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Date: July 14, 2015

Bulletin Number: 1414

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Subject

Management/Confidential (M/C) First 2% Parity Increase, Effective July 2015

Purpose

To inform agencies of OSC’s automatic processing of the July 2015 M/C Parity Salary Increase and provide instructions for increases not processed automatically.

Affected
Employees

Employees designated management or confidential in the following bargaining units who meet the eligibility criteria:

  • Management Confidential 

BU06

  • Division of State Police

BU18

  • Division of Military and Naval Affairs

BU46

  • Public Employment Relations Board

BU66

  • Legislative Commissions

BU79

  • Temporary State Commissions

BU98


Background


Chapter 55 of the Laws of 2015 provides for a salary increase of two percent (2.00%) for July 2015 and includes the July 1, 2015 M/C Salary Schedule and the July 1, 2015 Salary Schedule for Superintendents of a Correctional Facility.

The Division of the Budget Bulletin D-1132 issued July 8, 2015 provides additional guidelines regarding the implementation of the payment.

Effective Date(s)

The July 2015 M/C Parity Salary Increase will be paid using the following effective dates and check dates:

Pay Cycle/Pay Period Type

Payment Effective Date

Check Date

Institution Lag

06/25/15

07/23/15

Administration Extra Lag

06/25/15

07/29/15

Administration Lag

07/02/15

07/29/15

Institution Extra Lag

07/02/15

08/06/15


Eligibility Criteria

The following employees are eligible to receive the July 2015 M/C Parity Salary Increase:

  • Employees with a Pay Basis Code of HRY (Grade 600 or 800)
  • Employees with a Pay Basis Code of ANN who are in a traineeship (Grade 800)
  • Employees with a Pay Basis Code of ANN who are in an NS position (Grade 600)
  • Employees with a Pay Basis Code of ANN who are in an NS position (Grade 600) which is equated to a grade (Grade 603-668)
  • Employees with a Pay Basis Code of ANN who are in a graded position (Grade 603-668)
  • Employees with a Pay Basis Code of CAL who are in a Grade 700 position with Job Code 007979 (Supt Corr Fac)

Employees with a Pay Basis Code of FEE are not eligible for the salary increase unless the employee is budgeted as per diem but is paid using FEE.

In addition, certain employees may not be eligible to receive the increase or may only receive a partial increase as indicated below.

Employees Not Eligible for 2% Parity Increase:

M/C officers or employees who were promoted or appointed to positions in M/C from positions represented by one of the State’s public employee unions effective March 26, 2009 or later and whose salary, immediately prior to July 1, 2015 is at or above the job rate of their salary grade or equated salary grade on the July 1, 2015 M/C salary schedule are not eligible to receive the 2% Parity Increase.

Employees Eligible for Partial Parity Increase:

M/C officers or employees who were promoted or appointed to positions in M/C from positions represented by one of the State’s public employee unions effective March 26, 2009 or later are prohibited from receiving any portion of the increase which causes such officer’s or employee’s salary to exceed the job rate of the M/C salary grade or equated grade on the July 1, 2015 M/C Salary Schedule.  Such employees may only receive a partial increase capped at the job rate of their salary grade or equated grade on the July 1, 2015 M/C Salary schedule.

Note:  Exceptions to the above may apply if it is determined an employee’s salary does not reflect the effect of the general salary increases paid to employees represented by one of the State’s public employee unions effective April 1, 2009 or April 1, 2010. Refer to Agency Actions Beginning in Institution Pay Period 8L or Administration Pay Period 9L for instructions.

Control-D Report Available Prior to Processing

The following Control-D report was made available for agency use on 07/09/15. 

The report is sorted by Department ID, then by employee name in alphabetical order.

NHRP709 – Mass Salary Increase Exception Report

This report is a preliminary listing of employees who appear ineligible to receive the July 2015 M/C Parity Salary Increase based on information available as of the date the report was produced.  Included on the report is one or more of the following messages which identifies the reason(s) the employee’s record will not be updated.

  • NYS Position Has Both Equated Grade and NTE – if the employee’s Grade on the Position Data page (based on the NYS Position Number) is equal to 600 and a value exists in both the Equated to Grade field and the Approved Salary Rate Field
  • Position and Job do not match – if the Position Number equals the NYS Position Number on the employee’s Job Data page but the Bargaining Unit, Salary Administration Plan or Grade on the Job Data page and the Position Data page are not equal
  • Increment Code Missing – if the Grade on the Position Data page (based on the NYS Position Number) is equal to 603-667 or 600 with a value of 603-667 in the Equated to Grade field, the Salary Administration Plan is MAC, the Pay Basis Code is ANN and the increment code on the employee’s Job Data page is blank or ‘0000’
  • Increment Code Invalid – if the Grade on the Position Data page (based on the NYS Position Number) is equal to 603-667 or 600 with a value of 603-667 in the Equated to Grade field, the Salary Administration Plan is MAC, the Pay Basis Code is ANN and the increment code on the employee’s Job Data page is other than 0001, 0003, 0004, 0069, 2222, 7777, 19XX, 20XX
  • Increment Code Requires Manual Calculation - if the increment code on the employee’s Job Data page is 2222
  • Sal Below Hiring Rate - if the Grade on the Position Data page (based on the NYS Position Number) is equal to 603-667 or 600 with a value of 603-668 in the Equated to Grade field, the Salary Administration Plan is MAC, the Pay Basis Code is ANN and the employee’s salary on any of the Job Data rows being evaluated is less than the Hiring Rate for the employee’s grade on the effective date based on the 04/01/15 Salary Schedule

If an employee appears on this report but is due a salary increase, the agency must take the following action:

  • Submit the appropriate transaction(s) on the Job Action Requests page to correct the information on the Job Data row(s).  If the row(s) is corrected prior to or as part of payment processing in Institution Pay Period 7L or Pay Period Administration 8L, the automatic salary increase will be processed.
  • Submit a Position Change Request to the Position Management Unit if the position information is incorrect on the Position Data page in PayServ but is correct in NYSTEP.  The position will be updated to reflect the change and the automatic salary increase will be processed provided the agency’s position request contains the same information as the position information in NYSTEP.

The report was made available as soon as possible after Budget Bulletin D-1132 was issued on 07/08/15, however, the report was not available until after the agency submission cutoff for Institution Pay Period 7L and with limited time remaining prior to agency submission cutoff for Administration Pay Period 8L. 

Employees who appear on the report but whose record was not corrected prior to automatic processing will not automatically receive the July 2015 M/C Parity Salary Increase. Agencies should submit the appropriate transactions to correct the employee’s record and to pay the increase in Institution Pay Period 8L or Administration Pay Period 9L.

Agency Actions –Administration 8L

The following procedures must be used by the agency when submitting transactions in Pay Period Administration 8L:

For pay changes, position changes and transfers requested on the Job Action Requests or Transfer Requests page with an effective date on or after 07/02/15 (Administration):

  • The agency must not include the July 2015 M/C Parity Salary Increase in the salary reported in the Pay Rate field.  The 04/01/15 M/C Salary Schedule must be used to calculate the salary.

For Administration Agencies Only

New Hire transactions submitted in Administration Pay Period 8L must use the Hiring Rate of the employee’s grade on the effective date from the 04/01/15 M/C Salary Schedule.  Since the 07/01/15 Salary Schedule is loaded in PayServ as part of processing for the Institution cycle, the agency will receive the automatic validation salary warning message, “Requested salary rate must be at the hiring rate when Action of PAY and Reason of NEW is used”.  Please ignore this warning message.

OSC Actions

OSC will process the July 2015 M/C Parity Salary Increase as follows:

  • If the employee meets the eligibility criteria and has a Payroll Status of Active, Leave With Pay or Leave of Absence due to a Workers’ Compensation Leave (Action/Reason code of Leave of Absence/WCL, WDL, WPS or WSP) on the payment effective date, OSC will automatically insert a row on the employee’s Job Data page effective 06/25/15 (Institution) or 07/02/15 (Administration) using the Action/Reason code of Pay Rate Change/SAC (Mass Salary Increase).
  • If the employee meets the eligibility criteria but has a Payroll Status of Terminated, Retired or Leave of Absence (not related to Workers’ Compensation Leave) on the payment effective date and returns to Active status in an eligible position in Institution Pay Period 7L or Administration Pay Period 8L but after the payment effective date, OSC will automatically insert a row on the employee’s Job Data page using the Action/Reason code of Pay Rate Change/CSL (Correct Salary) if the Pay Basis Code is ANN or the Action/Reason code of Pay Rate Change/CRT (Change Rate) if the Pay Basis Code is HRY.  The row will be inserted using the effective date of the Rehire or Return from Leave action.
  • If the employee is newly hired or transfers into an eligible position in Institution Pay Period 7L or Administration Pay Period 8L but after the payment effective date, OSC will automatically insert a row on the employee’s Job Data page using the Action/Reason code of Pay Rate Change/CSL (Correct Salary) if the Pay Basis Code is ANN or the Action/Reason code of Pay Rate Change/CRT (Change Rate) if the Pay Basis Code is HRY.  The row will be inserted using the effective date of the Hire, Position Change or Transfer action.
  • OSC will automatically insert a row on the employee’s Job Data page using the Action/Reason code of Pay Rate Change/CSL (Correct Salary if the Pay Basis Code is ANN or the Action/Reason code of Pay Rate Change/CRT (Change Rate) if the Pay Basis Code is HRY for all subsequent rows provided the employee continues to meet the eligibility criteria.

Exceptions to Eligibility

Employees whose salary exceeds the job rate of their grade or NS equated grade may not be eligible for the Parity Increase or may be eligible for a partial Parity Increase as explained above. Please refer to OSC Actions – New Reason Code for information on special processing.

Exceptions to Automatic Processing

Employees in a composite position (identified by Increment Code 2222) will not be processed automatically.

Employees in an NS position (Grade 600) or grade 668 whose salary is derived from a Budget Director Approval (BDA) effective on the payment effective date through the pay end date of the pay period payment is processed will not be processed automatically and require additional authorization in order to receive the Parity Increase. 

OSC Actions – New Reason Code

Certain employees whose salaries exceed job rate require special processing.  OSC has created Reason Code PJR (Parity Job Rate) to identify employees who did not receive the July 2015 M/C Parity Increase or received a partial Parity Increase.  Action/Reason code Data Change/PJR or Pay Rate Change/PJR will be inserted to update the records of affected employees as described below.

  • If the employee meets the eligibility criteria and has a Payroll Status of Active, Leave With Pay or Leave of Absence due to a Workers’ Compensation Leave (Action/Reason code of Leave of Absence/WCL, WDL, WPS or WSP) on the payment effective date, OSC will automatically insert a row on the employee’s Job Data page effective 06/25/15 (Institution) or 07/02/15 (Administration) using the Action/Reason code of
    • Data Change/PJR – For employees not eligible for Parity Increase because their salary prior to processing exceeds the job rate of their grade or NS equated grade on the July 1, 2015 M/C Salary Schedule.
    • Pay Rate Change/PJR – For employees only eligible for a Partial Parity Increase because their salary prior to processing exceeds the job rate of their grade or NS equated grade on the April 1, 2015 M/C Salary Schedule but is less than the job rate of the July 1, 2015 M/C Salary Schedule.
  • If an employee in the preceding situation meets the eligibility criteria but has a Payroll Status of Terminated, Retired or Leave of Absence (not related to Workers’ Compensation Leave) on the payment effective date and returns to Active status in an eligible position in Institution Pay Period 7L or Administration Pay Period 8L but after the payment effective date, OSC will automatically insert a row on the employee’s Job Data page using Action/Reason code of Data Change/PJR or Pay Rate Change/PJR as described above.  The row will be inserted using the effective date of the Rehire or Return from Leave action.
  • If an employee in either of the preceding situations is newly hired or transfers into an eligible position in Institution Pay Period 7L or Administration Pay Period 8L but after the payment effective date, OSC will automatically insert a row on the employee’s Job Data page using the Action/Reason code of Data Change/PJR or Pay Rate Change/PJR as described above.  The row will be inserted using the effective date of the Hire, Position Change or Transfer action.
  • OSC will automatically insert a row on the employee’s Job Data page using the Action/Reason code of Data Change/PJR or Pay Rate Change/PJR for all subsequent rows provided the employee remains in an eligible position and the salary is subject to the limitations as explained above.

Employees for whom a Data Change/PJR or Pay Rate Change/PJR was inserted as explained above but who were in an eligible position effective 03/26/09 through current are eligible to receive the full Parity Increase.  Therefore, a row with Action/Reason code Pay Rate Change/SAC or Pay Rate Change/CSL will also be inserted to increase the salary.

Notification Requirement
Agencies with employees who were not eligible to receive the Parity Increase or who received a Partial Parity Increase were provided a list on 07/08/15 (Institution) and 07/09/15 (Administration) so that they may inform the affected employees as instructed in Budget Bulletin D-1132.

OSC Actions – Calculation of the Parity Increase

Calculating the New Compensation Rate

The increase to salary will be calculated as follows:

  • If the employee has a Pay Basis Code of HRY and a Grade equal to 600 or 800, OSC will automatically increase the salary by applying 2.00% rounded to the nearest cent.
  • If the employee has a Pay Basis Code of CAL, a Grade equal to 700 and a Job Code equal to –007979 (Supt Corr Fac), OSC will automatically increase the salary by applying 2.00% rounded to the nearest dollar.
  • OSC will automatically increase the salary of the following employees by applying 2.00% rounded to the nearest dollar not to exceed job rate, if applicable:
    • Pay Basis Code of ANN and a Grade equal to 668, 600 (not equated to a grade or with an equated grade equal to 668) or 800
    • Pay Basis Code of ANN and a Grade equal to 603-667 or Grade equal to 600 with an equated grade equal to 603-667 and whose salary is not equal to a salary step but is less than job rate of the employee’s grade on the effective date based on the 04/01/15 Salary Schedule or has  Increment Code 0069
  • If the employee has a Pay Basis Code of ANN, a Grade equal to 603-667 or Grade equal to 600 with an equated grade equal to 603-667 and an increment code other than 0069 and the salary is equal to a salary step of the employee’s grade on the effective date based on the 04/01/15 Salary Schedule, OSC will automatically increase the salary to the same salary step on the 07/01/15 Salary Schedule.
  • If the employee has a Pay Basis Code of ANN, a Grade equal to 603-667 or Grade equal to 600 with an equated grade equal to 603-667 and an increment code other than 0069 and the salary is not equal to a salary step and is above the job rate of the employee’s grade on the effective date based on the 04/01/15 Salary Schedule, OSC will process as follows:
    • If the salary is greater than the Job Rate of the employee’s grade on the effective date based on the 04/01/15 Salary Schedule but less than the job rate of the 07/01/15 Salary Schedule and the employee occupied an eligible position at all times effective 3/26/09 through current the employee is eligible for the Parity Increase, OSC will automatically increase the salary by applying 2.00% rounded to the nearest dollar.
    • If the salary is greater than the Job Rate of the employee’s grade on the effective date based on the 07/01/15 Salary Schedule and the employee occupied an eligible position at all times effective 3/26/09 through current the employee is eligible for the Parity Increase, OSC will automatically increase the salary by applying 2.00% rounded to the nearest dollar.
    • If the salary is greater than the Job Rate of the employee’s grade on the effective date based on the 04/01/15 Salary Schedule but less than the job rate of the 07/01/15 Salary Schedule and the employee occupied an ineligible position at any time effective 3/26/09 through current the employee is eligible for a Partial Parity Increase, OSC will automatically increase the salary by applying 2.00% rounded to the nearest dollar not to exceed Job Rate of the grade on the 07/01/15 Salary Schedule.

Control-D Reports Available After Processing

The following Control-D reports will be available for agency review after the automatic increases have been processed.  All reports will be sorted by Department ID, then by employee name in alphabetical order.

NHRP704 – Mass Salary Increase Report

This report identifies all employees who received the automatic July 2015 M/C Parity Salary Increase and includes all employees’ salaries that were increased in an eligible bargaining unit.

Exception: Employees who received a Partial Parity Increase will not be included on this report.  These employees were included on the list provided to agencies as mentioned under Notification Requirement in the OSC Actions – New Reason section.

NHRP709 – Mass Salary Increase Exception Report

This report identifies employees who did not receive an automatic April 2015 Salary Increase. Included on the report is one or more of the following messages which identifies the reason(s) the employee’s record was not updated.

  • NYS Position Has Both Equated Grade and NTE – if the employee’s Grade on the Position Data page (based on the NYS Position Number) is equal to 600 and a value exists in both the Equated to Grade field and the Approved Salary Rate field
  • Position and Job do not match – if the Position Number equals the NYS Position Number on the employee’s Job Data page but the Bargaining Unit, Salary Administration Plan or Grade on the Job Data page and the Position Data page are not equal
  • Increment Code Missing – if the Grade on the Position Data page (based on the NYS Position Number) is equal to 603-667 or 600 with a value of 603-667 in the Equated to Grade field, the Salary Administration Plan is MAC, the Pay Basis Code is ANN and the increment code on the employee’s Job Data page is blank or ‘0000’
  • Increment Code Invalid – if the Grade on the Position Data page (based on the NYS Position Number) is equal to 603-667 or 600 with a value of 603-667 in the Equated to Grade field, the Salary Administration Plan is MAC, the Pay Basis Code is ANN and the increment code on the employee’s Job Data page is other than 0001, 0003. 0004, 0069, 2222, 7777, 19XX, 20XX
  • Increment Code Requires Manual Calculation- if the increment code on the employee’s Job Data page is 2222
  • Sal Below Hiring Rate – if the Grade on the Position Data page (based on the NYS Position Number) is equal to 603-668 or 600 with a value of 603-668 in the Equated to Grade filed, the Salary Administration Plan is MAC, the Pay Basis Code is ANN and the employee’s salary on any of the Job Data rows being evaluated is less than the Hiring Rate for the employee’s grade on the effective date based on the 04/01/15 Salary Schedule

Exception: Employees who did not receive the Parity Increase due to salary requirements explained under the Eligibility Criteria section will not be included on this report.  These employees were included on the list provided to agencies as mentioned under Notification Requirement in the OSC Actions – New Reason section.

Agency Actions – Beginning in Institution Pay Period 8L or Administration Pay Period 9L

Employees Who Receive an Increased Hiring Rate in Pay Period Institution 7L or Pay Period Administration 8L

Employees who receive an Increased Hiring Rate on or after the payment effective date may not be entitled to have the increase applied to their entire salary.  OSC will manually update the salaries after the automatic increase is applied.  If any additional corrections are needed, agencies should submit transactions as soon as possible in order to avoid an overpayment to the employee.

Composite Positions

Beginning in Pay Period Institution 8L or Administration Pay Period 9L, agencies must review employees in composite positions (identified by Increment Code 2222) and submit a Pay Change on the Job Action Requests page using the appropriate Reason code (see below) to pay the salary increase.  Information regarding the composite position must be included on the General Comments page.

Employees Whose Salary is Derived from BDA Action

Employees in an NS position (Grade 600) or grade 668 with a BDA effective on the payment effective date through the pay end date of the pay period payment is processed will not be processed

automatically.  Agencies must obtain authorization from The Office for the Center for Recruitment and Retention or the Division of the Budget, as appropriate, to pay the Parity Increase and submit a Pay Change on the Job Action Requests page using the appropriate Reason code (see below) to pay the salary increase.

Employees Whose Salary Exceeds Job Rate on the 04/01/15 or 07/01/15 Salary Schedule and Who Were In a Position Represented by One of the State’s Public Employee Unions at any Time on or After 03/26/09

Agencies must review the records of certain employees who did not receive the Parity Increase or received a Partial Parity Increase.  Agencies must work with the Division of the Budget to determine the employees eligible to receive the Parity Increase and submit a Pay Change on the Job Action Requests page using the appropriate Reason code (see below) to pay the salary increase.

Non-Statutorily (NS) Graded Employees

When processing payment of the retroactive April 2015 performance advance to eligible employees based on a NS Performance Advance Plan approved by the Division of the Budget, agencies must update subsequent effective dated rows to reflect the July 2015 M/C Parity Increase, as appropriate.

To Process Payment Manually

The following Reason code(s) must be used to pay the Parity Increase to eligible employees not processed automatically:

  • Reason code SAC (Mass Salary Increase) – for transactions effective on 06/25/15 (Institution) or 7/2/15 (Administration)
  • Reason Code CSL (Correct Salary) – for transactions effective after 06/25/15 (Institution) or 7/2/15 (Administration)

Employees Receiving Occupational Differential Pay (OPD) or Geographic Pay (GEO)

For employees receiving OPD or GEO pay and whose salary exceeds job rate of their grade or equated grade, the amount of OPD or GEO must be reduced by the difference between the employee’s salary and the job rate for their grade.

Agencies must review employees who have OPD or GEO in effect on the Parity Increase payment effective date and who will receive a partial increase or no increase to salary to determine the appropriate amount of the Additional Pay due to the change in job rate and update the employee’s record.

To update the Additional Pay Page, agencies must submit a row with the appropriate Earn Code effective 06/25/15 (Institution) or 07/02/15 (Administration) and enter the new amount in the Annual Addl Earnings field.

Questions

Questions regarding this bulletin may be directed to the Payroll Earnings mailbox.

Questions regarding Position information may be directed to the Position Management mailbox.