Purpose

To explain OSC’s automatic processing of the General Salary and other Increases and to provide agencies with instructions for payments not processed automatically.

Affected Employees

Non-Arbitration eligible employees represented by NYSCOPBA in Bargaining Unit 21

Background

Pending legislation, which will implement the agreement between New York State and NYSCOPBA (BU21) and provides for the payments described below for those employees covered by the agreement:

• General Salary Increases to base and Longevity Pay and increases to other payments.
• Ending of Security Enforcement Differential (SED) as a separate payment and addition to base salary for annual-salaried employees.
• Ending of Uniform Allowance (UA8) as a separate payment and addition to base salary for annual-salaried employees.

Effective Dates and Payment Dates

Effective Dates:

Year	Administration		Institution
	Lag	Extra Lag	Lag	Extra Lag
2009	04/02/09	03/26/09	03/26/09	03/19/09
2010	04/01/10	03/25/10	03/25/10	03/18/10
2011	03/31/11	03/24/11	04/07/11	03/31/11

Payment Dates:

Paychecks dated 6/20/12 (Administration Lag and Extra Lag) and 6/28/12 (Institution Lag and Extra Lag).

Contract Provisions and Eligibility

April 1, 2009 General Salary Increase

The legislation provides for a 3.0% General Salary Increase for employees who, on or after the effective date of the increase, have a status of Active, Leave with Pay, or Leave of Absence due to Workers’ Compensation or Military Leave.

• Revised April 1, 2009 Salary Schedule is attached.

April 1, 2010 General Salary Increase

The legislation provides for a 4.0% General Salary Increase for employees who, on or after the effective date of the increase, have a status of Active, Leave with Pay, or Leave of Absence due to Workers’ Compensation or Military Leave.

• Revised April 1, 2010 Salary Schedule is attached

March 31, 2011 General Salary Increase

The legislation provides for a $2,075 salary increase for annual- salaried employees who, on or after the effective date of the increase, have a status of Active, Leave with Pay, or Leave of Absence due to Workers’ Compensation or Military Leave.

• Revised March 31, 2011 Salary Schedule is attached.

Location Pay (LOC)

The legislation provides for an increase to Location Pay for employees in New York City, Nassau, Suffolk, Westchester, or Rockland Counties in the following amounts:

4/1/09	$1,591
4/1/10	$1,655

Location Pay Mid-Hudson (LMH)

The legislation provides for an increase to Mid-Hudson Location Pay for employees in Orange, Putnam or Dutchess Counties in the following amounts:

4/1/09	$849
4/1/10	$883

Inconvenience Pay (IPF)

The legislation provides for an increase to Inconvenience Pay in the following amounts:

4/1/09	$602
4/1/10	$626

Security Enforcement Differential (SED)

The legislation provides for an increase to Security Enforcement Differential in the following amounts:

4/1/09	$682
4/1/10	$709
3/31/11	Value of SED is increased to $1,000, added to & base salary for annual-salaried employees and eliminated as a separate payment.

Facility Security Supervisor Pay (FSS)

The legislation provides for an increase to Facility Security Supervisor Pay in the following amount:

3/31/11

$750

Uniform Allowance (UA8)

The legislation provides for an increase to Uniform Allowance in the following amounts:

2009	$681
2010	$708
2011	Effective 3/31/11 Value of UA8 is increased to $1,075, added to base salary for annual-salaried employees and eliminated as a separate payment. Uniform Allowance will continue as a separate payment for employees covered by Appendix D.

Note: Effective 4/1/12, Appendix D will be modified to apply the Uniform Allowance to all titles who are required to wear uniforms and will be paid on the same pro-rata basis as currently exists.

OSC Actions

Salary Increases

After payroll processing for Pay Period 5L is complete, OSC will automatically insert rows in the Job Data records to reflect the April 2009 and 2010 Salary Increases for annual-salaried and hourly employees. A row will be inserted to reflect the April 2011 Salary Increases for annual-salaried employees only, who are in Bargaining Unit 21 on or after the effective dates of the increases.

These increases will be processed in the following manner:

• For employees in Bargaining Unit 21 who on the effective dates of the increases have a status of Active or Leave with Pay, or on Military Leave or on a Workers’ Compensation Leave (with a Reason code of WDL, WSP, orWPS) OSC will insert a row on the employee’s Job record, effective the dates of the increases, using the Action/Reason codes of PAY/SAC (Pay Rate Change/Mass Salary Increase).
• For the above employees, OSC will update all subsequent Job rows, regardless of status, using the Action/Reason codes of PAY/CSL (Pay Rate Change/Correct Salary) for ANN and PAY/CRT (Pay Rate Change/Change Rate for HRY.
• For employees who were not active in Bargaining Unit 21 on the effective date of an increase but who became Active in Bargaining Unit 21 after the effective date of the increase, OSC will insert a row to reflect the Salary Increase, effective the date the employee became Active. The Action/Reason codes of PAY/CSL (Pay Rate Change/Correct Salary) for ANN and PAY/CRT (Pay Rate Change/Change Rate for HRY will be used.
• For the above employees, OSC will update all subsequent Job rows, regardless of status, using the Action/Reason codes of PAY/CSL (Pay Rate Change/Correct Salary) for ANN and PAY/CRT (Pay Rate Change/Change Rate for HRY.

Additional Pay Increases

For employees who have the following Additional Pay rows who have subsequently become ineligible due to movement out of BU 21, OSC will insert a new Additional Pay row at the previous amount as applicable.

Location Pay (LOC)

For employees who have an existing LOC row on or after the effective date of the increases, OSC will insert or update the LOC row on the Additional Pay page with the following appropriate effective dates and annual earnings amount:

Effective 3/26/09 (I), 4/2/09 (A)	$1,591
Effective 3/25/10 (I), 4/1/10 (A)	$1,655

Location Pay Mid-Hudson (LMH)

For employees who have an existing LMH row on or after the effective date of the increases, OSC will insert or update the LMH row on the Additional Pay page with the following appropriate effective dates and annual earnings amount:

Effective 3/26/09 (I), 4/2/09 (A)	$849
Effective 3/25/10 (I), 4/1/10 (A)	$883

Inconvenience Pay (IPF)

For employees who have an existing IPF row on or after the effective date of the increases, OSC will insert or update the IPF row on the Additional Pay page with the following appropriate effective dates and annual earnings amount:

Effective 3/26/09 (I), 4/2/09 (A)	$602
Effective 3/25/10 (I), 4/1/10 (A)	$626

Security Enforcement Differential (SED)

For employees who have an existing SED row on or after the effective date of the increases, OSC will insert or update the SED row on the Additional Pay page with the following appropriate effective dates and annual earnings amount:

Effective 3/26/09 (I), 4/2/09 (A)	$682
Effective 3/25/10 (I), 4/1/10 (A)	$709

Note: Effective 3/31/11 (Administration) and 4/7/11 (Institution) The value of SED is increased to $1,000, it is eliminated as a separate payment and added to base salary of annual-salaried employees.

Ending Security Enforcement Differential

For all affected employees with an Active SED row in effect on 3/30/11 (Administration) or 4/6/11 (Institution) and later OSC will update the Additional Pay page as described below:

SED effective dated 3/30/11 (Administration) or 4/6/11 (Institution) and later and end date is blank:

• An end date will be inserted equal to the effective date of the row being evaluated.

SED effective dated 3/30/11(Administration) or 4/6/11 (Institution) and later with an end date greater than 3/30/11 (Administration or 4/6/11 (Institution):

• The existing end date will be updated to equal the effective date of the row being evaluated.

SED effective dated less than 3/30/11 (Administration) or 4/6/11 (Institution) and end date is blank:

• An end date of 3/30/11(Administration) or 4/6/11 (Institution) will be inserted on the row being evaluated.

SED effective dated less than 3/30/11(Administration) or 4/6/11 (Institution) and end date is greater than 3/30/11 (Administration) or 4/6/11 (Institution):

• The existing end date will be updated to 3/30/11(Administration) or 4/6/11 (Institution).

Facility Security Pay (FSS)

For employees who have an existing FSS row on or after the effective date of the increases, OSC will insert or update the FSS row on the Additional Pay page with the following appropriate effective dates and annual earnings amount:

Effective 3/31/11(A), 4/7/11(I)

$750

Uniform Allowance (UA8)

For employees who have an existing UA8 row on or after the effective date of the increases, OSC will insert or update the UA8 row on the Additional Pay page with the following appropriate effective dates and annual earnings amount:

11/4/09(I), 11/11/09(A)	$681
11/3/10(I), 11/10/10(A)	$708
11/2/11(I), 11/09/11 (A)	$1,075*

*Note: Effective 3/31/11 (Administration) and 4/7/11 (Institution) The value of Uniform Allowance is increased to $1,075, it is eliminated as a separate payment and added to base salary for annual-salaried employees. Uniform Allowance will continue as a separate payment for part time temporary and seasonal employees covered by Appendix D.

OSC will automatically insert an adjustment in the Time Entry page to pay the difference between the amount received as Uniform Allowance (UA8) and the new Allowance for eligible employees.

An employee may have received a payment with an effective date other than those listed above due to a return to the payroll from an Approved Leave Without Pay. The Earnings Begin Dates, Earnings End Dates and Department ID will be the same as the original payment on the Time Entry.

The adjustment will not be paid in a separate paycheck and will be included in the employee’s regular paycheck. The check for all payments will be distributed to the employee’s current or most recent agency.

2009: Employees who received a Uniform Allowance payment in 2009 will receive an adjustment of $20. Employees who received a prorated 2009 Uniform Allowance payment will receive a prorated amount of the $20 adjustment.

2010: Employees who received a Uniform Allowance payment in 2010 will receive an adjustment of $47. Employees who received a prorated 2010 Uniform Allowance payment will receive a prorated amount of the $47 adjustment.

2011: Employees who received a Uniform Allowance payment in 2011 and are eligible to continue to receive Uniform Allowance as a separate payment will receive an adjustment of $414. Employees who received a prorated Uniform Allowance payment in 2011 and are eligible to continue to receive Uniform Allowance as a separate payment will receive a prorated amount of the $414 adjustment.

Ending Uniform Allowance (UA8)

Annual-salaried employees who received a Uniform Allowance payment effective 11/2/11 (Institution) or 11/9/11 (Administration) with an Earn Code of UA8 and an amount of $661 or a prorated amount OSC will insert a row to update the record as follows:

• Earns Begin Date: 11/2/11 (Institution) or 11/9/11 (Administration)
• Earns End Date: Same as Earns Begin Date
• Amount: -$661 or prorated amount

Employees with Earn Code UA8 row effective greater than 11/2/11 (Institution) or 11/9/11 (Administration) OSC will insert a row to update the record as indicated above using the effective date of the row for the Earns Begin and Earns End Dates.

OSC Actions – Recalculation of Military Stipends

The above salary increases will result in an increase to Military Stipends for employees who have received paid stipends during the raise periods. The salary increases may also result in an employee becoming eligible to receive a stipend if the employee’s new NYS salary now exceeds their military salary.

OSC will recalculate paid Military Stipends as well as determine whether an employee would now be eligible to receive a paid Military Stipend.

• For employees who received a stipend, the increase in biweekly stipend will be updated on the Job Data record by inserting a new row with the Action/Reason of Pay Rate Change/Military Stipend Change (PAY/MSC) to reflect the new biweekly stipend amount beginning with the date the employee was entitled to the increased stipend and for each affected subsequent row.
• For employees who did not receive a stipend but became eligible for a stipend because of the increased salary, OSC will insert a row in the Job Data page with the Action/Reason of Paid Leave of Absence/Military Stipend PLA/MLS) beginning the date the employee is entitled to the stipend. A row will be inserted in the Job Data page with the Action/Reason of Pay Rate Change/Military Stipend Change (PAY/MSC) for each affected subsequent row. A row will be entered in the Time Entry page using the Earn Code MSP to pay the stipend for each pay period the employee is eligible.
• Any additional adjustment that is required due to the change in stipend that will not be calculated automatically by the retro process will be reported by OSC in the Time Entry page using the Earn Code AMS.

Automatic Retroactive Processing

OSC will automatically calculate retroactive payments resulting from the above increases.

For eligible employees who have worked in more than one (1) agency and have been paid by all agencies using the same Employee Record Number since the effective date of the increases, all retroactive adjustments will be paid in the most current agency.

For eligible employees who have worked in more than one (1) agency and have been paid from more than one (1) Employee Record Number since the effective date of the increases, the retroactive adjustment for earnings in each Employee Record Number will be paid in the most current agency, on the appropriate pay cycle, under each Employee Record Number.

Retroactive Adjustments for Additional Pay and Time Entry Earnings

Time Entry earn codes that are calculated based on an employee’s salary rate and additional salary factors such as Overtime (OTA) and Holiday Pay (HPA) will be automatically adjusted.

Pre-Shift Briefing (PS1) paid in Additional Pay also will be automatically adjusted due to the above increases.

Agency Actions for Retroactive Processing Beginning on Pay Period 5L

Reporting Retroactive Adjustments

Time Entry earnings submitted with an amount will not be adjusted automatically. Therefore, beginning in the pay period the increases are processed (Pay Period 5L) the agency must report the adjustments when the following earn codes were used to report earnings on or after the effective date of the payments.

• ADJ Adjustment
• APB Adjust Pre Shift Briefing
• BSA Back Salary Award
• ES2 Extra Service Amount
• LSI Lump Sum Payment Override
• LTO Lost Time Override
• OTO Overtime Override
• OTT Out of Title Overtime
• PLO Payback LSP Override
• RGO Regular Salary Override
• SOO Standby OT Override

Reporting An Adjustment When Automatic Retroactive Adjustment Is Incorrect

When certain conditions exist in an employee’s record, the automatic retroactive adjustment may be incorrect. Therefore, the agency is responsible for identifying employees who meet these conditions and, if required, must submit the necessary adjustment of earnings in the Time Entry page, using the Earn Code AJR and appropriate Begin and End Dates.

If an overpayment of earnings is identified after the automatic Performance Advance payment is processed but before the paycheck is received by the employee, the employee must be notified of the overpayment and the adjustment that will be reported in a subsequent pay period.

• If an employee had a check returned or exchanged on an AC-230 for service dates on or after the effective date of the increase, the payroll system does not consider the AC-230 when calculating the automatic retroactive adjustment. Therefore, the agency should review the automatic retroactive adjustment and determine the amount of the adjustment to be reported.
• If RGS was previously submitted using a date range that exceeded the number of days reported the payroll system will calculate the adjustment of earnings based on the number of workdays within the range.
• Adjustments for earnings that are calculated automatically, such as overtime, will be calculated incorrectly if the dates previously reported as a single entry on the Time Entry page overlap the effective date of a salary increase. The payroll system will calculate an adjustment for all earnings reported in the single entry based on the salary in effect on the Earnings End Date. Therefore, the agency must submit the necessary adjustment to reduce the automatic payment.
• For employees who had a Job Action or Additional Pay change reported since the effective date of the increases and the action reported resulted in an overpayment of earnings, the automatic negative retroactive adjustment may not have been processed because the overpayment was either not recoverable or recoverable using the overpayment earn code or the AC-230. In this case, the negative retroactive adjustment may be re-generated when the automatic increases are processed. OSC will manually turn off (not process) the automatic negative adjustment for these employees, since in most cases, the overpayment was either not recoverable or recovered using another method. The agency is responsible for reviewing employees who meet these conditions to determine if an additional adjustment is required.

Agencies must use the Earn Code AJR (Adjust Raise) on the Time Entry page to report the retroactive changes due to the implementation of the salary increases.

Earnings Code:	AJR
Earns Begin Date:	First Date of adjustment
Earns End Date:	Last Date of adjustment
Amount:	Amount to be adjusted
Comments:	Enter explanation of adjustment

Control-D Reports

The following Control-D reports will be available after all processing is completed:

NHRP704 – Mass Salary Increase Report

This report identifies all employees who received the salary increase and identifies all employees’ salaries that were automatically increased in an eligible bargaining unit. Other fields on the report include the EmplID, Employee Record Number, Employee Name, Effective Date, Effective Sequence, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Action Reason, Old Comp Rate, New Comp Rate and Increment Code.

NHRP703 Mass Salary Additional Pay Report

This report identifies all employees receiving an automatic increase for Location Pay (LOC), Location Pay Mid-Hudson (LMH), Inconvenience Pay (IPF), Security Enforcement Differential (SED), or Facility Security Pay (FSS). Fields on this report include EmplID, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Action Reason, Old Comp Rate, Effective Date, Effective Sequence, and Increment Code.

NPAY771–Time Entry Payment Report

This report will be available after the automatic processing of the Uniform Cleaning and Maintenance adjustments are loaded into the Time Entry page. Fields on the report include EmplID, Employee Record Number, Employee Name, Earn Code, Earns End Date, Grade, Bargaining Unit, Amount, Number of Payments Processed and Total Payment Amount.

Deduction Information

All general deductions for employees whose status is Terminated, Retired or Deceased will be automatically cancelled by OSC with the exception of the following:

Code	Narrative
410	Health Care Spending Account
420	NY Dependent Care Contribution
425	Repay State Loans/Debt
426	Higher Ed Repay State Loan
428	Dependent Care
433	Total Unemployment Ins Owed
500	Medicare Deficiency
501 502	Social Security Deficiency NYS SS/Medicare Deficiency
GARNSH	Garnishments
HIATRG	Regular After Tax Health
HIATSP	Special After Tax Health Adj
HIBTRG	Regular Before Tax Health
HIBTSP	Special Before Tax Health Adj

Tax Administration

This payment is subject to all income and employment withholding taxes. Income taxes will be calculated using the current marital status and withholding allowances(s) in the employee’s tax data record.

Undeliverable Paychecks

Inactive employees may be eligible for a payment as a result of the salary adjustment. If the agency has made an effort to deliver the check to the employee but the check has been returned and is undeliverable, the agency should forward the check to the NYS Department of Tax and Finance, Division of Treasury, per instructions in Payroll Bulletin No. 456.

Checks issued to eligible employees who are now deceased should be returned with a completed Next of Kin Affidavit (form AC 934-P and a Report of Check Exchange (Form AC 1476-P).

For recipients of a previously deceased employee’s payroll check where a Next of Kin Affidavit and Report of Check Exchange forms have been submitted, OSC will accept a photocopy of these forms to process the exchange of the check.

Payroll Register and Employee’s Paycheck/Advice

All retroactive adjustments will be displayed on the payroll register and the employee’s paycheck stub or direct deposit advice.

Questions

Questions related to eligibility and payment may be directed to the Payroll Earnings mailbox.

Questions related to Deductions may be directed to the Payroll Deductions mailbox.

Questions related to withholding taxes may be directed to the Tax and Compliance mailbox.