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Date: May 30, 2012

Bulletin Number: 1162

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Subject

Retroactive Increase to the Guaranteed Pre-Shift Briefing Minimum for Non-Arbitration Eligible Employees in the Security Services Unit (SSU) Represented by New York State Correctional Officers and Police Benevolent Association, Inc. (NYSCOPBA) in Bargaining Unit 21

Purpose

To explain OSC’s automatic processing of the increase.

Affected Employees

Non-Arbitration eligible employees represented by NYSCOPBA in BU21.

Background

Pending legislation which will implement the agreement between New York State and NYSCOPBA (BU21) and provide for an increase to the guaranteed Pre-Shift Briefing minimum effective 3/31/11.

Payment Information

Effective 3/31/11, the guaranteed minimum biweekly amount of Pre-Shift Briefing for members of BU21 shall be increased to $60 for  full time employees and $30 for  employees on Sick Leave at 50% pay.

Effective Date(s)

Effective 3/31/11 (Administration) and 4/7/11 (Institution).

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

OSC Actions

OSC will automatically update the Additional Pay records of eligible employees that receive PS1 on or after 3/31/11 (Administration) or 4/7/11 (Institution) that is below the new biweekly minimum.

OSC will insert a row with an effective date of 3/31/11 (Administration) or 4/7/11 (Institution) increasing the PS1 amount on the employees’ Additional Pay record as follows:

Pre-Shift briefing (PS1) rows of $24 will be increased to $30

Pre-Shift briefing (PS1) rows from $48 to $59.99 will be increased to $60.

If a PS1 row already exists effective 3/31/11 (Administration) or 4/7/11 (Institution), OSC will update the PS1 amount on the existing row as stated above.

OSC will also update the PS1 amount for all subsequent rows on the employee’s record.

If there is an existing Earnings End Date on the row being updated the Earnings End Date will be carried forward on the updated row.

Note:  Currently, if an employee is earning the pre-shift briefing minimum of $48, it is the agency’s responsibility to update the amount if an increase is necessitated.  This process will continue with the minimum increase.  Therefore, going forward if an employee is earning the pre-shift briefing minimum of $60 and the amount must be increased, the agency must submit a transaction.

Automatic
Retroactive Processing

OSC will automatically calculate retroactive payments for affected employees receiving an increase.

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.

Agency Actions

Employees previously paid Lump Sum Payment-Vacation (LSA) on or after 3/31/11 (Administration) or 4/7/11 (Institution) are due an adjustment based on the increase to the guaranteed biweekly minimum for pre-shift briefing. 

Agencies must use the Earning Code AJR (Adjust Raise) on the Time Entry page to report the adjustment as follows:

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

Agency Actions –
New Earnings Code

OSC has created new Time Entry Earnings code LSS (LSP Vacation – BU21) to be used in place of LSA to report lump sum vacation payments for employees in Bargaining Unit 21.

Agencies must begin using LSS in Pay Period 6L.

Control-D Reports

The following Control-D reports will be available after processing of the automatic increases:

  • NHRP565A Automatic Pre-Shift Briefing Calculations Changes Applied
    This report indentifies all employees receiving an automatic increase for Pre-Shift Briefing (PS1).  Fields on this report include EmplID, Employee Record Number, Employee Name, Effective Date, Old Amount, New Amount and Action.

  • NHRP565B Automatic Pre-Shift Briefing Calculations Changes Not Applied
    This report indentifies all employees who did not receive an automatic increase for Pre-Shift Briefing (PS1).  Fields on this report include EmplID, Employee Record Number, Employee Name, Current Effective Date, Calculated Effective Date, Current Amount, Calculated 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
Checks

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 payment processing may be directed to the Payroll Earnings mailbox.

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

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