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Date: September 18, 2012

Bulletin Number: 1184

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Subject

2011-2012 and 2012-2013 Deficit Reduction Plan for Arbitration Eligible Employees in the Security Services Unit (SSU BU01) 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 BU01 Deficit Reduction Plan

Affected Employees

Employees in Bargaining Unit 01 – Security Services Unit (SSU) except those listed below.

  • The 2011-2012 SSU BU01 Deficit Reduction Plan excludes employees with an hourly rate less than $7.39.
  • The 2012-2013 SSU BU01 Deficit Reduction Plan excludes employees who meet the criteria on 03/25/2012 with an hourly rate less than $7.36.
  • The 2012-2013 SSU BU01 Deficit Reduction Plan excludes employees who meet the criteria on or after 03/26/2012 with an hourly rate less than $7.37.

Background

Pursuant to Section 7 of Part A of Chapter 491 of the Laws of 2011 and the Division of the Budget Bulletin B-1202, 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 NYSCOPBA.

Effective
Date(s)

Both the 2011-2012 and 2012-2013 SSU BU01 Deficit Reduction Plans will be processed in Institution Pay Period 12L, checks dated 10/04/2012 and Administration Pay Period 13L, checks dated 10/10/2012.

Attachment A provides a breakdown of the 2011-2012 SSU BU01 Deficit Reduction Plan Period.

Attachment B provides a breakdown of the 2012-2013 SSU BU01 Deficit Reduction Plan Period for employees who meet the criteria on 03/25/2012.

Attachment C provides a breakdown of the 2012-2013 SSU BU01 Deficit Reduction Plan Period for employees who meet the criteria on or after 03/26/2012.

New Earnings Codes

OSC has created new earnings codes to process the SSU BU01 Deficit Reduction Plan.

2011-2012 SSU BU01 Deficit Reduction Plan

Time Entry Earnings Codes

 Description

D1S

11-12 SSU 01 DRP -1.923%
(Retro Code – R1S)

D2S

11-12 SSU 01 DRP Oth -1.923%

2012-2013 SSU BU01 Deficit Reduction Plan

Additional Pay Earnings Codes

 Description

D3S

12-13 SSU 01 DRP -1.600%
(Retro Code – R3S)

D4S

12-13 SSU 01 DRP -1.538%
(Retro Code – R4S)

D8S

12-13 SSU 01 DRP -1.600%
(Retro Code – R8S)

Time Entry Earnings Codes

 Description

D5S

12-13 SSU 01 DRP Oth

D9S

12-13 SSU 01 DRP

 

Automatic Creation of the 2011-2012 D1S Time Entry Record - OSC

Pay Basis Code = ANN and Employee Status = Active or Leave with Pay on 03/25/2012 AND Employee Status = Active, Leave with Pay or Leave of Absence on or after 07/23/2012 (Institution and Administration)

In Institution Pay Period 12L or Administration Pay Period 13L, OSC will create a D1S Time Entry record for employees who meet the following criteria:

  • Employee has an Employee Status of Active or Leave with Pay on 03/25/2012 AND has an Employee Status of Active, Leave with Pay or Leave of Absence on or after 07/23/2012 (Institution and Administration), and
  • Employee is in Bargaining Unit 01, and
  • Employee has a Pay Basis Code equal to ANN

The D1S Time Entry record will be created as follows:

Earnings Begin Date:

03/25/2012 (Institution)
03/25/2012 (Administration)

Earnings End Date:

03/25/2012 (Institution)
03/25/2012 (Administration)

Earn Code:

D1S

Hours/Units:

Employee’s Work Percent in effect on 03/25/2012

Amount:

The field will be left blank; the system will calculate the D1S amount as explained below


Calculating the 2011-2012 D1S Amount

The 2011-2012 SSU BU01 Deficit Reduction Amount for employees with a D1S 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 03/25/2012 multiplied by -.01923 and then by the value in the Hours/Units field.

Earnings Code

Description

CED

Expanded Duty Pay BU01

IFE

Inconvenience Full Evenings

IFN

Inconvenience Full Nights

IPC

Inconvenience Part

LMH

Location Mid-Hudson

LOC

Location Pay

LOM

Location Pay – Other Amount


Automatic Creation of the 2011-2012 D2S Transaction in Paycheck Data - OSC

Pay Basis Code = ANN and Employee Status = Leave of Absence on 03/25/2012 AND Employee Status = Active, Leave with Pay or Leave of Absence on or after 07/23/2012 (Institution or Administration)

In Institution Pay Period 12L or Administration Pay Period 13L, OSC will create a D2S transaction in Paycheck Data for employees who meet the following criteria:

  • Employee has an Employee Status of Leave of Absence on 03/25/2012 AND has an Employee Status of Active, Leave with Pay or Leave of Absence on or after 07/23/2012 (Institution and Administration), and
  • Employee is in Bargaining Unit 01, and
  • Employee has a Pay Basis Code equal to ANN

The D2S transaction will be created as follows:

Begin Date:

03/25/2012 (Institution)
03/25/2012 (Administration)

End Date:

03/25/2012 (Institution)
03/25/2012 (Administration)

Code:

D2S

Description:

11-12 SSU 01 DRP Oth -1.923%

Amount:

The 2011-2012 SSU BU01 Deficit Reduction Amount will be calculated based on the employee’s increased annual salary plus the increased annual value of applicable additional pay monies (CED, IFE, IFN, IPC, LMH, LOC, LOM) in effect on 03/25/2012 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 03/25/2012 AND on or after 07/23/2012 (Institution and Administration)

In Institution Pay Period 12L or Administration Pay Period 13L, OSC will also create a D2S transaction in Paycheck Data for employees who meet the following criteria:

  • Employee has an Employee Status of Active, Leave with Pay or Leave of Absence on 03/25/2012 AND on or after 07/23/2012 (Institution and Administration), and
  • Employee is in Bargaining Unit 01, and
  • Employee has a Pay Basis Code equal to HRY

Exception:  The D2S transaction will not be created for employees with an hourly rate less than $7.39.

The D2S transaction will be created as follows:

Begin Date:

03/25/2012 (Institution)
03/25/2012 (Administration)

End Date:

03/25/2012 (Institution)
03/25/2012 (Administration)

Code:

D2S

Description:

11-12 SSU 01 DRP Oth -1.923%

Amount:

The 2011-2012 SSU BU01 Deficit Reduction Amount will be calculated based on the employee’s annualized hourly rate.  The employee’s increased hourly rate in effect on 03/25/2012 will be multiplied by 2088 and then by -.01923.  For seasonal employees, the number of pay periods worked will be considered in the calculation.


Manual Set Up of the 2011-2012 D2S Time Entry Record – Agency

Monies earned during the 2011-2012 SSU Deficit Reduction Period while in Bargaining Unit 01 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

ACF

Adjust Inconv Full nights

AED

Adjust Expanded Duty

AFE

Adj Inconvenience Full Evening

ALP

Adj Location Pay

AMS

Adj Military Stipend

APC

Adj Inconvenience Part

BSA

Back Salary Award

ES2

Extra Service Amount

EXT

Extra Time

IIE

Intermitt Inconv Pay Evening

IIN

Intermitt Inconven Pay Nights

S3G

Step 3 Out-of-Title Grievance

A D2S Time Entry transaction should be submitted as follows in Institution Pay Period 12L or Administration Pay Period 13L for monies previously paid.  Those monies submitted after Institution Pay Period 12L or Administration Pay Period 13L should be submitted accordingly.

Earnings Begin Date:

First earnings begin date within the 2011-2012 SSU BU01 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 BU01 Deficit Reduction Period for the earnings codes included in this calculation for the pay period being processed.

Earn Code:

D2S

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 D2S 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 BU01 Deficit Reduction Period.

Automatic Creation of the 2012-2013 D4S Additional Pay Record - OSC

Pay Basis Code = ANN and Employee Status = Active, Leave with Pay or Leave of Absence on 03/25/2012 AND on or after 07/23/2012 (Institution and Administration)

In Institution Pay Period 12L or Administration Pay Period 13L, OSC will create a D4S Additional Pay record for employees who meet the following criteria:

  • Employee has an Employee Status of Active, Leave with Pay or Leave of Absence on 03/25/2012 AND on or after 07/23/2012 (Institution and Administration), and
  • Employee is in Bargaining Unit 01, and
  • Employee has a Pay Basis Code equal to ANN

The D4S Additional Pay record will be created as follows:

Earnings Code:

D4S

Effective Date:

09/06/2012 (Institution Lag)
09/13/2012 (Administration Lag)

Earnings:

The field will be left blank; the system will calculate the D4S amount as explained below

End Date:

09/19/2012 (Institution Lag)
09/26/2012 (Administration Lag)


Calculating the 2012-2013 D4S Amount

The 2012-2013 SSU BU01 Deficit Reduction Amount for employees with a D4S 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

CED

Expanded Duty Pay BU01

IFE

Inconvenience Full Evenings

IFN

Inconvenience Full Nights

IPC

Inconvenience Part

LMH

Location Mid-Hudson

LOC

Location Pay

LOM

Location Pay – Other Amount


Automatic Creation of the 2012-2013 D3S Additional Pay Record - OSC

Pay Basis Code = ANN and Employee Status = Active, Leave with Pay or Leave of Absence on 03/26/2012 AND on or after 07/23/2012 (Institution and Administration)

In Institution Pay Period 12L or Administration Pay Period 13L, OSC will create a D3S Additional Pay record for employees who meet the following criteria:

  • Employee has an Employee Status of Active, Leave with Pay or Leave of Absence on 03/26/2012 AND on or after 07/23/2012 (Institution and Administration), and
  • Employee is in Bargaining Unit 01, and
  • Employee has a Pay Basis Code equal to ANN, and
  • Employee does not meet the criteria on 03/25/2012

The D3S Additional Pay record will be created as follows:

Earnings Code:

D3S

Effective Date:

09/06/2012 (Institution Lag)
09/13/2012 (Administration Lag)

Earnings:

The field will be left blank; the system will calculate the D3S amount as explained below

End Date:

09/19/2012 (Institution Lag)
09/26/2012 (Administration Lag)


Calculating the 2012-2013 D3S Amount

The 2012-2013 SSU BU01 Deficit Reduction Amount for employees with a D3S 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     -.01600 and then by the Employee’s Work Percent in effect on the End Date.

Earnings Code

Description

CED

Expanded Duty Pay BU01

IFE

Inconvenience Full Evenings

IFN

Inconvenience Full Nights

IPC

Inconvenience Part

LMH

Location Mid-Hudson

LOC

Location Pay

LOM

Location Pay – Other Amount


Automatic Creation of the 2012-2013 D5S Transaction in Paycheck Data - OSC

Pay Basis Code = HRY and Employee Status = Active, Leave with Pay or Leave of Absence on 03/25/2012 AND on or after 07/23/2012 (Institution and Administration)

In Institution Pay Period 12L and Administration Pay Period 13L, OSC will create a D5S transaction in Paycheck Data for employees who meet the following criteria:

  • Employee has an Employee Status of Active, Leave with Pay or Leave of Absence on 03/25/2012 AND on or after 07/23/2012 (Institution and Administration), and
  • Employee is in Bargaining Unit 01, and
  • Employee has a Pay Basis Code equal to HRY

Exception:  The D5S transaction will not be created for employees with an hourly rate less than $7.36.

The D5S transaction will be created as follows:

Begin Date:

09/06/2012 (Institution Lag)
09/13/2012 (Administration Lag)

End Date:

09/19/2012 (Institution Lag)
09/26/2012 (Administration Lag)

Code:

D5S

Description:

12-13 SSU 01 DRP Oth

Amount:

The 2012-2013 SSU BU01 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.  For seasonal employees, the number of pay periods worked will be considered in the calculation.

Pay Basis Code = HRY and Employee Status = Active, Leave with Pay or Leave of Absence on 03/26/2012 AND on or after 07/23/2012 (Institution and Administration)

In Institution Pay Period 12L and Administration Pay Period 13L, OSC will create a D5S transaction in Paycheck Data for employees who meet the following criteria:

  • Employee has an Employee Status of Active, Leave with Pay or Leave of Absence on 03/26/2012 AND on or after 07/23/2012 (Institution and Administration), and
  • Employee is in Bargaining Unit 01, and
  • Employee has a Pay Basis Code equal to HRY

Exception:  The D5S transaction will not be created for employees with an hourly rate less than $7.37.

The D5S transaction will be created as follows:

Begin Date:

09/06/2012 (Institution Lag)
09/13/2012 (Administration Lag)

End Date:

09/19/2012 (Institution Lag)
09/26/2012 (Administration Lag)

Code:

D5S

Description:

12-13 SSU 01 DRP Oth

Amount:

The 2012-2013 SSU BU01 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
-.01600.  For seasonal employees, the number of pay periods worked will be considered in the calculation.


Manual Set Up of the 2012-2013 D9S Time Entry Record - Agency

Pay Basis Code = ANN or HRY and Employee Status = Active, Leave with Pay or Leave of Absence on or after 03/27/2012 AND on or after 07/23/2012 (Institution and Administration) but before 09/20/2012 (Institution) or 09/27/2012 (Administration)

In Institution Pay Period 12L or Administration Pay Period 13L, the agency must submit a D9S Time Entry transaction for employees who meet the following criteria:

  • Employee has an Employee Status of Active, Leave with Pay or Leave of Absence on or after 03/27/2012 AND on or after 07/23/2012 (Institution and Administration), and
  • Employee is in Bargaining Unit 01, and
  • Employee has a Pay Basis Code equal to ANN or HRY, and
  • Employee does not meet the criteria on 03/25/2012 or 03/26/2012

The D9S Time Entry transaction should be submitted as follows in Institution Pay period 12L or Administration Pay Period 13L for monies previously paid.  Those monies submitted after Institution Pay Period 12L or Administration Pay Period 13L should be submitted accordingly.

Earnings Begin Date:

09/06/2012 (Institution Lag)
09/13/2012 (Administration Lag)

Or the last date the employee is Active in Bargaining Unit 01

Earnings End Date:

09/19/2012 (Institution Lag)
09/26/2012 (Administration Lag)

Or the last date the employee is Active in Bargaining Unit 01

Earn Code:

D9S

Amount:

The 2012-2013 SSU BU01 Deficit Reduction Amount must be calculated based on information provided by the Governor’s Office of Employee Relations and the Division of the Budget and submitted as a negative amount


Manual Set Up of the 2012-2013 D5S Time Entry Record – Agency

Monies earned during the 2012-2013 SSU Deficit Reduction Period while in Bargaining Unit 01 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 for employees who meet the criteria on 03/25/2012 (and have a D4S record) or by -.01600 for employees who meet the criteria on or after 03/26/2012 (and have a D3S, D8S or D9S record).

Earnings Code

Description

ACF

Adjust Inconv Full nights

AED

Adjust Expanded Duty

AFE

Adj Inconvenience Full Evening

ALP

Adj Location Pay

AMS

Adj Military Stipend

APC

Adj Inconvenience Part

BSA

Back Salary Award

ES2

Extra Service Amount

EXT

Extra Time

IIE

Intermitt Inconv Pay Evening

IIN

Intermitt Inconven Pay Nights

S3G

Step 3 Out-of-Title Grievance

A D5S Time Entry transaction should be submitted as follows:

Earnings Begin Date:

First earnings begin date within the 2012-2013 SSU BU01 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 BU01 Deficit Reduction Period for the earnings codes included in this calculation for the pay period being processed.

Earn Code:

D5S

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 D5S 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 either +.01538 or +.01600.

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 BU01 Deficit Reduction Period.

BU61/BU91 Deficit Reduction Monies That Exceeded Retroactive Payments - Agency

The Office of the State Comptroller’s Bureau of State Payroll Services provided agencies with a list of employees whose Bargaining Unit 61 or Bargaining Unit 91 deficit reduction monies exceeded their retroactive monies minus the health insurance adjustment in Institution Pay Period 9L or Administration Pay Period 10L.  The monies included on this list must be collected from the employee’s Bargaining Unit 01 retroactive adjustments.

A Time Entry transaction should be submitted in Institution Pay Period 12L or Administration Pay Period 13L as follows:

Earnings Begin Date:

09/06/2012 (Institution Lag)
09/13/2012 (Administration Lag)

Or the last date the employee is Active in Bargaining Unit 61 or Bargaining Unit 91

Earnings End Date:

09/19/2012 (Institution Lag)
09/26/2012 (Administration Lag)

Or the last date the employee is Active in Bargaining Unit 61 or Bargaining Unit 91

Earn Code:

D2L – 2011-2012 BU61 Deficit Reduction Monies
D5L – 2012-2013 BU61 Deficit Reduction Monies
D2K – 2011-2012 BU91 Deficit Reduction Monies
D5K – 2012-2013 BU91 Deficit Reduction Monies

Amount:

The remaining deficit reduction monies associated with each earnings code (entered as a negative amount)


Deficit Reduction Monies That Exceed Retroactive Payments

The total value of the 2011-2012 and 2012-2013 deficit reduction monies calculated in Institution Pay Period 12L or Administration Pay Period 13L (including those for Bargaining Unit 61 and Bargaining Unit 91) cannot exceed the total value of the employee’s Bargaining Unit 01 retroactive adjustments minus the retroactive health insurance adjustment.  If the deficit reduction monies exceed the retroactive adjustments, the deficit reduction monies will be reduced as necessary in the following order:

  1. Those Bargaining Unit 61 or Bargaining Unit 91 deficit reduction monies entered using Earnings Codes D5L or D5K will be adjusted by OSC directly on Paycheck Data.
  2. Those Bargaining Unit 61 or Bargaining Unit 91 deficit reduction monies entered using Earnings Codes D2L or D2K will be adjusted by OSC directly on Paycheck Data.
  3. Earnings Code D5S will be entered directly on Paycheck Data as a positive amount to offset those monies calculated using Earnings Code D4S or D3S.
  4. Earnings Code D2S will be entered directly on Paycheck Data as a positive amount to offset those monies calculated using Earnings Code D1S or Earnings Code D2S will be adjusted.

In addition, any deficit reduction monies not taken in Institution Pay Period 12L or Administration Pay Period 13L 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 BU01 Deficit Reduction Period using the appropriate earnings code (D5L, D5K, D2L, D2K, D5S, D2S).

Manual Set Up of the 2012-2013 D8S Additional Pay Record - Agency

Newly Eligible Employees
Agencies are responsible for creating the D8S Additional Pay record for employees who are hired, rehired, concurrently hired or transferred into Bargaining Unit 01 with an Employee Status of Active or Leave with Pay beginning in Institution Pay Period 13L or Administration Pay Period 14L through Institution Pay Period 24L or Administration Pay Period 25L provided the deficit reduction was not taken automatically in Institution Pay Period 12L or Administration Pay Period 13L.  Agencies must also restart an existing D8S Additional Pay record if an employee goes on a Leave of Absence and subsequently returns to the payroll in Bargaining Unit 01 with an Employee Status of Active or Leave with Pay during the 2012-2013 SSU BU01 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 BU01 Deficit Reduction Plan.  Agencies are responsible for creating the D8S Additional Pay record beginning in Institution Pay Period 13L or Administration Pay Period 14L.

The D8S Additional Pay record should be set up as follows:

Earnings Code:

D8S

Effective Date:

Date of the hire, rehire, concurrent hire or transfer into Bargaining Unit 01 with an Employee Status of Active or Leave with Pay within the 2012-2013 SSU BU01 Deficit Reduction Plan period OR the pay period begin date for Institution Pay Period 13L or Administration Pay Period 14L for current FEE Employees

Earnings:

The field must be left blank; the system will calculate the D8S amount based on the eligible earnings

End Date:

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


Calculating the 2012-2013 D8S Amount

Each pay period, the system will calculate the deficit reduction amount for employees with a D8S record that was active any time during the pay period being processed regardless of whether the employee was in Bargaining Unit 01.  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 -.01600.

Earnings Code

Description

CED

Expanded Duty Pay BU01

FEE

Fee

FRC

Fee – Retirement Credit

IFE

Inconvenience Full Evenings

IFN

Inconvenience Full Nights

IPC

Inconvenience 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 the Deficit Reduction

If an employee transfers into a bargaining unit that is not subject to the SSU BU01 Deficit Reduction Plan, the agency must insert a row on the Additional Pay page for Earnings Code D8S and insert an Effective Date and End Date equal to the last date the employee is in Bargaining Unit 01.
Processing Adjustments – D5S (Time Entry)

If an employee is in both an eligible and ineligible bargaining unit during a pay period and has a D8S 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 D5S.

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 D5S.

A D5S Time Entry transaction should be submitted as follows:

Earnings Begin Date:

First earnings begin date within the 2012-2013 SSU BU01 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 BU01 Deficit Reduction Period for the earnings codes included in this calculation for the pay period being processed

Earn Code:

D5S

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 Calculating the 2012-2013 D8S Amount 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 BU01 Deficit Reduction Amount 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 01 with an effective date equal to or greater than the pay period begin date for Institution Pay Period 13L or Administration Pay Period 14L will appear on the report for the 2012-2013 BU01 Deficit Reduction Period.  If an agency retroactively hires an employee with an effective date prior to the pay period begin date for Institution Pay Period 13L or Administration Pay Period 14L, 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 automatically in Institution Pay Period 12L or Administration Pay Period 13L 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 D2S or D5S 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 D2S/D5S 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 Institution Pay Period 13L or Administration Pay Period 14L, 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) ACF, AED, AFE, ALP, AMS or APC and the employee’s deficit reduction was taken automatically in Institution Pay Period 12L or Administration Pay Period 13L, 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 Deficit Reduction Period while in Bargaining Unit 01 in any of the following categories are not subject to the deficit reduction.

Bonus Pay

Fringe Benefits

Health Insurance Opt-Out

Holiday Pay

Lost Time

Lump Sum Payments for Accruals

Overtime Pay

Overtime Meals

Pre-Shift Briefing

Recall Pay

Standby Pay

Statutory Workers’ Compensation Benefits

Unpaid Leave

Retirement Days Worked

OSC will reduce the days worked reported to the Employee’s Retirement System in accordance with the 2011-2012 Deficit Reduction Plan for Bargaining Unit 01.

OSC will reduce 5 days worked for employees identified as eligible for the deficit reduction for the paychecks dated March 22, 2012 and March 28, 2012.  These employees will appear on Control-D report NBEN713 (ERS_DAYS_WRK_ADJ).

Agencies must review the NBEN713 and submit any required days worked adjustments to the Retirement System utilizing RS2050 – Adjustment Report.

Based on the crediting rules that apply to the various tiers, employees should not be impacted by the DRL, as long as there is no other reduction in days worked (i.e. lost time).

Summary of Agency Actions

Agencies are responsible for the following actions:

  • Calculate and submit a negative D9S transaction in Institution Pay Period 12L or Administration Pay Period 13L for those employees who meet the criteria on or after 03/27/2012.
  • Submit a negative D2L, D5L, D2K or D5K transaction in Institution Pay Period 12L or Administration Pay Period 13L for those employees whose Bargaining Unit 61 or Bargaining Unit 91 deficit reduction monies exceeded their retroactive monies.
  • Calculate and submit a negative D2S transaction in Institution Pay Period 12L or Administration Pay Period 13L for eligible monies earned during the 2011-2012 SSU BU01 Deficit Reduction Period and previously paid using those earnings codes not calculated automatically.  Those monies paid after Institution Pay Period 12L or Administration Pay Period 13L will appear on the NPAY726 and should be submitted accordingly.
  • Calculate and submit a positive D2S transaction when a reduction of the eligible monies included in the original D2S transaction occurs.
  • Calculate and submit a negative D5S transaction in Institution Pay Period 12L or Administration Pay Period 13L for eligible monies earned during the 2012-2013 SSU BU01 Deficit Reduction Period and previously paid using those earnings codes not calculated automatically.  Those monies paid after Institution Pay Period 12L or Administration Pay Period 13 L will appear on the NPAY726 and should be submitted accordingly.
  • Calculate and submit a positive D5S transaction when a reduction of the eligible monies included in the original D5S transaction occurs.
  • Calculate and submit in equal installments those monies provided by OSC that exceed an employee’s Bargaining Unit 01 retroactive adjustments using the appropriate earnings code (D5L, D5K, D2L, D2K, D5S, D2S).
  • Create a D8S Additional Pay record for employees hired, rehired, concurrently hired or transferred into Bargaining Unit 01 with an Employee Status of Active or Leave with Pay and an Effective Date equal to or greater than the Institution Pay Period 13L or Administration Pay Period 14L begin date (employees retroactively hired effective prior to Institution Pay Period 13L or Administration Pay Period 14L will not appear on the NPAY729).
  • Create a D8S Additional Pay record for employees with a Pay Basis Code equal to FEE beginning in Institution Pay Period 13L or Administration Pay Period 14L.
  • Restart an existing D8S Additional Pay record if an employee goes on a Leave of Absence and subsequently returns to the payroll.
  • Calculate and submit a negative D5S transaction when eligible monies are paid outside of the pay period being processed for those employees with a D8S Additional Pay record.
  • Calculate and submit a positive D5S transaction when an employee is in both Bargaining Unit 01 and another bargaining unit during a pay period and the D8S is calculated on all eligible earnings during the entire pay period.
  • Insert a row on the Additional Pay page to end date D8S if an employee is no longer in Bargaining Unit 01.
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

D1S

11-12 SSU 01 DRP -1.923%

R1S

11-12 SSU 01 Retro DRP -1.923%

D2S

11-12 SSU 01 DRP Oth -1.923%

D3S

12-13 SSU 01 DRP -1.600%

R3S

12-13 SSU 01 Retro DRP -1.600%

D4S

12-13 SSU 01 DRP -1.538%

R4S

12-13 SSU 01 Retro DRP -1.538%

D5S

12-13 SSU 01 DRP Oth

D8S

12-13 SSU 01 DRP -1.600%

R8S

12-13 SSU 01 Retro DRP -1.600%

D9S

12-13 SSU 01 DRP


Questions

Questions regarding the SSU BU01 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 BU01 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 BU01 Deficit Reduction Plan should be directed to the Payroll Earnings mailbox.

Questions regarding the impact on deductions as it relates to the SSU BU01 Deficit Reduction Plan should be directed to the Payroll Deductions mailbox.

Questions regarding the impact on taxes as it relates to the SSU BU01 Deficit Reduction Plan should be directed to the Tax and Compliance mailbox.