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Date:February 6, 2008
Bulletin Number: 787
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Subject

April 1, 2007 Increases to Overtime Meal, Hazardous Duty, Standby Pay, Winter Maintenance, Call Out Bonus and Intermittent Inconvenience Pay Payments for Employees Represented by the Civil Service Employees Association (CSEA)

Purpose

To inform agencies of OSC’s automatic processing and to introduce new Time Entry earn codes and procedures.

Affected Employees

Employees in the following bargaining units who meet the eligibility criteria:

Administrative Services

BU02

Operational Services

BU03

Institutional Services

BU04

Division of Military & Naval Affairs

BU47

Background

Chapter 10 of the Laws of 2008 implementing agreements between the State of New York and the Civil Service Employees Association provides for retroactive increases to Overtime Meal, Hazardous Duty, Standby Pay, Winter Maintenance, Call Out Bonus and Intermittent Inconvenience Pay payments effective April 1, 2007.

Effective Date(s)

Paychecks dated 3/13/08 (Institution) and 3/19/08 (Administration).

Contract Provisions

Hazard Duty Pay Increase
The legislation provides for an increase in the Hazardous Duty differential to $.75 per hour and Hazard Duty OT to $1.13 per hour effective 3/29/07 (Institution) or 4/5/07 (Administration).

Overtime Meal Allowance Increase
The legislation provides for an increase to the Overtime Meal Allowance to $6.00 effective 3/29/07 (Institution) or 4/5/07 (Administration).

Standby Pay Increase
The legislation provides for an increase to Standby Pay to 25% of daily rate of compensation effective 3/29/07 (Institution) or 4/5/07 (Administration).

Winter Maintenance Increase (Bargaining Unit 03 only)
The legislation provides for an increase to Winter Maintenance to $400 effective 4/5/07 (Administration).

Call Out Bonus Increase (Bargaining Unit 03 Only)
Effective 4/5/07 (Administration), the legislation provides for an increase to the Call Out Bonus to:

$225 for responding to 75% of calls

$300 for responding to 85% of calls

$500 for responding to 95% of calls

Intermittent Inconvenience Pay
The legislation provides for increases to Intermittent Inconvenience Pay to $2.21 per shift and to Intermittent Inconvenience Pay OT to $.43 per hour.

OSC Actions -Processing Retroactive Adjustments

Hazard Duty Pay Increase
For employees who are in Bargaining Units 02, 03, 04 or 47 who have received HZ3 (Hazard Duty Straight Time) or HZ4 (Hazard Duty Overtime) payments with an Earnings End Date on or after the effective date of the Hazard Duty Pay increase (3/29/07 for Institution and 4/5/07 for Administration), OSC will enter the appropriate adjustment using the new Time Entry Earn Codes A30 (Retro Adj HZ Pay) and A31 (Retro Adj HZ Pay OT).

Employees who received Hazard Duty Pay (HZ3) payments in 2007 will receive adjustments of $.15 per hour for each hour paid.

Employees who received Hazard Duty Pay (HZ4) payments in 2007 will receive adjustments of $.23 per hour for each hour paid.

The rates for HZ3 and HZ4 will be increased to $0.75 and $1.13 per hour, respectively, for transactions submitted in Pay Period 24 and after.   

Overtime Meal Allowance Increase
For employees who are in Bargaining Units 02, 03, 04 or 47 who have received OMI (CSEA Overtime Meals) payments with an Earnings End Date on or after the effective date of the Overtime Meal Allowance increase (3/29/07 for Institution and 4/5/07 for Administration), OSC will enter the appropriate adjustment using the new Time Entry Earn Code A40 (Retro Adj OT Meals).

Employees who received Overtime Meal Allowances (OMI) in 2007 will receive an adjustment of $.50 per meal.

The rate for OMI will be increased to $6.00 per meal for transactions submitted in Pay Period 24 and after.

Standby Pay Increase
For employees who are in Bargaining Units 02, 03, 04 or 47 who have received SBC, SOC, SOT or ROC payments with an Earnings End Date after the effective date of the Standby Pay increase (3/29/07 for Institution and 4/5/07 for Administration), OSC will enter the appropriate adjustments using the Time Entry Earn Code SAA (Adj Standby/Standby OT).

Employees who received Standby Pay or Overtime Adjustments for Standby Pay will receive a total adjustment equal to 25% of the SBC, SOC, SOT and ROC amounts paid since the effective dates of the increase.  Amounts paid retroactively using codes RSC, RSO and RRC also will be adjusted.

Winter Maintenance Allowance Increase (Bargaining Unit 03 Only)
For employees who have received December 2007 SHL (Winter Maintenance Allowance) payments with an Earnings End Date after the effective date of the Winter Maintenance Allowance increase (4/5/07 for Administration), OSC will enter the appropriate adjustment using the new Time Entry Earn Code A20 (Retro Adj SHL Winter Maint).

Employees who received a Winter Maintenance Allowance payment in 2007 with an Earnings End Date on or after November 15, 2007 will receive an adjustment of $25.

Call Out Bonus Increase (Bargaining Unit 03 Only)
For employees who have received June 2007 COB (Call Out Bonus) payments after the effective date of the Call Out Bonus increase (4/5/07 for Administration), OSC will enter the appropriate adjustment using the Earn Code COB.

Employees who received a Call Out Bonus payment in 2007 with an Earnings End Date on or after November 1, 2006 will receive an adjustment of $25 for those who had a 75% response rate, $50 for those who had an 85% response rate or $100 for those who had a 95% response rate. Payment will be made in a separate check.  There is no direct deposit for this payment.

Intermittent Inconvenience Pay Increase
For employees who are in Bargaining Units 02, 03, 04 or 47 who have received IIC or OIC payments with an Earnings End Date after the effective date of the Intermittent Inconvenience Pay increase (3/29/07 for Institution and 4/5/07 for Administration), OSC will enter the appropriate adjustments using the new Time Entry Earn Codes A10 (Retro Adj Inter Inc Pay), and A11 (Retro Adj Inter Inc Pay OT).

Earn Code IIC will be updated to $2.21 per shift effective Pay Period 24.

Earn Code OIC will be updated to $.43 per hour effective Pay Period 24.

Note: All of the retroactive adjustments for the above increases will be paid in the Agency where the Earnings were last earned.

OSC Actions - New Earn Codes

OSC has created new Time Entry Earn Codes to be used to pay Standby Pay for employees in Bargaining Units 02, 03, 04 and 47.

      • SBY (Standby CSEA)
        • Replaces SBC and SOV

 SBY will calculate Standby Pay at 25% of regular gross salary plus Additional Pay factors.

      • SOY (Standby OT Adjust CSEA)
        • Replaces SOC, SOT and ROC

OSC will no longer require different Standby OT Adjustment codes to be used based on the type of overtime worked.  In the past, SOC was used with OTA, SOT with OTT, and ROC with RCLSOY can be submitted with any overtime code.

The code SOO (Standby OT Adjust Override) still will be available when agencies need to submit an adjustment after the related SBY and/or overtime have already been paid.

The rate for SBY will be increased to 25% for transactions entered in Pay Period 24 and after.

Agency Actions Beginning in Pay Period 24

Beginning in Pay Period 24, agencies must begin using the new Time Entry Earn Codes SBY and SOY to report Standby Pay earned after 3/29/07 Institution or 4/5/07 Administration. The earn codes SBC, SOV, SOC, SOT and ROC must be used to report Standby for dates prior to 3/29/07 Institution or 4/5/07 Administration. The new codes will be available for use on February 19, 2008.

The following chart lists Standby Earn Codes with their descriptions and appropriate usage:

Earn Code Description Usage Calculation
SBY Standby CSEA Regular standby for classified employees. 25% of daily rate.
SOY Standby OT Adjust Standby that must be submitted with Earn Code SBY for classified employees. System calculates .01955 of the Standby amount times the number submitted as SOY.
SOO Standby OT Override Standby Overtime Adjustment that is not submitted with SBY. Same calculation as for SOY but must be done manually.

Reporting Retroactive Adjustments

The following Time Entry 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
  • 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
Control-D Report

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

NPAY771 Time Entry Payment Report
This report will be available after the automatic processing of all OSC calculated 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
Paycheck/
Advice

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

Questions

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