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Date: May 30, 2012 Amended

Bulletin Number: 1161

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Subject

2011-2012 and 2012-2013 Deficit Reduction Plan for Non-Arbitration Eligible Employees in the Security Services Unit (SSU BU21) Represented by the New York State Correctional Officers and Police Benevolent Association, Inc. (NYSCOPBA)

Purpose

To inform agencies of new earnings codes and procedures for processing the 2011-2012 and 2012-2013 SSU BU21 Deficit Reduction Plan

Affected Employees

Employees in Bargaining Unit 21 – Security Services Unit (SSU).

The 2011-2012 SSU BU21 Deficit Reduction Plan excludes employees with an hourly rate less than $7.39.  The 2012-2013 SSU BU21 Deficit Reduction Plan 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-1200 issued May 11, 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 New York State Correctional Officers and Police Benevolent Association, Inc.


Effective Date(s)

Both the 2011-2012 and 2012-2013 SSU BU21 Deficit Reduction Plans will be processed in Administration Pay Period 5L, checks dated 06/20/2012 and Institution Pay Period 5L, checks dated 06/28/2012.

Attachment Aprovides a breakdown of the 2011-2012 SSU BU21 Deficit Reduction Plan Period.

Attachment B provides a breakdown of the 2012-2013 SSU BU21 Deficit Reduction Plan Period.

New Earnings Codes

OSC has created new earnings codes to process the SSU BU21 Deficit Reduction Plan.

2011-2012 SSU BU21 Deficit Reduction Plan

Time Entry Earnings Codes

 Description

D1J

11-12 SSU 21 DRP -1.923%
(Retro Code – R1J)

D2J

11-12 SSU 21 DRP Oth -1.923%

2012-2013 SSU BU21 Deficit Reduction Plan

Additional Pay Earnings Codes

 Description

D4J

12-13 SSU 21 DRP -1.538%
(Retro Code – R4J)

D8J

12-13 SSU 21 DRP -1.538%
(Retro Code – R8J)


Time Entry Earnings Code


 
Description

D5J

12-13 SSU 21 DRP Oth -1.538%



Automatic Creation of the 2011-2012 D1J Time Entry Record - OSC

Pay Basis Code = ANN and Employee Status = Active or Leave with Pay on 03/07/2012 (Institution) or 03/14/2012 (Administration)

In Institution and Administration Pay Period 5L, OSC will create a D1J Time Entry record for employees who are in Bargaining Unit 21 who meet the following criteria:

  • Employee has a Pay Basis Code equal to ANN, and
  • Employee has an Employee Status of Active or Leave with Pay on 03/07/2012 (Institution) or 03/14/2012 (Administration)

The D1J Time Entry record will be created as follows:

Earnings Begin Date:

03/07/2012 (Institution)
03/14/2012 (Administration)

Earnings End Date:

03/07/2012 (Institution)
03/14/2012 (Administration

Earn Code:

D1J

Hours/Units:

Employee’s Work Percent in effect on the Earnings End Date

Amount:

The field will be left blank; the system will calculate the D1J amount as explained below



Calculating the 2011-2012 D1J Amount (Time Entry)

The 2011-2012 SSU BU21 Deficit Reduction Amount for employees with a D1J record will be calculated based on the employee’s increased annual salary plus the increased annual value of the following additional pay earnings codes in effect on the appropriate Earnings End Date multiplied by -.01923 and then by the value in the Hours/Units field.

Earnings Code

Description

FSS

Facility Security Pay

IPF

Inconvenience Pay – Full

IPP

Inconvenience Pay – Part

LMH

Location Mid-Hudson

LOC

Location Pay

LOM

Location Pay – Other Amount



Automatic Creation of the 2011-2012 D2J Transaction in Paycheck Data - OSC

Pay Basis Code = ANN and Employee Status = Leave of Absence on 03/07/2012 (Institution) or 03/14/2012 (Administration)

In Institution and Administration Pay Period 5L, OSC will create a D2J transaction in Paycheck Data for employees who are in Bargaining Unit 21 who meet the following criteria:

  • Employee has a Pay Basis Code equal to ANN, and
  • Employee has an Employee Status of Leave of Absence on 03/07/2012 (Institution) or 03/14/2012 (Administration)

The D2J transaction will be created as follows:

Begin Date:

03/07/2012 (Institution)
03/14/2012 (Administration)

End Date:

03/07/2012 (Institution)
03/14/2012 (Administration)

Code:

D2J

Description:

11-12 SSU 21 DRP Oth -1.923%

Amount:

The 2011-2012 SSU BU21 Deficit Reduction Amount will be calculated based on the employee’s increased annual salary plus the increased annual value of applicable additional pay monies (FSS, IPF, IPP, LMH, LOC, LOM) in effect on the appropriate End Date multiplied by -.01923 and then by the Employee’s Work Percent in effect on the End Date

Pay Basis Code = HRY and Employee Status = Active, Leave with Pay or Leave of Absence on 03/07/2012 (Institution) or 03/14/2012 (Administration)

In Institution and Administration Pay Period 5L, OSC will also create a D2J transaction in Paycheck Data for employees who are in Bargaining Unit 21 who meet the following criteria:

  • Employee has a Pay Basis Code equal to HRY, and
  • Employee has an Employee Status of Active, Leave with Pay or Leave of Absence on 03/07/2012 (Institution) or 03/14/2012 (Administration)

Exception:  The D2J transaction will not be created for employees with an hourly rate less than $7.39.

The D2J transaction will be created as follows:

Begin Date:

03/07/2012 (Institution)
03/14/2012 (Administration)

End Date:

03/07/2012 (Institution)
03/14/2012 (Administration)

Code:

D2J

Description:

11-12 SSU 21 DRP Oth -1.923%

Amount:

The 2011-2012 SSU BU21 Deficit Reduction Amount will be calculated based on the employee’s annualized hourly rate.  The employee’s increased hourly rate in effect on the End Date will be multiplied by 2088 and then by -.01923



Manual Set Up of the 2011-2012 D2J Time Entry Record - Agency

Monies earned during the 2011-2012 SSU Deficit Reduction Period while in Bargaining Unit 21 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 of the monies paid using the codes below and multiply the result by -.01923.

Earnings Code

Description

AFS

Adj Facility Security Pay

AIF

Adj Inc Pay Full

AIP

Adj Inc Pay Part

ALP

Adj Location

AMS

Adj Military Stipend

BSA

Back Salary Award

ES1

Extra Service Hourly

ES2

Extra Service Amount

EXT

Extra Time

ID2

Intermittent Inc Pay 4Day BU21

ID3

Intermittent Inc Pay 3day BU21

IID

Intermittent Inc Pay BU21

IPO

Inc Pay Override

S3G

Step 3 Grievance

WPS

WC 60% Sup

WSP

Award/Supp Program Sup

A D2J Time Entry transaction should be submitted as follows:

Earnings Begin Date:

First earnings begin date within the 2011-2012 SSU BU21 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 2011-2012 SSU BU21 Deficit Reduction Period for the earnings codes included in this calculation for the pay period being processed.

Earn Code:

D2J

Amount:

Total deficit reduction amount (enter as a negative amount)

If the agency subsequently reduces the monies earned for any of the earnings codes listed above during the deficit reduction period, a corresponding D2J 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 +.01923.

Note:  Monies earned using Earnings Codes BSA or S3G should be handled on a case by case basis depending on whether the monies were earned during the 2011-2012 SSU BU21 Deficit Reduction Period.

Automatic Creation of the 2012-2013 D4J Additional Pay Record - OSC

Pay Basis Code = ANN and Employee Status = Active, Leave with Pay or Leave of Absence on 03/07/2012 (Institution) or 03/14/2012 (Administration) OR 06/13/2012 (Institution) or 06/06/2012 (Administration)

In Institution and Administration Pay Period 5L, OSC will create a D4J Additional Pay record for employees who are in Bargaining Unit 21 and meet the following criteria:

  • Employee has a Pay Basis Code equal to ANN, and
  • Employee has an Employee Status of Active, Leave with Pay or Leave of Absence on 03/07/2012 (Institution) or 03/14/2012 (Administration) OR 06/13/2012 (Institution) or 06/06/2012 (Administration)

The D4J Additional Pay record will be created as follows:

Earnings Code:

D4J

Effective Date:

05/31/2012 (Institution)
05/24/2012 (Administration)

Earnings:

The field will be left blank; the system will calculate the D4J amount as explained below

End Date:

06/13/2012 (Institution)
06/06/2012 (Administration)


Calculating the 2012-2013 D4J Amount

The 2012-2013 SSU BU21 Deficit Reduction Amount for employees with a D4J record will be calculated based on the employee’s increased annual salary plus the increased annual value of the following additional pay earnings codes in effect on the appropriate End Date multiplied by -.01538 and then by the Employee’s Work Percent in effect on the End Date.

Earnings Code

Description

FSS

Facility Security Pay

IPF

Inconvenience Pay – Full

IPP

Inconvenience Pay – Part

LMH

Location Mid-Hudson

LOC

Location Pay

LOM

Location Pay – Other Amount


Automatic Creation of the 2012-2013 D5J Transaction in Paycheck Data - OSC

Pay Basis Code = HRY and Employee Status = Active, Leave with Pay or Leave of Absence on 03/07/2012 (Institution) or 03/14/2012 (Administration) OR 05/30/2012 (Administration Extra Lag) or 06/06/2012 (Administration Lag and Institution Extra Lag) or 06/13/2012 (Institution Lag)

In Institution and Administration Pay Period 5L, OSC will create a D5J transaction in Paycheck Data for employees who are in Bargaining Unit 21 and meet the following criteria:

  • Employee has a Pay Basis Code equal to HRY, and
  • Employee has an Employee Status of Active, Leave with Pay or Leave of Absence on 03/07/2012 (Institution) or 03/14/2012 (Administration) OR 05/30/2012 (Administration Extra Lag) or 06/06/2012 (Administration Lag and Institution Extra Lag) or 06/13/2012 (Institution Lag)

Exception:  The D5J transaction will not be created for employees with an hourly rate less than $7.36.

The D5J transaction will be created as follows:

Begin Date:

05/17/2012 (Administration Extra Lag)
05/24/2012 (Administration Lag and Institution Extra Lag)
05/31/2012 (Institution Lag)

End Date:

05/30/2012 (Administration Extra Lag)
06/06/2012 (Administration Lag and Institution Extra Lag)
06/13/2012 (Institution Lag)

Code:

D5J

Description:

12-13 SSU 21 DRP Oth -1.538%

Amount:

The 2012-2013 SSU BU21 Deficit Reduction Amount will be calculated based on the employee’s annualized hourly rate.  The employee’s increased hourly rate in effect on the End Date will be multiplied by 2088 and then by -.01538


Manual Set Up of the 2012-2013 D5J Time Entry Record - Agency

Monies earned during the 2012-2013 SSU Deficit Reduction Period while in Bargaining Unit 21 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 using the codes below and multiply the result by -.01538.

Earnings Code

Description

AFS

Adj Facility Security Pay

AIF

Adj Inc Pay Full

AIP

Adj Inc Pay Part

ALP

Adj Location

AMS

Adj Military Stipend

BSA

Back Salary Award

ES1

Extra Service Hourly

ES2

Extra Service Amount

EXT

Extra Time

ID2

Intermittent Inc Pay 4Day BU21

ID3

Intermittent Inc Pay 3day BU21

IID

Intermittent Inc Pay BU21

IPO

Inc Pay Override

S3G

Step 3 Grievance

WPS

WC 60% Sup

WSP

Award/Supp Program Sup

A D5J Time Entry transaction should be submitted as follows:

Earnings Begin Date:

First earnings begin date within the 2012-2013 SSU BU21 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 2012-2013 SSU BU21 Deficit Reduction Period for the earnings codes included in this calculation for the pay period being processed.

Earn Code:

D5J

Amount:

Total deficit reduction amount (enter as a negative amount)

If the agency subsequently reduces the monies earned for any of the earnings codes listed above during the deficit reduction period, a corresponding D5J 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 Codes BSA or S3G should be handled on a case by case basis depending on whether the monies were earned during the 2012-2013 SSU BU21 Deficit Reduction Period.

Deficit Reduction Monies That Exceed Retroactive Payments

The total value of the 2011-2012 and 2012-2013 deficit reduction monies calculated in Administration or Institution Pay Period 5L cannot exceed the total value of the employee’s retroactive adjustments minus the retroactive health insurance adjustment.  If the deficit reduction monies exceed the retroactive adjustments, the overage will be entered directly on Paycheck Data as a positive amount using Earnings Code D2J and/or Earnings Code D5J.  In addition, this amount will be reported to the employee’s current agency.  The agency is responsible for calculating equal installments and collecting over the remainder of the 2012-2013 SSU BU21 Deficit Reduction Period using Earnings Code D2J and/or D5J.

Manual Set Up of the 2012-2013 D8J Additional Pay Record - Agency

Newly Eligible Employees
Agencies are responsible for creating the Additional Pay record for employees who are hired, rehired, concurrently hired or transferred into Bargaining Unit 21 with an Employee Status of Active or Leave with Pay beginning in Pay Period 6L through Institution Pay Period 24L or Administration Pay Period 25L.  Agencies must also restart the D8J Additional Pay record if an employee goes on a Leave of Absence and subsequently returns to the payroll in Bargaining Unit 21 with an Employee Status of Active or Leave with Pay during the 2012-2013 SSU BU21 Deficit Reduction Period.

FEE Employees
Since employees with a Pay Basis Code of FEE do not receive automatic retroactive increases, these employees are not subject to the 2011-2012 Deficit Reduction Period.  Agencies are responsible for creating the D8J Additional Pay record beginning in Pay Period 6L.

The Additional Pay record should be set up as follows:

Earnings Code:

D8J

Effective Date:

Date of the hire, rehire, concurrent hire or transfer into Bargaining Unit 21 with an Employee Status of Active or Leave with Pay within the 2012-2013 SSU BU21 Deficit Reduction Plan period

Earnings:

The field must be left blank; the system will calculate the D8J amount based on the eligible earnings

End Date:

Pay period end date for  Institution Pay Period 24L or Administration Pay Period 25L



 
 
Calculating the Deficit Reduction Amount – D8J Each pay period, the system will calculate the deficit reduction amount for employees with a D8J record that was active any time during the pay period being processed regardless of whether the employee was in Bargaining Unit 21.  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

FEE

Fee

FRC

Fee – Retirement Credit

FSS

Facility Security 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

RGO

Regular Pay Override

RGS

Regular Pay Salary Employee

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 SSU BU21 Deficit Reduction Plan, the agency must insert a row on the Additional Pay page for Earnings Code D8J and insert an Effective Date and End Date equal to the last date the employee is in Bargaining Unit 21.

Processing Adjustments – D5J (Time Entry)

If an employee is in both an eligible and ineligible bargaining unit during a pay period and has a D8J 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 D5J.

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 D5J.

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:

D5J

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 in the Manual Set Up of the D8J Additional Pay Record section 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.

Since the 2011-2012 Deficit Reduction was calculated on an employee’s annual monies, no adjustments are necessary for this period.  Therefore, monies for this period will not appear on the report.

In addition, only employees with Pay Basis Code of FEE or employees hired, rehired, concurrently hired or who transferred into Bargaining Unit 21with an effective date equal to or greater than the pay period begin date for Pay Period 6Lwill appear on the report.  If an agency retroactively hires an employee with an effective date prior to the pay period begin date for Pay Period 6L, the employee will not appear on the report.  It is the agency’s responsibility to identify these monies, calculate the deficit reduction and submit the appropriate transaction.  Agencies must also confirm that the deficit reduction was not taken in Pay Period 5L before submitting adjustments.

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.

Control-D Report NPAY726

In order to assist agencies in identifying monies that should be included in the D2J or D5J 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 in the Manual Set Up of the D2J/D5J Time Entry Record sections 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.

Since the NPAY726 only reports current pay period information, monies paid using one or more of these earnings codes in a pay period prior to Pay Period 6L, will not appear on the report.  It is the agency’s responsibility to identify these monies, calculate the deficit reduction and submit the appropriate transaction.

In addition, if an employee appears on the NPAY726 with Earnings Code(s) AFS, AIF, AIP, ALP, or AMS and the employee’s deficit reduction was taken using Earnings Code D1J and/or D4J, no additional deficit reduction should be taken.

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 SSU BU21 Deficit Reduction Period while in Bargaining Unit 21 in any of the following categories are not subject to the deficit reduction.

Bonus Pay
Fringe Benefits
Health Insurance
Opt-OutHoliday Pay
Lost Time
Lump Sum Payments for Accruals
Overtime Pay
Overtime Meals
Pre-Shift Briefing
Recall Pay
Standby Pay
Statutory Workers’ Compensation Benefits
Uniform/Clothing Allowance
Unpaid Leave

Summary of Agency Actions

Agencies are responsible for the following actions:

  • Calculate and submit a negative D2J transaction for eligible monies earned during the 2011-2012 SSU BU21 Deficit Reduction Period and paid using those earnings codes not calculated automatically
  • Calculate and submit a positive D2J transaction when a reduction of the eligible monies included in the original D2J transaction occurs
  • Calculate and submit a negative D5J transaction for eligible monies earned during the 2012-2013 SSU BU21 Deficit Reduction Period and paid using those earnings codes not calculated automatically
  • Calculate and submit a positive D5J transaction when a reduction of the eligible monies included in the original D5J transaction occurs
  • Calculate and submit in equal installments those monies provided by OSC that exceed an employee’s retroactive adjustments using D2J and/or D5J
  • Create a D8J Additional Pay record for employees hired, rehired, concurrently hired or transferred into Bargaining Unit 21 with an Employee Status of Active or Leave with Pay and an Effective Date equal to or greater than the Administration or Institution Pay Period 6L begin date
  • Calculate and submit a negative D5J transaction when eligible monies are paid outside of the pay period being processed for those employees with a D8J Additional Pay record
  • Calculate and submit a positive D5J transaction when an employee is in both Bargaining Unit 21 and another bargaining unit during a pay period and the D8J is calculated on all eligible earnings during the entire pay period
  • Insert a row on the Additional Pay page to end date D8J if an employee is no longer in Bargaining Unit 21

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

D1J

11-12 SSU 21 DRP -1.923%

R1J

11-12 SSU 21 Retro DRP -1.923%

D2J

11-12 SSU 21 DRP Oth -1.923%

D4J

12-13 SSU 21 DRP -1.538%

R4J

12-13 SSU 21 Retro DRP -1.538%

D5J

12-13 SSU 21 DRP Oth -1.538%

D8J

12-13 SSU 21 DRP -1.538%



Questions

Questions regarding the SSU BU21 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 SSU BU21 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 SSU BU21 Deficit Reduction Plan should be directed to the Payroll Earnings mailbox.

Questions regarding the impact on taxes or deductions as it relates to the SSU BU21 Deficit Reduction Plan should be directed to the Payroll Deductions mailbox.