on the employee’s Job and Position Data records is different, using the position information for the number stated in the NYS position field on the employee’s Job record, the salary increase will not be processed automatically.

Recalculation of Military Stipends

The above salary increases will result in an increase to Military Stipends for employees who have received paid stipends during the raise periods. The salary increases also may result in employees becoming eligible to receive a stipend if the employee's new NYS salary now exceeds their Military salary. OSC will recalculate paid Military Stipends and determine whether an employee now is eligible to receive a paid Military Stipend.

For employees who will be receiving a higher biweekly Military Stipend, OSC will insert a row in the Job Data page with the Action/Reason of Pay Rate Change/Military Stipend Change (PAY/MSC) beginning the date the employee was entitled to the increased stipend and for each affected subsequent row.

For employees who now will be eligible for a biweekly Military Stipend, OSC will insert a row on the Job Data page with an Action/Reason of Paid Leave of Absence/Military Stipend (PLA/MLS) beginning the date the employee is entitled to the stipend and insert a row in the Job Data page with the Action/ Reason of Pay Rate Change/Military Stipend Change (PAY/MSC) for each affected subsequent row. 

Military Stipends that were paid in Time Entry with earn codes ADJ or MSP will be adjusted by OSC using earn code ADJ. OSC will also enter a General Comment explaining the adjustment. 

All changes to Military Stipends and adjustments will be processed in Pay Period 15L, paychecks dated 11/22/06 (Institution) and 11/15/06 (Administration).

Automatic Retroactive Processing

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

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 and Pre-Shift Briefing (PS6) paid in Time Entry will also be automatically adjusted due to the above increases.

PS2 adjustments must be submitted by the agency in Time Entry.

Agency Actions for Retroactive Processing

Retroactive adjustments will be automatically calculated for regular, Additional Pay, and certain miscellaneous earnings based on the salary increases.
Time Entry earnings submitted with an amount will not be retroactively adjusted. Therefore, the agency must report the adjustments when the following Earn Codes were used to report earnings on or after 3/27/03: PS2, RGO, OTO, LTO, PLO, SOO, OTT, ADJ, APB and ES2.

Additional Miscellaneous Information and Procedures Regarding Retroactive Processing

  • If a check was returned on an AC 230 for dates on or after 3/27/03, the agency must review the retroactive adjustment for that employee, as the system does not always consider AC 230s when processing retroactive adjustments. Therefore, the agency may need to report an adjustment of earnings.
  • If an employee received earnings on an AC 39 (Typewritten Payroll) prepared by OSC for earnings on or after 3/27/03, the agency must submit an adjustment for all earnings paid on the typewritten payroll.
  • If RGS was previously submitted using a date range that exceeded the number of days reported, the system will calculate the adjustment of earnings based on the number of workdays within the range. Therefore, the agency must report an adjustment to reduce the automatic retroactive adjustment.
  • Adjustments for earnings that are calculated automatically, such as overtime, will be calculated incorrectly if the dates previously reported as a single entry on the Time Entry page overlap the effective date of a salary increase. The system will calculate an adjustment for all earnings reported in the single entry based on the salary in effect on the Earnings End Date. Therefore, the agency must submit the necessary adjustment to reduce the automatic payment.
Agency Actions for Reporting Adjustments in Time Entry

Agencies must use the earn code AJR (Adjust Raise) on the Time Entry page to report the retroactive changes due to the implementation of the salary 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

Agency Actions Regarding Control-D Reports

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 that are subsequent to the effective dates of the General Salary Increases are required for all rows on the employee’s Job Data page.

  • 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 also may 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.

Control-D Reports

The following Control-D report will be available before processing of the automatic increases:

NHRP709 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:

  • Salary Below Minimum
  • Position and Job do not match

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

NHRP704 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.

NHRP709 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:

  • Salary Below Minimum
  • Position and Job do not match
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

Undeliverable Checks

Inactive employees may be eligible for a payment as a result of the salary adjustment. If the agency has made an effort to deliver the check to the employee but the check has been returned and is undeliverable, the agency should forward the check to the NYS Department of Tax and Finance, Division of Treasury, per instructions in Payroll Bulletin No. 456.
Checks issued to eligible employees who are now deceased should be returned with a completed Next of Kin Affidavit (Form AC 934-P) and a Report of Check Exchange (Form AC 1476-P).

For recipients of a previously deceased employee's payroll checks where a Next of Kin Affidavit and Report of Check Exchange forms have been submitted, OSC will accept a photocopy of these forms to process the exchange of the check.

Payroll Register and Employee’s Paycheck/Advice

All retroactive adjustments will be displayed on the payroll register and the employee’s paycheck stub or direct deposit advice

Questions

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