Purpose

To explain OSC’s automatic processing and to provide agencies with instructions for payments not processed automatically.

Background

Pursuant to Chapter 688 of the Laws of 2007 which implements the agreement between New York State and NYSCOPBA (BU21) and provides for salary increases and other payments for those employees covered by the agreement.

This bulletin provides information on the Bonus Payment and other contractual payments.

A bulletin regarding the salary and longevity increases will be provided at a later date.

Affected Employees

Non-arbitration eligible employees represented by NYSCOPBA in Bargaining Unit 21

Effective Date(s)

Administration paychecks dated 12/12/07
Institution paychecks dated 12/20/07

Contract Provisions and Eligibility

$800 Lump Sum Bonus Payment

The legislation provides for an $800.00 Lump Sum Bonus Payment to be paid to employees in Active status on 3/31/04 who have six (6) or more months of continuous service. Please see additional eligibility criteria in the next section.

Uniform Cleaning and Maintenance Allowance

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

12/1/03	$623
12/1/04	$623
12/1/05	$623
12/1/06	$623

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	$1,230
4/1/05	$1,264
4/1/06	$1,302

Monroe County remains at $203 per year.

Location Pay Mid-Hudson

The legislation provides for creation of Location Pay for Bargaining Unit 21 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 the 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 BU21 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 and whose status is Active or Leave of Absence 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).

OSC Actions

Lump Sum Bonus Payment

Calculation of Bonus Payment and Amount

Full Time Employees

For full-time 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 3/31/04 Institution
Annual Addl Earnings:	Bonus amount

* For Annual employees, 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, Lost Time and Overtime paid at the 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 Employees

For Hourly 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.

Part-Time and 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.

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

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 (UA8) and the new Allowance for eligible employees in Bargaining Unit 21.

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 update the existing rows and insert new LOC rows for the following fiscal years (as needed) on the Additional Pay page with the following appropriate effective date 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

Location Pay Mid-Hudson

OSC will insert an LMH (Location Pay Mid-Hudson) row on the Additional Pay page for any eligible Bargaining Unit 21 employee whose workstation is located in Orange, Dutchess or Putnam counties using the following appropriate effective date and annual amount:

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

OSC also will insert new LMH 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).

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

Security Enforcement Differential

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

4/1/04, payable 3/25/04 (A), 4/1/04 (I)	$589
4/1/05, payable 4/7/05 (A), 3/31/05 (I)	$606
4/1/06, payable 4/6/06 (A), 3/30/06 (I)	$624

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 21 employees effective 4/5/07 (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 4/5/07 (Administration) or 3/29/07 (Institution).

Inconvenience Pay

For employees who have existing IPF rows on or after the effective date of the payment (3/25/04 Administration, 4/1/04 Institution), OSC will update the existing rows 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 NYSCOPBA (BU21) that have new amounts. On 11/20/07, OSC will add the new Earn Codes and remove the old earn codes as follows:

Intermittent Inconvenience Pay

IID	Intermittent Inc Pay (Replaces IIP)
ID2	Intermittent Inc Pay (Replaces IP1)
ID3	Intermittent Inc Pay (Replaces IP2)
OID	OT with Intermittent Inc Pay (Replaces OIS)

Overtime Meals

OMT	OT Meals @ $5.50 (Replaces OMO)

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 will also be automatically adjusted due to the above increases.

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 3/25/04: 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 3/25/04, 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 3/25/04, 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

Additional Agency Responsibility

Agencies are responsible for identifying employees who did not receive an automatic Bonus Payment and who fall into one of the following categories. The agency must determine whether the employee is eligible for the Bonus Payment using the eligibility criteria and payment calculation information described above.

• Seasonal employees who did not receive an automatic Bonus Payment and who return to the payroll in Fiscal Year 2003-04 and meet the eligibility criteria and are due a Bonus Payment.
• OSC will contact agencies that have employees who were on an approved Leave of Absence other than sick leave at half pay and meet the eligibility requirements. Agencies must then enter the appropriate transaction.

Hourly Employees who Received the Bonus and received 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 overtime calculation. To pay the additional overtime monies due to Hourly employees who received a Bonus Payment, one of the following Earn Codes must be entered in the Time Entry page in addition to the OTK Earn Code. The Bonus Earn Code should be reported with the same number of hours and Begin and End dates as the OTK Earn Code.

• BO1 - Bonus Overtime Hourly .60: enter for employees who received a Bonus Payment of $800.
• BO2 - Bonus Overtime Hourly .45: enter for employees who received a Bonus Payment of $600.
• BO3 - Bonus Overtime Hourly .30: enter for employees who received a Bonus Payment of $400.
• BO4 - Bonus Overtime Hourly .15: enter for employees who received a Bonus Payment of $200.

Control-D Report

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

NHRP703 Mass Salary Additional Pay Report

This report identifies all employees receiving an automatic increase for Uniform Cleaning and Maintenance Allowance (UA8), Location Pay (LOC), Location Pay Mid-Hudson (LMH), Security Enforcement Differential (SED), Facility Security Supervisor Pay (FSS), Inconvenience Pay (IPF). Fields on this report include EmplID, Employee Record Number, Employee Name, Earn Code, Grade, Salary Plan, Bargaining Unit, Additional Pay Amount and Part Time Percentage.

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 Percentage, 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 adjustments. 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.