Purpose

To inform agencies of new earnings codes and procedures for processing the 2011-2012 APSU Deficit Reduction Plan.

Affected Employees

Employees in bargaining unit 31 – Agency Police Services Unit (APSU).

Excludes employees with an hourly rate less than $7.39.

Background

Pursuant to Section 7 of Part A of Chapter 491 of the Laws of 2011 and the Division of the Budget Bulletin B-1198 issued February 15, 2012, a plan has been established to reduce the compensation of and provide additional leave time to any employee within the purview of the agreement between the State of New York and the Police Benevolent Association of New York State, Inc.

Effective Date(s)

The 2011-2012 APSU Deficit Reduction Plan is effective 1/31/2012 through 3/14/2012 for employees on the Administration cycle

New Earnings Codes

OSC has created new earnings codes to process the APSU Deficit Reduction Plan.

Automatic Set up of the D1A Additional Pay Record - OSC

In Administration Pay Period 25L, OSC will insert a row on the Additional Pay page for employees who are in bargaining unit 31 and have an Employee Status of Active, Leave with Pay or Leave of Absence on 1/31/2012.

Exception: The Additional Pay record will not be created automatically for employees in a composite position (identified by Increment Code 2222) since the system cannot determine if the hidden position is in an eligible bargaining unit.

The inserted row on the Additional Pay page will be set up as follows:

Calculating the Deficit Reduction Amount – D1A (Additional Pay)

The system will calculate the deficit reduction amount in Administration Pay Period 25L for employees with a D1A record by totaling the increased annual value of the following earnings codes active on 1/31/2012 and multiplying the result by -.01923. The deficit reduction amount up to the total value of the employee’s retroactive adjustment will be deducted from the employee’s retroactive adjustment.

Processing Deficit Reduction – D2A (Time Entry) - Agency

Agencies are responsible for calculating and submitting the deficit reduction amount for employees who are hired or concurrently hired in bargaining unit 31 after 1/31/2012 through 3/14/2012 and employees who are terminated or retired on or before 1/31/2012 but who are rehired in bargaining unit 31 after 1/31/2012 through 3/14/2012. Agencies must total the increased annual value of the following earnings codes active on the employee’s hire or rehire date and multiply the result by -.01923:

Monies earned during the APSU Deficit Reduction Period while in bargaining unit 31 using any of the earnings codes listed below are also subject to the deficit reduction but will not be calculated automatically. Therefore, it is the agency’s responsibility to total all monies paid and multiply the result by -.01923.

A Time Entry transaction should be submitted as follows:

Note: Monies earned using Earnings Code BSA or S3G, monies earned using one of the adjustment codes and monies paid retroactively or as the result of a correction, should be handled on a case by case basis depending on whether the monies were earned during the deficit reduction period.

Earnings Not Subject to the Deficit Reduction

Monies earned during the APSU Deficit Reduction Period while in bargaining unit 31 in any of the following categories are not subject to the deficit reduction.

Retirement Days Worked

As was done for CSEA employees and as explained in Payroll Bulletin number 1128, OSC will reduce the days worked reported to the Employee's Retirement System in accordance with the 2011-2012 Deficit Reduction Plan for Bargaining Unit 31 employees.

OSC will reduce 5 days worked for BU31 employees identified as eligible for the deficit reduction for the paychecks dated March 28, 2012. These employees will appear on the NBEN713 "ERS Days WRK ADJ" report.

Agencies must review the NBEN713 report and submit any required days worked adjustments to the Retirement System utilizing the RS2050 Adjustment Report.

Based on the crediting rules that apply to the various tiers, employees should not be impacted by the DRL, as long as there is no other reduction in days worked (i.e. lost time).

Summary of Agency Actions

Agencies are responsible for the following actions:

• Calculate and submit a negative D2A transaction for employees who are hired, concurrently hired or rehired after 1/31/2012
• Calculate and submit a negative D2A transaction for eligible monies paid using those earnings codes not calculated automatically
• Calculate and submit a negative D2A transaction for employees in a composite position

Payroll Register and Employee’s Paycheck/Advice

Where appropriate, the following earnings codes and the associated amounts will be displayed on the payroll register. The earnings code description and amount will be displayed on the employee’s paycheck stub and/or direct deposit advice.

Additional Information

Additional information and clarification may be provided in a subsequent payroll bulletin or posted on the PayServ Bulletin Board as it becomes available.

Questions

Questions regarding the APSU Deficit Reduction Plan should be directed to the applicable budget examiner at the Division of the Budget.

Questions regarding the accumulation and use of time as it relates to the APSU Deficit Reduction Plan should be directed to the Division of Staffing Services at the Department of Civil Service.

Questions regarding the Payroll processing of the APSU Deficit Reduction Plan should be directed to the Payroll Earnings mailbox.

Questions regarding Control-D report NBEN713 should be directed to the Payroll Deductions mailbox.

Questions regarding ERS Retirement Service Credit should be directed to the ERS Retirement System Call Center at 518-474-7736 or 1-866-805-0990.