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Date:August 15, 2007
Bulletin Number: 742
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Subject

Implementation of Bonus Payment and General Salary and Other Increases for Non-Arbitration Eligible Employees Represented by Council 82, Security Supervisors Unit (BU91)

Purpose

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

Background

Pursuant to Chapter 375 of the Laws of 2007 which implements the agreement between New York State and Council 82 Security Supervisors Unit (BU91) and provides for salary increases and additional payments for those employees covered by the agreement.

Affected Employees

Non-arbitration eligible employees represented by Council 82 (Bargaining Unit 91) in the following titles:

Chief Safety and Security Officer 1
Chief Safety and Security Officer 2
Chief Security Officer
Security Hospital Supervisor Treatment Assistant
Security Services Assistant 3
Security Services Assistant 4
Supervising Park and Recreation Forest Ranger
Ski Patrol Director
Workers Compensation Security Coordinator

Effective Date(s)

Institution paychecks dated 8/30/07.
Administration paychecks dated 9/5/07.

Contract Provisions and Eligibility

April 1, 2003 Increase to Longevity Amounts and New 25 Year Longevity Step
The legislation provides for an increase in the ten (10), fifteen (15) and twenty (20) year Longevity amounts as well as the creation of a new twenty-five (25) year Longevity step.

April 1, 2004 General Salary Increase
The legislation provides for a 2.5% 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.

April 1, 2005 General Salary Increase
The legislation provides for a 2.75% 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.

April 1, 2006 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.

March 31, 2007 General Salary Increase
The legislation provides for an $800 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.

Uniform Cleaning and Maintenance Allowance
The legislation provides for an increase to Uniform Cleaning and Maintenance Allowance in the following amounts:

  • 12/1/03

$623

Shock Facilities - $673

  • 12/1/04

$623

Shock Facilities - $673

  • 12/1/05

$623

Shock Facilities - $673

  • 12/1/06

$623

Shock Facilities - $673

Location Pay
The legislation provides for an increase to Location Pay for employees in New York City, Nassau, Suffolk, Westchester, or Rockland Counties in the following amounts:

  • 4/1/04

$1230

  • 4/1/05

$1264

  • 4/1/06

$1302

Monroe County remains at $203 per year.

Location Pay Mid-Hudson
The legislation provides for creation of Location Pay for Bargaining Unit 91 employees in Orange, Putnam or Dutchess Counties in the following amounts:

  • 4/1/04

$615

  • 4/1/05

$632

  • 4/1/06

$651

Security Enforcement Differential
The legislation provides for an increase to Security Enforcement Differential in the following amounts:

  • 4/1/04

$589

  • 4/1/05

$606

  • 4/1/06

$624

Facility Security Supervisor Pay
The legislation provides for the creation of Facility Security Supervisor Pay for employees in BU91 effective 3/31/07 in the amount of $500 annually.  The payment is included in the calculation of overtime and is pensionable.

Inconvenience Pay
The legislation provides for an increase to Inconvenience Pay in the following amount:

  • 4/1/04

$550

Overtime Meal Allowance
The legislation provides for an increase to the Overtime Meal Allowance in the following amount:

  • 4/1/03

$5.50

Eligibility Criteria for the $800 Lump Sum Bonus Payment

Employees must have been hired on or prior to 10/1/03 and meet the following additional eligibility criteria:

  1. Employees who, on 3/31/04 are full-time or on voluntary reduction, have a status of Active, Paid Leave, or Leave of Absence with a Reason of Workers’ Compensation or Military Leave and have six (6) or more months of continuous service as defined by Section 130.3 of the Civil Service Law prior to 3/31/04 are eligible for an $800 Bonus Payment.
  2. Employees who, on 3/31/04 are part-time, have a status of Active, Paid Leave or Leave of Absence with a Reason of Workers’ Compensation or Military Leave, and were in Pay Status (i.e. Active, Paid Leave, or Leave of Absence with a reason of Workers’ Compensation or Military Leave) for at least six (6) months (i.e. 13 pay periods) within Fiscal Year 2003-04 are eligible for a prorated Bonus Payment as described below.
  3. Employees who, on 3/31/04 are full or part-time and meet the eligibility criteria in #1 or #2 above and are on Leave Without Pay for a reason other than Workers’ Compensation or Military Leave, are eligible for the Bonus Payment, if the employee returned to work within Fiscal Year 2004-05.
  4. Employees who on 3/31/04 are Hourly or Per Diem (paid as FEE) and whose status is Active or LOA with a reason of Workers’ Compensation or Military Leave must have worked or charged accruals or have been on Workers’ Compensation or Military Leave in at least thirteen (13) pay periods (regardless of the number of hours or days worked or charged within each pay period) in Fiscal Year 2003-04.  These employees are eligible for a prorated Bonus Payment as described below. 
  5. Seasonal employees who on 3/31/04 are not Active but become re-employed within Fiscal Year 2004-05 and meet the other eligibility criteria described in #4 above are eligible for a prorated Bonus Payment upon return to work.

Note: The Bonus amount will be included in the calculation of overtime 3/27/03 to 3/24/04 (Administration) or 4/3/03 to 3/31/04 (Institution).

Calculation of Bonus Payment and Payment Amount

Lump Sum Bonus Payment

Full-Time Employees

For fulltime employees who meet the eligibility criteria, the Bonus Payment amount is $800.

OSC will automatically insert a row in the Additional Pay page to process the Lump Sum Bonus Payment for eligible employees as described below:

Earnings Code:

BON

Effective Date:*

3/27/03 Administration or 4/3/03 Institution 

OT Effective Date:

3/27/03 Administration or 4/3/03 Institution 

Earn End Date:

3/24/04 Administration or
3/31/04Institution

Annual Addl Earnings:

Bonus amount

*The effective date must be the same date as the OT Effective Date in order for Retroactive processing to automatically calculate the retroactive overtime adjustments.

Part-Time Employees

For part-time employees who meet the eligibility criteria in #2 or #3 above, the Bonus Payment is based on the total number of FTE days of service in the first thirteen (13) cumulative pay periods in which the employee was in pay status, counting back from and including Pay Period 26 and calculating the total number of FTE days actually worked, charged to accruals or on Workers’ Compensation or Military Leave.  All Extra Time and Overtime paid at straight time rate is included.

If thirteen (13) pay periods of paid service cannot be accumulated by and including Pay Period 1 of Fiscal Year 2003-04, the employee is not eligible for the Bonus Payment.  Based on the total number of FTE days, the Bonus Payment amount is determined by using the payment chart below.

Hourly and Per Diem Employees

For Hourly or Per Diem employees who meet the eligibility criteria in #4 or #5 above, the Bonus Payment is based on the total number of hours or days worked or charged to accruals or on Workers’ Compensation or Military Leave in the first cumulative pay periods of service, counting back from and including Pay Period 26, until thirteen (13) pay periods of service have been accumulated (regardless of the number of hours or days worked or charged within the pay period).

If thirteen (13) pay periods of paid service cannot be accumulated by and including Pay Period 1 of Fiscal Year 2003-04, the employee is not eligible for the Bonus Payment. 

  • For hourly employees:  After the total number of hours is calculated, the number of hours is divided by the number of hours in a full-time workday (7.5 or 8) to determine the number of FTE days of service.  Based on the number of days of service, the Bonus Payment amount is determined by using the payment chart below.
  • For Per Diem employees:  After the total number of days is calculated, the Bonus Payment amount is determined by using the payment chart below.

Days of Service in the
Qualifying Period

Lump Sum Bonus
Payment Amount

130 or more

$800

97 but fewer than 130

$600

65 but fewer than 97

$400

32 but fewer than 65

$200

 

OSC Actions

Salary Increases

After payroll processing for Pay Period 10L (Institution and Administration) is complete, OSC will automatically insert rows in the Job Data records to reflect the April 2003 Longevity Increases and the 2004, 2005, 2006 and 2007 Salary Increases for employees who are in Bargaining Unit 91 on or after the effective dates of the increases.

These increases will be processed in the following manner:

  • For employees in Bargaining Unit 91 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 91, 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 91 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 91), but who became Active in Bargaining Unit 91 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

Uniform Cleaning and Maintenance Allowance

OSC will automatically insert an adjustment in Time Entry to pay the difference between the amount received as Uniform Allowance (UA1) and the new Allowance for eligible employees in Bargaining Unit 91.

The Earnings Begin Dates, Earnings End Dates and Department ID will be the same as the original payment on Time Entry.  The check 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 $73.  Employees who received a prorated 2003 Uniform Allowance payment will receive a prorated amount of the $73 adjustment.

2004:  Employees who received a Uniform Allowance payment in 2004 will receive an adjustment of $73.  Employees who received a prorated 2004 Uniform Allowance payment will receive a prorated amount of the $73 adjustment.

2005:  Employees who received a Uniform Allowance payment in 2005 will receive an adjustment of $73.  Employees who received a prorated 2005 Uniform Allowance payment will receive a prorated amount of the $73 adjustment.

2006:  Employees who received a Uniform Allowance payment in 2006 will receive an adjustment of $73.  Employees who received a prorated 2006 Uniform Allowance payment will receive a prorated amount of the $73 adjustment.

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

Location Pay

For employees who have an existing LOC row on or after the effective date of the increase , OSC will insert a new LOC row on the Additional Pay page with the following appropriate effective dates and annual earnings amount:

4/1/04, payable 3/25/04 (A), 4/1/04 (I)

$1,230

4/1/05, payable 4/7/05 (A), 3/31/05 (I)

$1,264

4/1/06, payable 4/6/06 (A), 3/30/06 (I)

$1,302

OSC will also insert new LOC rows on the Additional Pay page to reflect any status, eligibility, factor change or percentage changes on the Job Data page after 3/25/04 (Administration) or 4/1/04 (Institution).

Security Enforcement Differential

For employees who have an existing SED row on or after the effective date of the increase , OSC will update the existing row and insert new SED rows for the following fiscal years (as needed) on the Additional Pay page with the following appropriate effective dates and annual earnings amount:

4/1/04, payable 3/25/04 (A), 4/1/04 (I)

$589.00

4/1/05, payable 4/7/05 (A), 3/31/05 (I)

$606.00

4/1/06, payable 4/6/06 (A), 3/30/06 (I)

$624.00

Facility Security Supervisor Pay

OSC has created new Additional Pay Earnings Codes to be used to pay and adjust Facility Security Supervisor pay:

  • FSS   (Facility Security Supervisor)
  • AFS   (Adjust Facility Security Supervisor)

OSC will automatically insert an FSS row on the Additional Pay page for eligible Bargaining Unit 91 employees effective 4/05/07 (Administration) or 3/29/07 (Institution).

OSC will also insert new FSS rows on the Additional Pay page to reflect any status, eligibility or percentage changes on the Job Data page after 4/05/07 (Administration) or 3/29/07 (Institution).

Inconvenience Pay

For employees who have an existing IPF row on or after the effective date of the payment (3/25/04 Administration, 4/1/04 Institution), OSC will update the existing row on the Additional Pay page with an annual earnings amount of $550.

New Time Entry Codes Established

OSC has created new Time Entry Earn Codes for non-arbitration eligible employees represented by Council 82, Security Supervisors Unit (BU91) that have new amounts.  On August 16, 2007, OSC will add the new Earn Codes and remove the old Earn Codes as follows:

Intermittent Inconvenience Pay
IIB - Intermittent Inc Pay (Replaces IIP)
IM2 - Intermittent Inc Pay (Replaces IP1)
IM3 - Intermittent Inc Pay (Replaces IP2)
OIB - OT with Intermittent Inc Pay (Replaces OIS)


Overtime Meals
OMS - OT Meals @ $5.50 (Replaces OMO)

OSC Actions - 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 may also result in employees becoming eligible to receive a stipend if their new NYS salary now exceeds their military salary.  OSC will recalculate paid Military Stipends as well as check to see if an employee would now be 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 will now 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.

Any 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 10L, paychecks dated 8/30/07 (Institution) and 9/5/07 (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 (PS6) paid in Additional Pay will also be automatically adjusted due to the above increases.

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

Agency Actions - Location Mid-Hudson

Agencies must add an LMH (Location Pay Mid-Hudson) row on the Additional Pay page for any eligible Bargaining Unit 91 employee whose workstation is located in Orange, Dutchess or Putnam counties using the following appropriate effective dates and annual amounts:

4/1/04, payable 3/25/04 (A), 4/1/04 (I)

$615

4/1/05, payable 4/7/05 (A), 3/31/05 (I)

$632

4/1/06, payable 4/6/06 (A), 3/30/06 (I)

$651

The agency must review the Job Data page to determine if any other rows are required, based on the information reported on the employee’s Job record.  For example:

  • A row must be added if an employee had a change in percentage, effective the date of the percentage change.
  • A row must be added to end the earnings if the employee was terminated, retired or placed on Leave of Absence other than WDL, or had a position change or transfer and became ineligible to receive the earnings.
  • A row must be added to restart the earnings if the earnings were ended and the employee subsequently becomes eligible for the earnings.
  • A Factor Change row must be added for employees who are still receiving LMH effective 3/29/07 (Institution) and 4/5/07 (Administration)

Note: Employees are not eligible to receive LMH and LOC at the same time.

Agency Actions for Retroactive Processing

Retroactive adjustments will be calculated automatically 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, LSI 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 increase in Overtime Meals and 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

 

Control-D Report

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 all salaries that were automatically increased. 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.

NPAY770 One Time Payment Report
This report will be available after the automatic processing of the BON payments are loaded into the Additional Pay page.  Fields on this report include EmplID, Employee Record Number, Employee Name, Earn Code, Grade, Bargaining Unit, Part-time Percent, Amount, Number of Employees Receiving Payment, and Total Payment Amount.

NPAY771 Time Entry Payment Report
This report will be available after the automatic processing of the Uniform Cleaning and Maintenance 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.

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 about general salary increases may be e-mailed to the Salary Determination mailbox.

All other questions may be e-mailed to your payroll auditor.