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Date: September 29, 2016

Bulletin Number: 1508

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Subject April 2016 Public Employees Federation (PEF) Longevity Payment for Long-Term Seasonal Employees

Purpose To provide agency instructions for processing the April 2016 Longevity Payment for Long-Term Seasonal Employees represented by the Public Employees’ Federation (PEF).

Affected Employees
Seasonal hourly employees of the Department of Environmental Conservation and the Office of Parks, Recreation and Historic Preservation in the following bargaining unit who meet the eligibility criteria.

PEF  
Professional, Scientific & Technical Services BU05

Background The 2015-2016 Agreement between the State of New York and the Public Employees Federation (PEF) provides for a lump sum award of $500 effective the first pay period of the fiscal year to employees who have at least 1500 hours in pay status in seasonal positions during each of the previous five years.

Effective Date(s)

Payments may be submitted for Administration Extra Lag paychecks dated 11/02/2016 or Institution Extra Lag paychecks dated 11/10/2016.

Eligibility Criteria Employees who meet the following criteria are eligible to receive the April 2016 Longevity Payment:
  • Active on the appropriate payment effective date; and
  • In a BU05, seasonal hourly position; and
  • In the Department of Environmental Conservation (Department ID 09180) or the Office of Parks, Recreation and Historic Preservation (Department ID 49xxx), and
  • Has at least 1,500 hours in pay status as a seasonal employee during each of the previous five years in either department.

Employees who otherwise qualify but are not Active on the appropriate payment effective date, become eligible for the payment if they return to the payroll in a seasonal hourly position within the fiscal year.

Agency Actions To pay the April 2016 Longevity Payment to eligible employees, agencies must submit the following information on the Additional Pay page using the Earnings Code LPS.

Earnings Code:

LPS

Effective Date:

03/31/16 (Deptid 49xxx)
04/07/16 (Deptid 09180)
Or the date the employee returned to the payroll in an eligible seasonal position

OT Eff Date:

Same as the Effective Date

Annual Addl Earnings:

$500

End Date:

Leave Blank*

Goal Balance:

Leave Blank

*The End Date Field can be left blank since PayServ does not automatically include the earnings in the overtime compensation calculation for hourly employees.  Overtime that should include the April 2016 Longevity Payment must be adjusted using the instructions in Overtime Calculation and Retirement Information.

Overtime Calculations The Longevity Payment for Long-Term Seasonal Employees is included as salary for retirement purposes and must be included in the calculation of overtime compensation (refer to the Online Payroll Manual accessed from the PayServ Bulletin Board – Payroll Manual > Earnings Manual > Payments\Withholdings > Overtime Compensation).  The April 2016 Longevity Payment must be included from the OT Eff Date on the employee’s Additional Pay page for Earnings Code LPS through the end of the fiscal year, provided the employee remains in an eligible seasonal position.  Since PayServ does not include these monies in the overtime compensation calculation for hourly employees, an overtime adjustment is required.

To pay the overtime adjustment to eligible employees, agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Code LAO.

Earnings Begin Date:

The first overtime date to include LPS

Earnings End Date:

The last overtime date to include LPS

Earn Code:

LAO

Hours:

The number of overtime hours to include LPS

 
The system will multiply the number of hours reported above by $.38 to determine the overtime adjustment amount.

If an eligible seasonal employee is appointed to a non-seasonal position (e.g. Pay Basis Code ANN) and has received the April 2016 Longevity Payment, the payment cannot be included in the compensation calculation of any overtime earned after the appointment date.  Therefore, agencies must insert a row on the Additional Pay page at the Effective Date level of Earnings Code LPS and enter the following information:

Effective Date:

Last date in eligible position (date prior to appointment)

OT Eff Date:

Same as original OT Eff Date

Annual Addl Earnings:

$500 (populates automatically)

End Date:

Same as Effective Date

Goal Balance:

$500 (to prevent making another payment)


Payroll Register and Employee’s Paycheck/Advice The Earnings Code LPS and LAO (if applicable) and the amount paid will be displayed on the Payroll Register.  The Earnings Description Longevity Payment Seasonal and Longevity Adjustment Overtime (if applicable) and the amount paid will appear on the employee’s paycheck stub or direct deposit advice.

Undeliverable Checks 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 Taxation and Finance, Division of Treasury, per instructions in Payroll Bulletin No. 908.

Checks issued to eligible employees who are now deceased should be returned with a completed Next of Kin Affidavit (Form AC 934-P), original Death Certificate and a Report of Check Exchange (Form AC 1476-P).  If a Next of Kin Affidavit has been previously submitted for a deceased employee’s payroll check, OSC will accept a photocopy of this form along with a new Report of Check Exchange.

Questions Questions regarding this bulletin maybe directed to the Payroll Earnings mailbox.