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Date: March 22, 2012

Bulletin Number: 1145

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Subject

2012-2013 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 2012-2013 APSU Deficit Reduction Plan.

Affected Employees

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

Excludes employees with an hourly rate less than $7.36.

Background

Pursuant to Section 7 of Part A of Chapter 491 of the Laws of 2011 and the Division of the Budget Bulletin B-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 2012-2013 APSU Deficit Reduction Plan will commence Administration Pay Period 26L/1C and will continue through Administration Pay Period 25L/26C.

Attachment A provides a breakdown of the APSU 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 APSU Deficit Reduction Plan.

Additional Pay Earnings Code


Description

D4A

12-13 APSU DRP -1.538%
(Retro Code – R4A)

Time Entry  Earnings Code

 Description

D5A

12-13 APSU DRP Oth -1.538%


Automatic Set up of the D4A Additional Pay Record - OSC

In 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 automatically created 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:

D4A

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 D4A amount based on the eligible earnings

End Date:

Pay period end date for Administration Pay Period 25L/26C


Manual Set up of the D4A 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  Administration Pay Period 26L/1C.

The Additional Pay record should be set up as follows:

Earnings Code:

D4A

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 D4A 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 end date, use the pay period end date for 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 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 APSU Deficit Reduction Plan period.

The Additional Pay record should be set up as follows:

Earnings Code:

D4A

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 APSU Deficit Reduction Plan period

Earnings:

The field must be left blank; the system will calculate the D4A amount based on the eligible earnings

End Date:

Pay period end date for  Administration Pay Period 25L/26C

Note:  An Additional Pay record using Earnings Code D4A 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 the Deficit Reduction Amount – D4A (Additional Pay)

Each pay period, the system will calculate the deficit reduction amount for employees with a D4A 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

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

RGH

Regular Pay Hourly Employee

RGO

Regular Pay Override

RGS

Regular Pay Salary Employee

SUP

Supplemental Location Pay

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 Deficit Reduction

If an employee transfers into a bargaining unit that is not subject to the APSU Deficit Reduction Plan, the agency must insert a row on the Additional Pay page for Earnings Code D4A and insert an End Date equal to the last date the employee is in an eligible bargaining unit.

Processing Adjustments – D5A (Time Entry)

If an employee is in both an eligible and ineligible bargaining unit during a pay period and has a D4A 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 D5A.

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 D5A.

As mentioned above, an Additional Pay record using Earnings Code D4A 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 D5A.

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:

D5A

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 – D5A (Time Entry) - Agency

Monies earned during the APSU 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

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

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 D5A 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 D5A calculation for the pay period being processed

Earn Code:

D5A

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 D5A 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 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.

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


Summary of Agency Actions

Agencies are responsible for the following actions:

  • Create the D4A record for employees who do not meet the criteria in the Automatic Set Up section
  • Create the D4A record for newly eligible employees after the initial pay period
  • Create the D4A 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 D5A 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 D5A transaction when monies earned in an ineligible position are included in the D4A calculation
  • Calculate and submit a negative D5A transaction when eligible monies are paid outside of the pay period being processed
  • Calculate and submit a negative D5A transaction for eligible monies paid using those earnings codes in the Processing Deficit Reduction – D5A section.
  • Calculate and submit a positive D5A transaction when a reduction of the eligible monies included in the original D5A 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

D4A

12-13 APSU DRP -1.538%

R4A

12-13 APSU Retro DRP -1.538%

D5A

12-13 APSU 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 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 the impact on taxes or deductions as it relates to the APSU Deficit Reduction Plan should be directed to the Payroll Deductions mailbox.