State Agencies Bulletin No. 1143

Subject
2012-2013 Deficit Reduction Plan for Employees Represented by the Civil Service Employees Association (CSEA)
Date Issued
March 22, 2012

Purpose

To inform agencies of new earnings codes and procedures for processing the 2012-2013 CSEA Deficit Reduction Plan.

Affected Employees

Employees in the following bargaining units:

Administrative Services BU02
Operational Services BU03
Institutional Services BU04
Division of Military & Naval Affairs BU47

Excludes employees with an hourly rate less than $7.36.

Background

Pursuant to Section 7 of Part A of Chapter 491 of the Laws of 2011 and the Division of the Budget Bulletin B-1193 issued August 19, 2011, a plan has been established to reduce the compensation of any employee within the purview of the agreement between the State of New York and the Civil Service Employees Association.

Effective Date(s)

The 2012-2013 CSEA Deficit Reduction Plan will commence Institution Pay Period 25L/26C and Administration Pay Period 26L/1C and will continue through Institution Pay Period 24L/25C and Administration Pay Period 25L/26C.

Attachment A provides a breakdown of the CSEA Deficit Reduction Plan period by check date and includes the pay period number, pay period begin date and pay period end date for each pay type.

New Earnings Codes

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

Additional Pay Earnings Code Description
D4C 12-13 CSEA DRP -1.538%
(Retro Code – R9C)
Time Entry Earnings Code Description
D5C 12-13 CSEA DRP Oth -1.538%

Automatic Set up of the D4C Additional Pay Record – OSC

In Institution Pay Period 25L/26C and Administration Pay Period 26L/1C, OSC will insert a row on the Additional Pay page for employees who meet ALL of the following criteria:

  • Employee is in an eligible bargaining unit as defined above on the pay period end date.
  • Employee has an Employee Status of Active, Leave with Pay or Leave of Absence on the pay period end date.
  • Employee was not in an ineligible bargaining unit (one not defined above) with an Employee Status of Active or Leave with Pay any time during the pay period.

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: D4C
Effective Date: First day the employee is in an eligible bargaining unit with an Employee Status of Active or Leave with Pay in the above pay period; otherwise, first day the employee is in an eligible bargaining unit with an Employee Status of Leave of Absence in the above pay period.
Earnings: The field will be left blank; the system will calculate the D4C amount based on the eligible earnings
End Date: Pay period end date for Institution Pay Period 24L/25C or Administration Pay Period 25L/26C

Manual Set up of the D4C Additional Pay Record – Agency

Employees Not Meeting Automatic Set Up Criteria

Agencies are responsible for creating the Additional Pay record for those employees who do not meet the criteria in the Automatic Set Up section but who are in an eligible bargaining unit with an Employee Status of Active or Leave with Pay any time during Institution Pay Period 25L/26C or Administration Pay Period 26L/1C.

The Additional Pay record should be set up as follows:

Earnings Code: D4C
Effective Date: First day the employee is in an eligible bargaining unit with an Employee Status of Active or Leave with Pay in the above pay period
Earnings: The field must be left blank; the system will calculate the D4C amount based on the eligible earnings
End Date: Last day the employee is in an eligible bargaining unit: if employee remains in an eligible bargaining unit at the end of the above pay period, use the pay period end date for Institution Pay Period 24L/25C or Administration Pay Period 25L/26C
Newly Eligible Employees

Agencies are also responsible for creating the Additional Pay record for employees who are hired, rehired, concurrently hired or transferred into an eligible bargaining unit with an Employee Status of Active or Leave with Pay after the initial pay period through Institution Pay Period 24L/25C or Administration Pay Period 25L/26C. Agencies must also create or restart the Additional Pay record if an employee returns from a Leave of Absence to an eligible bargaining unit with an Employee Status of Active or Leave with Pay during the CSEA Deficit Reduction Plan period.

The Additional Pay record should be set up as follows:

Earnings Code: D4C
Effective Date: Date of the hire, rehire, concurrent hire, transfer or return from leave transaction into an eligible bargaining unit with an Employee Status of Active or Leave with Pay within the CSEA Deficit Reduction Plan period
Earnings: The field must be left blank; the system will calculate the D4C amount based on the eligible earnings
End Date: Pay period end date for Institution Pay Period 24L/25C or Administration Pay Period 25L/26C

Note: An Additional Pay record using Earnings Code D4C should only be created for an employee in a composite position (identified by Increment code 2222) if the bargaining unit of each position making up the composite position is eligible as defined above. Otherwise, the agency should submit the deficit reduction amount each pay period using the Additional Pay deficit reduction adjustment code (see Processing Adjustments section).

Calculating Deficit Reduction Amount – D4C (Additional Pay)

Each pay period, the system will calculate the deficit reduction amount for employees with a D4C record that was active any time during the pay period being processed regardless of whether the employee was in an eligible bargaining unit. The system will total all monies for the following earnings codes where the earnings end date falls within the pay period dates being processed and multiply the result by -.01538.

Earnings Code Description
AC1 Additional Compensation
FEE Fee
FRC Fee – Retirement Credit
GEO Geographic Pay
IPF Inconvenience Pay – Full
IPP Inconvenience Pay – Part
LMH Location Mid-Hudson
LOC Location Pay
LOM Location Pay – Other Amount
MSP Military Stipend Payment
RGH Regular Pay Hourly Employee
RGS Regular Pay Salary Employee
RGO Regular Pay Override
SDF Shift Differential
TSP Military Training Stipend

As with other Additional Pay Earnings Codes, it may be necessary to submit an adjustment in order to calculate the correct deficit reduction amount.

Employees No Longer Subject to the CSEA Deficit Reduction Plan

If an employee transfers into a bargaining unit that is not subject to the CSEA Deficit Reduction Plan, the agency must insert a row on the Additional Pay page for Earnings Code D4C and insert an End Date equal to the last date the employee is in an eligible bargaining unit.

Processing Adjustments – D5C (Time Entry)

If an employee is in both an eligible and ineligible bargaining unit during a pay period and has a D4C record active any time during the same pay period, the system will calculate the deficit reduction amount on all eligible earnings where the earnings end date falls within the pay period dates being processed. It is the agency’s responsibility to determine the monies that should not have been included in the deficit reduction amount, calculate the adjustment amount, and submit a positive adjustment using Earnings Code D5C.

In addition, the system will not include any monies paid using one of the eligible earnings codes listed above for earnings in an eligible bargaining unit where the earnings end date is prior to the pay period begin date for the pay period being processed. It is the agency’s responsibility to determine those monies that should have been included in the deficit reduction amount and submit a negative adjustment using Earnings Code D5C.

As mentioned above, an Additional Pay record using Earnings Code D4C should not be created for an employee in a composite position (identified by Increment Code 2222) if the bargaining unit of each position making up the composite position is not eligible as defined above. Therefore, it is the agency’s responsibility to total the portion of monies paid each pay period for any of the eligible earnings codes listed above that are earned during the deficit reduction period in an eligible bargaining unit, calculate the deficit reduction amount and submit a transaction using Earnings Code D5C.

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: D5C
Amount: Total adjustment amount – can be negative or positive

Control-D Report NPAY729

In order to assist agencies in identifying monies that should be included in the adjustment calculation, OSC created Control-D report NPAY729 (Earnings Requiring an Adjustment to the Deficit Reduction Calculation). This report identifies employees who have earnings in Paycheck Data for one or more of the earnings codes listed above provided:

  • The earnings end date is less than the pay period begin date associated with the check date on the report; and
  • The earnings end date falls within the deficit reduction period; and
  • The employee is in an eligible bargaining unit with an Employee Status of Active or Leave with Pay on the earnings end date for the specified earnings code.

The report is available the Thursday after the payroll period is confirmed.

The report is sorted by Employee Name and then by Earnings Begin Date and Earnings Code. Fields on the report include Emplid, Employee Record Number, Employee Name, Earnings Code, Earnings Begin Date, Earnings End Date, Hours, Earnings Amount and Addl DRP and Description.

Processing Deficit Reduction – D5C (Time Entry)

Monies earned during the CSEA Deficit Reduction Plan period while in an eligible bargaining unit using any of the earnings codes listed below are also subject to the deficit reduction but will not be calculated automatically.

Earnings Code Description
AGP Adj Geographic Pay
AIF Adj Inconvience Pay Full
AIP Adj Inconvience Pay Part
ALP Adj Location Pay
AMS Adjust Military Stipend
ASD Adj Shift Differential
AS5 Addtl SFT Comp - Hourly
BSA Back Salary Award
EXO Extra Time Override
EXT Extra Time
EC1 Extra Serv Clin Teacher Multi
EC2 Extra Serv Clin Teacher Single
EH1 Extra Serv Physician 76 Multi
EH2 Extra Serv Physician 76 Single
EP1 Extra Serv Physician Multi
EP2 Extra Serv Physician Single
ER1 Extra Serv Multi 7.5 HR
ER2 Extra Serv Multi 8 Hr
ER3 Extra Serv Multi OT
ER4 Extra Serv Single 7.5 HR
ER5 Extra Serv Single 8 HR
ER6 Extra Serv Single OT
ES1 Extra Service Hourly
ES2 Extra Service Amount
IIC Intermittent Inc Pay CSEA
IP3 Intermittent Inc Pay CSEA-3Day
IP4 Intermittent Inc Pay CSEA-4Day
IPS Inc Pay Seasonal HRY
LCA Seasonal Loc Pay – 8 hour
LCB Seas Loc Over 1520 – 8 hr.
LCC Seasonal Loc Pay – 7.5 hrs.
LCD Seas Loc Over 1425 – 7.5 hr.
LCE Seas Loc Pay Mid Hudson-8hr.
LCF Seas LOC Mid Hud over 1520 8hr
LCG Seasonal LOC Mid Hud – 7.5 hr.
LCH Sea LOC Mid Hud ovr 1425-7.5hr
S3G Step 3 Out-of-Title Grievance
WPS WC 60% Sup
WSP Award/Supp Program Supplement

Therefore, it is the agency’s responsibility to total monies paid each pay period for any of these earnings codes that are earned during the deficit reduction period while in an eligible bargaining unit, calculate the deficit reduction amount and submit a Time Entry transaction as follows:

Earnings Begin Date: First earnings begin date within the deficit reduction period for the earnings codes included in the D5C 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 the D5C calculation for the pay period being processed
Earn Code: D5C
Amount: Total the earnings for all of the earnings codes listed above earned during the deficit reduction period that are included in the pay period being processed and multiply by -.01538.

If the agency subsequently reduces the monies earned for any of the earnings codes listed above during the deficit reduction period, a corresponding D5C transaction should also be submitted to reduce the deficit reduction amount. The amount would be calculated by multiplying the adjustment to the earnings amount by +.01538.

Note: Monies earned using Earnings Code BSA or S3G, as well as 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.

Control-D Report NPAY726

In order to assist agencies in identifying monies that should be included in the Deficit Reduction Time Entry calculation, OSC created Control-D report NPAY726 (Earnings Requiring a Manual Deficit Reduction Calculation). This report identifies employees who have earnings in Paycheck Data for one or more of the earnings codes listed above provided:

  • The earnings end date falls within the deficit reduction period; and
  • The employee is in an eligible bargaining unit with an Employee Status of Active or Leave with Pay on the earnings end date for the specified earnings code.

The report will be available the Thursday after the payroll period is confirmed.

The report is sorted by Employee Name and then by Earnings Begin Date and Earnings Code. Fields on the report include Emplid, Employee Record Number, Employee Name, Earnings Code, Earnings Begin Date, Earnings End Date, Hours, Earnings Amount, and Addl DRP and Description.

Earnings Not Subject to the Deficit Reduction

Monies earned during the deficit reduction period while in an eligible bargaining unit in any of the following categories are not subject to the deficit reduction.

  • Bonus Pay
  • Call Out Bonus Pay
  • Hazardous Duty Pay
  • Holiday Pay
  • Hospital Duty Pay
  • Longevity Payments
  • Lost Time
  • Lump Sum Payments for Accruals
  • Overtime Pay
  • Overtime Meals
  • Pre-Shift Briefing
  • Over 40 Cash Out
  • Recall Pay
  • Safety Incentive Differential Pay
  • Salary Withholding Payout
  • Special Assignment to Duty Pay
  • Standby Pay
  • Uniform or Tool Allowance Pay
  • Winter Maintenance Pay
  • Statutory Workers’ Compensation Benefits
  • Unpaid Leave
  • Fringe Benefits

Summary of Agency Actions

Agencies are responsible for the following actions:

  • Create the D4C record for employees who do not meet the criteria in the Automatic Set Up section
  • Create the D4C record for newly eligible employees after the initial pay period
  • Create the D4C record for employees in a composite position where the bargaining unit of each position making up the composite position is eligible
  • Calculate and submit an D5C transaction for employees in a composite position where the bargaining unit of at least one position making up the composite position is not eligible
  • Calculate and submit a positive D5C transaction when monies earned in an ineligible position are included in the D4C calculation
  • Calculate and submit a negative D5C transaction when eligible monies are paid outside of the pay period being processed
  • Calculate and submit a negative D5C transaction for eligible monies paid using those earnings codes in the Processing Deficit Reduction – D5C section.
  • Calculate and submit a positive D5C transaction when a reduction of the eligible monies included in the original D5C transaction occurs

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 or direct deposit advice.

Earnings Code Description
D4C 12-13 CSEA DRP -1.538%
R9C 12-13 CSEA Retro DRP -1.538%
D5C 12-13 CSEA DRP Oth -1.538%

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 CSEA 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 CSEA 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 CSEA Deficit Reduction Plan should be directed to the Payroll Earnings mailbox.

Questions regarding the impact on taxes or deductions as it relates to the CSEA Deficit Reduction Plan should be directed to the Payroll Deductions mailbox.