Purpose

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

Background

Chapter 10 of the Laws of 2008 provides for a retroactive 3% General Salary Increase and increases to other payments effective April 1, 2007 for Management Confidential (M/C) employees.

This bulletin covers the payment of April 1, 2007 Salary, Longevity and Inconvenience Pay increases. Time Entry payments will be covered in a separate payroll bulletin and paid in the pay period following payment of the Salary and Inconvenience Pay increases.

Affected Employees

Employees in Bargaining Units 06, 46, and 66 who meet the eligibility criteria

Effective Date(s)

Paychecks dated 2/28/08 (Institution) and 3/5/08 (Administration)

Contract Provisions and Eligibility Criteria

April 1, 2007 Retroactive General Salary Increase

The legislation provides for a retroactive 3% Salary Increase for employees in graded and NS (SG 600) positions, Correction Superintendents (SG 700 Job Code 007979), trainees (SG 800) and hourly employees.

• Payable 3/29/07 (Institution) and 4/5/07 (Administration).
• Revised April 1, 2007 Salary Schedules
• Revised April 1, 2007 NYS Correctional Superintendents’ Salary Schedule
• Annual employees receive a 3% increase rounded to the nearest dollar.
• Hourly employees receive a 3% increase rounded to the nearest cent.

Exceptions:

• No Increase for FEE basis employees, except for employees budgeted as per diem with a Pay Basis Code of FEE.
• No Increase for employees who were on a Leave of Absence for a Reason unrelated to Workers’ Compensation on the effective date of the increase until the employee returns from leave.

Longevity Increase

The legislation provides for an increase in the five (5) and ten (10) year Longevity payments for Grades 603-617 in the following amounts:

• 3/29/07 (Institution) or 4/5/07 (Administration)

  5 year	$875
  10 year	$1,750

Inconvenience Pay Increase

The legislation provides for an increase in Inconvenience Pay to $575 effective 3/29/07 (Institution) or 4/5/07 (Administration).

OSC Actions: Automatic Processing of Salary Increases

After payroll processing for Pay Period 23 (Institution and Administration) is completed, OSC will automatically update Job Records to reflect the April 2007 Salary and Longevity Increases for employees whose Pay Basis Code is ANN, HRY, CAL and 21P. The records will be updated as follows:

• For employees who have a status of Active, Paid Leave (except Military Stipend), or Leave of Absence with a Reason Code of WDL, WSP, or WPS on the effective date of the increase, 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 3/29/07 (Institution) or 4/5/07 (Administration).
• OSC will insert a row effective 4/5/07 for Institution Extra Lag agencies and 3/29/07 for Administration 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 (excluding WDL, WSP, WCL or WPS), the Salary Increase will be applied to the employee’s Job Data record only if the employee was subsequently returned to the payroll in Bargaining Units 06, 46 or 66. 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) for Annual employees and PAY/CRT (Pay Rate Change/Change Rate) for hourly employees.
• For employees who were newly appointed or were moved into a Bargaining Unit 06, 46 or 66 position after the effective date of the increase, OSC will insert a row, effective the date of the Hire, Position Change or Transfer action, using the Action/Reason codes of PAY/CSL (Pay Rate Change/Correct Salary) for Annual employees and PAY/CRT (Pay Rate Change/Change Rate) for hourly employees.
• All subsequent rows on the Job Data record also will be updated automatically by inserting additional rows with the Action/Reason codes of PAY/CSL (Pay Rate Change/Correct Salary) for Annual employees and PAY/CRT (Pay Rate Change/Change Rate) for hourly employees provided the employee remained in Bargaining Unit 06, 46 or 66.

Exceptions:

• If the employee’s status on a Job Row is Paid Leave of Absence with a Reason of Military Stipend, a row will not be automatically inserted. However, employees who were placed on Military Stipend Leave due to new military orders on or after the effective date of the increase are eligible for a recalculated military stipend based on the salary and Location Pay increases. Eligible employees’ records will be updated manually by OSC to reflect the increase.
• If the employee’s NYS Grade equals 600 and if the equated to and approved salary rate on Position Data is populated, a row will not be automatically inserted.
• If the employee’s Job Data information does not match the information on Position Data, a row will not be automatically inserted.
• If the employee’s salary on a Job row is less than the hiring rate of the grade on the existing 2007 Salary Schedule, OSC will not insert a row to increase the employee’s salary.

Salary Calculation for Employees Holding Longevity

Employees in grade 603-617 positions who are holding Longevity will have their salary calculated as follows:

• If the employee’s increment code is other than 1997 or 2002, OSC will automatically apply 3% to the employee’s current salary and add the following Longevity increase:
  • $125 for employees holding five (5) year Longevity
  • $250 for employees holding ten (10) year Longevity
• If the employee’s increment code is 1997 or 2002 and the employee’s current salary is equal to Longevity Step 2 or Longevity Step 1, OSC will automatically increase the salary to the corresponding step on the April 2007 Salary Schedule.
• If the employee’s increment code is 1997 and the employee’s current salary is not equal to Longevity Step 2, OSC will subtract $1,500 from the employee’s current salary, apply 3% and add $1,750.
• If the employee’s increment code is 2002 and the employee’s current salary is not equal to Longevity Step 1, OSC will subtract $750 from the employee’s current salary, apply 3% and add $875.

Inconvenience Pay

For employees who are in Bargaining Unit 06, 46 or 66 on or after the effective date of the Inconvenience Pay increase (3/29/07 for Institution and 4/5/07 for Administration) and have an IPF row on the Additional Pay page in the amount of $550, OSC will update the existing IPF row to $575.

Inconvenience Pay Partial Increase

For employees who are in Bargaining Unit 06, 46 or 66 on or after the effective date of the Inconvenience Pay increase (3/29/07 for Institution and 4/5/07 for Administration)and have an IPP row on the Additional Pay page that is effective on or after the effective date of the increase, OSC will update the existing IPP row as follows:

Current Amount	New Amount
$55	$58
$110	$115
$165	$173
$220	$230
$275	$288
$330	$345
$385	$403
$440	$460
$495	$518

Employees Receiving Inconvenience Pay and Changed Bargaining Units

• If after the effective date of the Inconvenience Pay increase, an employee moved from Bargaining Unit 06, 46 or 66 into a bargaining unit that is not eligible for these increases and the employee continued to be eligible to receive Inconvenience Pay earnings, OSC will automatically insert a row, effective the date of the change in bargaining unit to reflect the reduced Inconvenience Pay earnings.
• If the employee was in a bargaining unit that was ineligible to receive the increase in Inconvenience Pay earnings on or after the effective date of the increase and then subsequently had a position change or transfer action into Bargaining Unit 06, 46 or 66 and continued to be eligible for Location and/or Inconvenience Pay earnings, OSC will manually insert a row to reflect the increase in Inconvenience Pay, effective the date of movement into Bargaining Unit 06, 46 or 66.

Automatic Retroactive Processing

OSC will automatically calculate retroactive payments resulting from the April 2007 General Salary and Inconvenience Pay (IPF, IIP) 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 Time Entry Earnings

Time Entry earn codes that are calculated based on an employee’s salary rate and additional salary factors such as Overtime (OTA) and Holiday Pay (HPA) will be automatically adjusted.

The following Earn Codes will be adjusted automatically:

• Extra Time (EXT), Holiday Pay (HPA), Holiday Pay 1.5 (HPB), Holiday Pay-Hourly (HPH), Inconvenience Pay Full (IPF), Inconvenience Pay Part (IPP), Lump Sum Payment-Vacation (LSA), Lump Sum Payment-OT Accruals (LSB), Lump Sum Payment-Vol Reduct (LSH), Lost Time (LT1), MC Over 40 Hrs OT LSP (O40), OT for Annuals (OTA), OT Straight Rate for Annuals (OTB), Recall Overtime (RCL), Regular Pay Hourly (RGH), Regular Pay Salary Employee (RGS), Recall Standby OT (ROC), Standby-Classified (SBC), Salary LSP Annuals (SLS), Standby OT Classified (SOC)

Retroactive Adjustments for Employees Currently Inactive Who Have An Outstanding Overpayment

• 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 determine the difference between the Goal Balance and Goal Amount and will deduct the difference from the employee’s check and update the Goal Balance. If the amount of the positive earnings is not sufficient to deduct the entire overpayment, the system will deduct the amount of positive earnings possible and update the OVP Goal Balance accordingly.

Retroactive Payments for Employees Receiving Military Stipends

For employees who were placed on Military Stipend Leave with or without pay on or after the effective date of the increases as a result of new military orders, OSC will recalculate the amount of Military Stipend.

• For those who received a stipend, the increase in biweekly stipend will be updated on the Job Data record by inserting a new row to reflect the new biweekly stipend amount. Any additional adjustment that is required due to the change in stipend that will not be calculated automatically by the retro process will be reported by OSC in the Time Entry page using the Earn Code ADJ.
• For those who did not receive a stipend but became eligible for a stipend because of the increased salary, OSC will take the necessary action on the Job Data and/or Time Entry pages to pay the required increases.

Agency Actions

Job Record Reporting

Job Request or Position Data Actions for Employees Identified on the Control-D NHRP709 Mass Salary Increase Exception Report

The Control-D report - NHRP709 Mass Salary Increase Exception Report - will be available for agency review prior to the processing of the automatic Salary Increases. This report will be available on 2/5/08 for Institution agencies and 2/3/08 for Administration agencies. The report will identify employees who have Job rows that will not be increased automatically because the data contained on the Job row is different than the data contained on Position Data based on the NYS Position Number; an NS employee has a value in both the Equated to Grade and Not to Exceed fields based on the NYS Position Number; or an employee’s current salary is below the hiring rate of the employee’s grade.

One of the following messages will appear:

• Position and Job Do Not Match
• NYS Position Has Both Equated Grade and NTE
• Salary Below Hiring Rate

If an employee appears on this report but is due an increase, the agency must:

• Submit the necessary corrections on the Job Action Request page to correct the data on the incorrect Job row, using the appropriate action/reason code. After the row is corrected, the automatic increase will be applied.
• If the data on Position Data is incorrect in PayServ but is correct in NYSTEP, the agency must submit a position change request to Dave Lynch in the Personnel Processing Unit at (518) 486-3889. The position will be updated to reflect the change and the automatic increase will be applied provided the agency’s position request contains the same information as the position information in NYSTEP.

New Hires, Rehires, Position Changes, and Transfers Reported in the Same Period as the Automatic Increases

Agencies must report salaries based on the existing 2007 Salary Schedule when processing pay changes, position changes, and transfers in the pay period in which the raise will be processed.

Employees in Job Titles Receiving Increased Hiring Rates

Although OSC will manually update rows that were increased via the mass salary increase update program for employees who were appointed on or after the effective date of the increase into a position that has an increased hiring rate, agencies should identify and review these employees prior to the raise being processed. After the manual updates are completed by OSC, agencies should notify OSC of any corrections required on the Job Record in order to avoid an overpayment to the employee.

Terminating Hourly Employees Who Are No Longer Active

Since the increase will be automatically applied to all hourly employees who are Active on or after the effective date of the increases, the agency should terminate employees effective the day after the last date worked, if the employee is no longer employed by the agency.

Additional Pay Reporting

• When reporting Inconvenience Pay earnings for employees in Bargaining Units 06, 46 or 66 in the pay period in which the automatic increase will be processed, the agency must use the new amount.
• When reporting adjustments for Inconvenience Pay due to late hire, rehire, or mid-period change, the adjustment reported in Additional Pay must be calculated based on the new amount.

Time Entry Reporting

• When reporting RGS and RGO earnings in the pay period in which the raise will be processed, the agency must use the increased salary to calculate the RGS or RGO amount. The payroll system will not adjust RGS earnings reported in the current pay period.
• When reporting an earnings amount for an earn code that is calculated using the employee’s salary rate such as OTT (Out of Title Overtime), the agency may report the Out of Title earnings using the increased rate.

Reporting Retroactive Adjustments

The following Time Entry and Additional Pay earnings will not be adjusted automatically. Therefore, commencing in the pay period in which the raise is being processed, the agency may report the appropriate retroactive adjustments in the Time Entry page, using the Earn Code AJR and the appropriate Earnings Begin and End Dates. An explanation of the adjustment must be included in the Time Entry comments or on the General Comments page.

• ADJ Adjustment
• AIF Adjust Inconvenience Pay
• AIP Adjust Inconvenience Pay Part
• BSA Back Salary Award
• ES2 Extra Service Amount
• EXO Extra Time Override
• FEE (adjust only if employee is paid based on a per diem rate)
• FRC Fee Retirement Credit (adjust only if employee is paid based on a per diem rate)
• LSI Lump Sum Payment Override
• LTO Lost Time Override
• OTO Overtime Override
• OTT Out of Title Overtime
• RGO Regular Salary Override
• SLO Salary Lump Sum Payment Override
• SOO Standby OT Override
• SOV Standby Override

Reporting An Adjustment When Automatic Retroactive Adjustment Is Incorrect

When certain conditions exist in an employee’s record, the automatic retroactive adjustment may be incorrect. Therefore, the agency is responsible for identifying employees who meet these conditions and, if required, must submit the necessary adjustment of earnings in the Time Entry page, using the Earn Code AJR and appropriate Begin and End Dates.

If an overpayment of earnings is identified after the automatic increase is processed but before the paycheck is received by the employee, the employee must be notified of the overpayment and the adjustment that will be reported in a subsequent pay period.

• If an employee had a check returned or exchanged on an AC 230 for service dates on or after the effective date of the increase, the payroll system does not consider the AC 230 when calculating the automatic retroactive adjustment. Therefore, the agency should review the automatic retroactive adjustment and determine the amount of the adjustment to be reported.
• If an employee’s Pay Basis Code changed from HRY, CAL, 21P or ANN, the agency must review the automatic retroactive adjustment and determine if it is correct. If the adjustment is not correct, the agency must report an adjustment of earnings.
• If an employee was paid on an AC 39 (Typewritten Payroll), the payroll system will not adjust the earnings processed on the AC 39. The agency must report the adjustment of earnings.
• For employees who had a Job Action or Additional Pay change reported since the effective date of the raise and the action reported resulted in an overpayment of earnings, the automatic negative retroactive adjustment may not have been processed because the overpayment was either not recoverable or recoverable using the OVP Earn Code or the AC 230. In this case, the negative retroactive adjustment may be re-generated when the automatic increases are processed.OSC will manually turn off (not process) the automatic negative adjustment for these employees, since in most cases, the overpayment was either not recoverable or recovered using another method. The agency is responsible for reviewing employees who meet these conditions to determine if an additional adjustment is required.

OSC will provide a query to assist agencies in identifying employees whose retroactive adjustments had been previously turned off (not processed). Agencies should review the query results for these employees and report the additional adjustment if required in the Time Entry page using the Earn Code AJR.

Control-D Reports Available After Raise Processing

The following reports will be available in Control-D after the automatic increases are processed:

• NHRP709 Mass Salary Increase Exception Report
  This report will identify employees who did not receive an automatic increase on one or more Job Data rows as a result of the following:
  • Position and Job Do Not Match
  • NYS Position Has Both Equated Grade and NTE
  • Salary Below Hiring Rat
• NHRP703 Mass Salary Additional Pay Report
  This report will identify all employees who received an automatic increase for Inconvenience Pay (IPP, IPF) earnings.
• NHRP704 Mass Salary Payment Report
  This report will identify all employees who received the General Salary Increase.  The report identifies all employees whose salaries were automatically increased.

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 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 salary increases may be emailed to the Salary Determination mailbox.

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