Subject

Implementation of the Retroactive General Salary and Other Increases, and the Ending of and Changes to Certain Other Payments for Non-Arbitration Eligible Employees in the Security Supervisors Unit (SSPU) Represented by Council 82 (BU91)

Purpose

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

Affected Employees

Non-Arbitration eligible employees represented by Council 82 Security Supervisors Unit in Bargaining Unit 91.

Background

Pending legislation, which will implement the negotiated 2009– 2016 agreement between New York State and Council 82 Security Supervisors Unit for Bargaining Unit 91 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) and Facility Security Pay (FSS)
• Ending of Uniform Allowance (UA1) as a separate payment and addition to base salary for annual-salaried employees
• New payment of Security Supervisors Command Pay (CCP)
  
  

Effective Dates and Payment Dates

Payment Dates:
Paychecks dated 8/23/12 (Institution Lag and Extra Lag) and 8/29/12 (Administration 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 hourly and 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 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 hourly and 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 Military Leave.

• Revised April 1, 2010 Salary Schedule is attached

March 31, 2011
The legislation provides for a $1,075 General 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 Military Leave.

• Revised March 31, 2011 Salary Schedule is attached.

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

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

Location Pay Mid-Hudson
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
The legislation provides for an increase to Inconvenience Pay in the following amounts:

• 4/1/09     $602
• 4/1/10     $626

Security Enforcement Differential
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    Payment is ended.

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

• 4/1/09      $546
• 4/1/10      $568
• 3/31/11    Payment is ended.

Security Supervisors Command Pay
The legislation provides for the implementation of a new payment of Security Supervisors Command Pay in the following amount:

• 3/31/11     $1,705

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

• 2009         $681
• 2010         $708

Effective 3/31/11 the value of Uniform Allowance is increased to $1,075, added to the base salary of annual-salaried employees and eliminated as a separate payment.

OSC Actions

Salary Increases
After payroll processing for Pay Period 9L (Institution) and 10L (Administration) is complete, OSC will automatically insert rows in the Job Data records to reflect the April 2009 and 2010 Salary Increases for hourly and annual-salaried employees and the 2011 Salary Increase for annual-salaried employees.  These increases will be processed in the following manner:

• For employees in Bargaining Unit 91 who on the effective dates of the increases have a status of Active or Leave with Pay, or on Military Leave 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 91 on the effective date of an increase but who became Active in Bargaining Unit 91 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.

 Updates to Payments in Additional Pay
OSC will automatically insert a row or update an existing row on the Additional Pay page for those employees receiving the payments described below.

For employees who have the following Additional Pay rows who have subsequently become ineligible due to movement out of BU 91, OSC will insert a new Additional Pay row at the previous amount effective the date of the position change.

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

New York City, Nassau, Rockland, Suffolk or Westchester Counties
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, on or after the effective date of the payment have an existing LMH row, OSC will insert or update the LMH row on the Additional Pay page with the following appropriate effective dates and annual earnings amount:

Orange, Putman or Dutchess Counties
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, on or after the effective date of the payment have an existing IPF row, 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 Supervisors Command Pay (CCP)
For employees who are eligible on or after the effective date of the payment OSC will insert a row using the Earns Code CCP on the Additional Pay page with the following appropriate effective dates and annual earnings amount:

Effective 3/31/11(A), 4/7/11 (I)           $1,705

For employees who have subsequently become ineligible to receive this payment due to movement out of BU 91, OSC will insert an Additional Pay row to end date the payment effective the day immediately prior the effective the date of the position change.

For employees who will have  an active CCP row in effect on 3/29/12 (Administration) or 4/5/12 (Institution) OSC will automatically insert a CCP row effective 3/29/12 (Administration) or 4/5/12 (Institution) due to the non-leap year factor change.

Security Enforcement Differential (SED)
For employees who, on or after the effective date of the payment have an existing SED row, 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
Effective 3/31/11(A), 4/7/11 (I)            Payment is ended.

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

Effective 3/26/09 (I), 4/2/09 (A)           $546
Effective 3/25/10 (I), 4/1/10 (A)           $568
Effective 3/31/11(A), 4/7/11 (I)            Payment is ended.

Ending Security Enforcement Differential (SED) and Facility Security Pay (FSS)
For employees with an Active SED or FSS 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:

If the row is 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.

If the row is 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.

If the row is 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.

If the row is 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).

Updates to Payments in Time Entry
OSC will automatically insert an adjustment in the Time Entry page to pay the difference between the amount received and the new amount for eligible employees as noted below.

Uniform Allowance (UA1)
OSC will automatically insert an adjustment in Time Entry using the Earn Code UA1 for the increases in the 2009 and 2010 Uniform Allowance payments for eligible employees.  The Earnings Begin Dates, Earnings End Dates and Department ID will be the same as the original payment on Time Entry.

Employees who received a prorated Uniform Allowance payment will receive a prorated amount of the applicable adjustment.

Note:  Effective 3/31/11 the value of UA1 increased to $1,075, was added to the base salary of annual-salaried employees and eliminated as a separate payment. 

Ending Uniform Allowance (UA1)
For Annual-salary employees who received a Uniform Allowance payment effective 11/2/11 (Institution) or 11/9/11 (Administration) 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

For Employees with Earn Code UA1 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.

The adjustments to UA1 described above 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.

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/MSC (Pay Rate Change/Military Stipend Change) (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 PLA/MLS Paid Leave of Absence/Military Stipend 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/MSC (Pay Rate Change/Military Stipend Change) for each affected subsequent row.  A row will be entered in the Time Entry page using the Earn Code MSP (Military Stipend Payment) 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 (Adjust Military Stipend).
  
  

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 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 (PS6) paid in Time Entry will also be automatically adjusted due the above increases.

Agency Actions for Retroactive Processing

Reporting Retroactive Adjustments
Time Entry earnings submitted with an amount will not be adjusted automatically.  Therefore, beginning in the pay period following the automatic processing (Pay Period 10L Institution and 11L Administration), 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
PS2    Pre-Shift Briefing Adjustment
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 increases are 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

Additional Pay Earn Codes Affected by the Increases Not Processed Automatically
Certain Additional Pay amounts, such as IPP (Inconvenience Pay - Part) are eligible to be increased as a result of the payments described above but will not be processed automatically.  Agencies must review the records of eligible employees and update the Additional Pay(s) as appropriate.

Certain Time Entry amounts, IIB (Intermittent Inc Pay BU91), IM2 (Intermittent Inc Pay 4 day BU91), IM3 (Intermittent Inc Pay 3 day BU91), are eligible to be increased as a result of the payments described above but will not be processed automatically.  Agencies must review the records of eligible employees and submit an adjustment in Time Entry, as appropriate.  The earnings amounts below are based on the annual earnings amount in effect for each fiscal year as noted. 

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 Additional Pay Report
This report identifies all employees who received an automatic increase for Location Pay (LOC), Location Pay Mid-Hudson (LMH), Security Supervisors Command Pay (CCP), Inconvenience Pay (IPF), Security Enforcement Differential (SED), or Facility Security Pay (FSS).  Fields on this report include EmplID, Employee Record Number, Employee Name, Earn Code, Grade, Salary Plan, Bargaining Unit, Additional Pay Amount and Part-time Percentage.

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, Part Time Percentage and 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:

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.

All retroactive adjustments will be displayed on the payroll register and the employee’s paycheck stub or direct deposit advice unless the earnings codes exceed 13.  Agencies should utilize Locked Query #49 to identify a complete list of all regular earnings and retroactive adjustments if the employee has more than 13 earnings codes.

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.