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Date: June 21, 2012

Bulletin Number: 1166

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Subject

2011-2012 Deficit Reduction Plan Refunds for Certain Employees Represented by the Civil Service Employees Association (CSEA)

Purpose

To inform agencies of changes made to the 2011-2012 CSEA Deficit Reduction Plan and to provide a new earnings code and procedures for processing refunds for affected employees. This new earnings code is ONLY to be used for this purpose; any other adjustments should be entered using the appropriate Time Entry adjustment codes.

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.

Following implementation, the Governor’s Office of Employees Relations (GOER) and the Division of the Budget (DOB) determined certain employees and earnings should not be subject to the 2011-2012 CSEA Deficit Reduction Plan.

Affected Employees

Employees in the following bargaining units who meet the criteria below and had monies taken as part of the 2011-2012 CSEA Deficit Reduction Plan:

  • Administrative Services

BU02

  • Operational Services

BU03

  • Institutional Services

BU04

  • Division of Military & Naval Affairs

BU47

  • Hourly employees with a rate less than $7.50.
  • Seasonal employees paid on an hourly basis in the Department of Environmental Conservation (09XXX) or the Office of Parks, Recreation and Historic Preservation (49XXX) whose seasonal employment terminated prior to 9/8/11 for employees on the institutional payroll and prior to 9/4/11 for employees on the administration payroll who did not have the opportunity to utilize Deficit Reduction Leave.
  • Employees who received Holiday Pay.
  • Employees in the Department of Corrections and Community Supervision (10XXX), Office of Children and Family Services (25000), Office of Mental Health (50XXX) or Office for People with Developmental Disabilities (51XXX) who were laid off using one of the following Action / Reason codes:

     TER/LAF – Termination/Layoff
     TER/LAD – Termination Layoff Dir
     TER/LAR – Termination/Layoff Ret
     TER/RFT – Termination/Rif Term
     TER/RFR – Termination/Refuse Reassignment
     TER/RPT – Termination/Reemp Term
     TER/ROT – Termination/Reasgn Out

 

Effective Date

Immediately.

New Earnings Code

OSC has created a new Time Entry earnings code to be used to process the 2011-2012 CSEA Deficit Reduction Plan refund to affected employees.

Earnings Code

Description

D3C

11-12 CSEA DRP Refund


OSC Actions

OSC will supply agencies a spreadsheet of employees who meet the above criteria and require a refund of monies taken as part of the 2011-2012 CSEA Deficit Reduction Plan. 

Since agencies were responsible for calculating and submitting deficit reduction monies for holiday pay earnings, these employees will not appear on the spreadsheet.

Agency Actions

Agencies must run Locked Query 48 to get a total of monies collected under the deficit reduction plan.  All employees listed on the spreadsheet will have to be reviewed as follows:

  • Hourly employees with a rate less than $7.50. – The agency must determine if the employee was at an hourly rate less than $7.50 for the period of the time the DRP money was collected. If the employee was at the hourly rate for the whole period of time, the amount supplied by running Locked Query 48 can be refunded. If not the agency needs to determine the amount of money that was deducted for the period of time the hourly rate was less than 7.50.
  • Seasonal employees paid on an hourly basis in the Department of Environmental Conservation (09XXX) or the Office of Parks, Recreation and Historic Preservation (49XXX). The agency needs to determine the following;
    • If the employee was rehired into another position during the prescribed timeframe a determination needs to be made as to whether the DRL was transferred to the new position.    
    • If the employee was not rehired, the amount supplied by running Locked Query 48 can be refunded.  
    • If the employee was termed retroactively and a positive retro was calculated for the DRP, the agency needs to run Locked Query 48  to determine if all of the DRP money was refunded, if not, the difference needs to be refunded.
  • Employees in the Department of Corrections and Community Supervision (10XXX), Office of Children and Family Services (25000), Office of Mental Health (50XXX) or Office for People with Developmental Disabilities (51XXX) who were laid off using one of the following Action / Reason codes:

     TER/LAF – Termination/Layoff
     TER/LAD – Termination Layoff Dir
     TER/LAR – Termination/Layoff Ret
     TER/RFT – Termination/Rif Term
     TER/RFR – Termination/Refuse Reassignment
     TER/RPT – Termination/Reemp Term
     TER/ROT – Termination/Reasgn Out

If the employee was not rehired, the amount supplied by running Locked Query 48 can be refunded. If the employee was rehired,  a determination needs to be made if the time was transferred to the new position.

Agencies must review the NPAY726 (Earnings Requiring a Manual Deficit Reduction Calculation) to identify employees who earned holiday pay during the period holiday pay was subject to the 2011-2012 CSEA Deficit Reduction Plan.  Agencies must then determine whether a D2C Time Entry transaction was entered in PayServ.  Those monies taken for holiday pay using D2C must be totaled for each employee and a Time Entry transaction must be submitted as follows:

Earnings
Begin Date:

First day of the deficit reduction being paid back

Earnings End Date:

Last day of the deficit reduction being paid back

Earn Code:

D3C

Amount:

Total amount of deficit reduction plan monies being refunded entered as a positive amount.


Questions

Questions regarding the Payroll processing of these refunds should be directed to the Payroll Earnings mailbox.