Purpose

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

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

Effective Date(s)

	Effective Date	Paycheck Date
Institution Lag	3/27/08	4/24/08
Administration Lag	4/3/08	4/30/08
Administration Extra Lag	3/27/08	4/30/08
Institution Extra Lag	4/3/08	5/8/08

Background

Chapter 10 of the Laws of 2008 implements the agreement between the State of New York and the Civil Service Employees Association and provides for a General Salary Increase and an increase to certain other earnings.

Contract Provisions and Eligibility Criteria

April 1, 2008 General Salary Increase

The legislation provides for a 3% Salary Increase for employees in graded and NS (SG 600) positions, trainees (SG 800) and hourly employees.

• Revised April 1, 2008 Salary Schedule
• Annual employees receive a 3% increase rounded to the nearest dollar
• Hourly employees receive a 3% increase rounded to the nearest cent

Longevity Increase 

The legislation provides for an increase in the Longevity amounts for employees in graded and NS equated to grade positions to the following:

5 year	$1,000
10 year	$2,000

Exceptions:

• No increase for FEE basis employees, except for employees budgeted as per diem but paid as FEE.
• No increase for employees who were on a Leave of Absence (other than Workers’ Compensation Leave) on the effective date of the increase until the employee returns from leave.

Downstate Location Pay Increase

The legislation provides an increase to $1,850 for employees in NYC, Nassau, Rockland, Suffolk and Westchester counties, effective 3/27/08 (Institution) and 4/3/08 (Administration).

Mid-Hudson Location Pay Increase

The legislation provides an increase to $1,000 for employees in Orange, Dutchess, and Putnam counties, effective 3/27/08 (Institution) and 4/3/08 (Administration).

Note: The Location Pay for employees in Monroe County remains at $200 annually for eligible employees.

OSC Actions: Automatic Processing of Increases

After payroll processing for Pay Period 1L is completed, OSC will process the April 2008 Salary and Longevity Increases for employees whose Pay Basis Code is ANN or HRY as follows:

• OSC will automatically insert a row in the employee’s Job Data page using the Action/Reason code of PAY/SAC (Pay Rate Change/Mass Salary Increase) for eligible employees who are Active, on a Paid Leave of Absence (except Military Stipend) or on Workers’ Compensation Leave. The row will be inserted using the payment effective date.
• OSC will automatically insert a row in the employee’s Job Data page using the Action/Reason code of PAY/CSL (Pay Rate Change/Correct Salary) for annual employees and PAY/CRT (Pay Rate Change/Change Rate) for hourly employees who are Inactive or on a Leave of Absence (except Workers’ Compensation Leave) only if the employee subsequently returns to Active status in an eligible position in Pay Period 1. The row will be inserted using the effective date of the Rehire or Return from Leave action.
• OSC will automatically insert a row in the employee’s Job Data page using the Action/Reason code of PAY/CSL (Pay Rate Change/Correct Salary) for annual employees and PAY/CRT (Pay Rate Change/Change Rate) for hourly employees who are newly appointed or who transfer into an eligible position in Pay Period 1 but after the effective date of the increase. The row will be inserted using the effective date of the Hire, Position Change or Transfer action.
• OSC will automatically insert rows in the employee’s Job Data page using the Action/Reason code of PAY/CSL (Pay Rate Change/Correct Salary) for annual employees and PAY/CRT (Pay Rate Change/Change Rate) for hourly employees for all subsequent rows provided the employee remained in an eligible position.

Exceptions:

• If the employee is on Military Stipend, a row will not be automatically inserted. However, employees who were placed on Military Stipend due to new military orders on or after the effective date of the payment are eligible for a recalculated military stipend based on the increases. Eligible employees’ records will be updated manually by OSC to reflect the increase.
• If the employee’s NYS Grade equals 600 and the Equated to Grade and Approved Salary Rate fields on Position Data are 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, a row will not be automatically inserted.

Salary Calculation for Employees Holding Longevity

Employees who are holding Longevity will have their salary calculated as follows:

• If the employee’s increment code is other than 1998 or 2003, 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 1998 or 2003 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 2008 Salary Schedule.
• If the employee’s Increment Code is 1998 and the employee’s current salary is not equal to Longevity Step 2, OSC will subtract $1,750 from the employee’s current salary, apply 3% and add $2,000.
• If the employee’s Increment Code is 2003 and the employee’s current salary is not equal to Longevity Step 1, OSC will subtract $875 from the employee’s current salary, apply 3% and add $1,000.

Location Pay

OSC will automatically increase eligible employees’ Location Pay (LOC) or (LMH) on the Additional Pay page from $1,302 to $1,850 or from $651 to $1,000 respectively, effective 3/27/08 (Institution) or 4/3/08 (Administration).

Agency Actions – Pay Period 1

Pay Changes, Position Changes and Transfers Requested in Pay Period 1

If the effective date of the transaction is on or before 3/27/08 (Institution) or 4/3/08 (Administration):

• The agency must not include the 2008 Salary or Longevity Increase in the Pay Rate field on the Job Action Request page. The April 2007 Salary Schedule must be used to calculate the salary.
• The agency must report the proper increment code for April 2008.

If the effective date of the transaction is after 3/27/08 (Institution) or 4/3/08 (Administration):

• The agency must not include the 2008 Salary or Longevity Increase in the Pay Rate field on the Job Action Request page, but must include the Performance Advance from the April 2007 Salary Schedule, if applicable.
• The agency must report the projected increment code based on the employee’s next performance advance cycle.

Employees Who Receive an Increased Hiring Rate in Pay Period 1

Employees who receive an increased Hiring Rate on or after the payment effective date may not be entitled to have the increase applied to their entire salary. OSC will manually update the salaries after the automatic increase is applied. Agencies should notify OSC of any corrections required as soon as possible in order to avoid an overpayment to the employee.

Administration Agencies Only:

New Hire transactions submitted in Pay Period 1 must use the Hiring Rate from the 2007 Salary Schedule. The automatic validation salary warning message, “Requested salary rate must be at the hiring rate when Action of PAY and Reason of NEW is used,” will appear as the new 2008 Salary Schedules will be loaded in PayServ. Please ignore this warning message.

Control-D Report Available Prior to Raise Processing

NHRP709 Mass Salary Increase Exception Report

The NHRP709 will be available for agency review prior to the processing of the automatic increases. The report will be available on 3/20/08 for Institution agencies and 3/27/08 for Administration agencies and identifies employees who will not receive an automatic 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 will not be increased with one of the following messages:

• NYS Position has both equated grade and NTE
• Position and job do not match
• Salary below hiring rate

These messages are based on the employee’s current increment code:

• Salary below longevity step 1
• Salary below longevity step 2

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(s) using the appropriate Action/Reason code. After the row(s) is corrected, the automatic increase will be applied.
• Submit a position change request to Dave Lynch in the Personnel Processing Unit at (518) 486-3889 if the data on the Position Data page is incorrect in PayServ but is correct in NYSTEP. 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.

Control-D Reports Available After Raise Processing

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 Location Pay (LOC) or Location Pay Mid-Hudson (LMH). Fields on this report include EmplID, Employee Record Number, Employee Name, Earn Code, Grade, Salary Plan, Bargaining Unit and Additional Pay Amount.

NHRP704 Mass Salary Payment Report

This report identifies all employees who received the Salary or Longevity 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 all employees who did not receive an automatic Salary or Longevity 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:

• NYS Position has both equated grade and NTE
• Position and job do not match
• Sal below hiring rate

These messages are based on the employee’s current increment code:

• Salary below longevity step 1
• Salary below longevity step 2

Questions

Questions regarding salary may be directed to the Salary Determination mailbox.

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