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Date: March 5, 2012

Bulletin Number: 1135

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Subject

2011-2012 Deficit Reduction Plan for Employees in the Agency Police Services Unit (APSU) Represented by the Police Benevolent Association of New York State, Inc. (PBANYS)

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.

Additional Pay Earnings Code

Description

D1A

11-12 APSU DRP -1.923%
(Retro Code – R1A)

Time Entry  Earnings Code

Description

D2A

11-12 APSU DRP Oth -1.923%


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:

Earnings Code:

D1A

Effective Date:

Administration Lag – 3/1/2012

Earnings:

The field will be left blank; the system will calculate the D1A amount based on the eligible earnings

End Date:

Administration Lag – 3/14/2012


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.

Earnings Code

Description

BOT

Marine Off Road Pay

COM

Command Payment

EXD

Expanded Duty Pay

HZM

Hazard Material Pay

IPF

Inconvenience Pay – Full

IPP

Inconvenience Pay – Part

LOC

Location Pay

LOM

Location Pay – Other Amount

MSP

Military Stipend Payment

RGO

Regular Pay Override

RGS

Regular Pay Salary Employee

SUP

Supplemental Location Pay

TSP

Military Training Stipend


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:

Earnings Code

Description

BOT

Marine Off Road Pay

COM

Command Payment

EXD

Expanded Duty Pay

HZM

Hazard Material Pay

IPF

Inconvenience Pay – Full

IPP

Inconvenience Pay – Part

LOC

Location Pay

LOM

Location Pay – Other Amount

MSP

Military Stipend Payment

RGO

Regular Pay Override

RGS

Regular Pay Salary Employee

SUP

Supplemental Location Pay

TSP

Military Training Stipend

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.

Earnings Code

Description

ABT

Adj Marine Off Road Pay

ACM

Adjust Command Pay

AED

Adjust Expanded Duty

AHZ

Adj Hazardous Material Pay

AIF

Adj Inconvenience Pay Full

AIP

Adj Inconvenience Pay Part

ALP

Adj Location Pay

AMS

Adj Military Stipend

ASL

Adjust Supp Location Comp

BSA

Back Salary Award

ES1

Extra Service Hourly

ES2

Extra Service Amount

EXT

Extra Time

IIP

Intermittent Inconvenience Pay

IP1

Intermittent Inc Pay-4Day

IP2

Intermittent Inc Pay-3Day

IPO

Inc Pay Override

S3G

Step 3 Out-of-Title Grievance

WPS

WC 60% Sup

WSP

Award/Supp Program Supplement

A Time Entry transaction should be submitted as follows:

Earnings Begin Date:

First earnings begin date within the deficit reduction period for the earnings codes included in this calculation for the pay period being processed

Earnings End Date:

Last earnings end date within the deficit reduction period for the earnings codes included in this calculation for the pay period being processed

Earn Code:

D2A

Amount:

Total deficit reduction amount (enter as a negative amount)

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.

Administrative Maintenance Pay

Bonus Pay

Fringe Benefits

Health Insurance Opt-Out

Holiday Pay

Lost Time

Lump Sum Payments for Accruals

Overtime Pay

Overtime Meals

Pre-Shift Briefing

Premium Overtime

Recall Pay

Standby Pay

Statutory Workers’ Compensation Benefits

Uniform/Clothing Allowance

Unpaid Leave


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.

Earnings Code

Description

D1A

11-12 APSU DRP -1.923%

R1A

11-12 APSU Retro DRP -1.923%

D2A

11-12 APSU DRP Oth -1.923%


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.