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Date:September 18, 2006
Bulletin Number:UCS-102
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Subject

Retroactive General Salary, Longevity Bonus, Uniform Allowance and Location Pay Increases and Establishment of New Mid-Hudson Location Pay for Employees in Bargaining Unit SY

Purpose

To explain OSC’s automatic processing and provide instructions for payments not processed automatically.

Affected Employees

Annual employees represented by Bargaining Unit SY.

Background

Chapter 104 of the Laws of 2006 implements the agreement between the State and the New York State Supreme Court Officers Association (Bargaining Unit SY) and provides for Salary and Location Pay Increases.

Effective Date(s)

Pay Period 12L, paychecks dated 10/4/06.

Uniform Allowance adjustments will be paid in a separate check dated 10/4/06.

Contract Provisions and Eligibility

Salary Increases

April 1, 2004 General Salary Increase
The legislation provides for a 2.5% Salary Increase for salaried employees in graded and NS grade 560 positions.

  • Payable 3/25/04.
  • Revised April 1, 2004 Salary Schedule is attached.
  • Annual employees receive a 2.5% Salary Increase, rounded to the next dollar or $850, whichever is greater.

April 1, 2005 General Salary Increase
The legislation provides for a 2.75% Salary Increase for salaried employees in graded and NS grade 560 positions.

  • Payable 4/7/05.
  • Revised April 1, 2005 Salary Schedule is attached.
  • Annual employees receive a 2.75% Salary Increase, rounded to the next dollar or $900, whichever is greater.

April 1, 2006 General Salary Increase
The legislation provides for a 3% Salary Increase for salaried employees in graded and NS grade 560 positions.

  • Payable 4/6/06.
  • Revised April 1, 2006 Salary Schedule is attached.
  • Annual employees receive a 3% Salary Increase, rounded to the next dollar or $950, whichever is greater.

Location Pay

April 1, 2004 Location Pay Increase

  • Effective April 1, 2004 and payable March 25, 2004, Location Pay is increased to $1,230 for employees in New York City and the counties of Rockland, Westchester, Nassau and Suffolk.

April 1, 2005 Location Pay Increase

  • Effective April 1, 2005 and payable April 7, 2005, Location Pay is increased to $1,264 for employees in New York City and the counties of Rockland, Westchester, Nassau and Suffolk.

April 1, 2006 Location Pay Increase

  • Effective April 1, 2006 and payable April 6, 2006, Location Pay is increased to $1,302 for employees in New York City and the counties of Rockland, Westchester, Nassau and Suffolk.

New Location Pay Area (Mid-Hudson)
Location Pay has been established, effective 3/25/04, for salaried employees working in the Mid-Hudson area of Orange, Dutchess, and Putnam counties.

  • Effective April 1, 2004 and payable March 25, 2004, Mid-Hudson Location Pay will be paid at an annual rate of $615.
  • Effective April 1, 2005 and payable April 7, 2005, Mid- Hudson Location Pay is increased to $632.
  • Effective April 1, 2006 and payable April 6, 2006, Mid- Hudson Location Pay is increased to $651.

Uniform Allowance

Uniform Allowance for Bargaining Unit SY has been increased as follows:

  • June 2005:  Increased to $595
  • December 2005:  Increased to $595
  • June 2006:  Increased to $615

Adjustment Amounts

Employees who received the June 2005 Uniform Allowance payment are eligible for a $20 adjustment.

Employees who received the December 2005 Uniform Allowance payment are eligible for a $20 adjustment.

Employees who received the June 2006 Uniform Allowance payment are eligible for a $40 adjustment.

Longevity Bonus

20 Year Longevity

Effective 4/1/03, the Judicial Longevity Bonus for employees in Bargaining Unit SY who have at least twenty (20) years of continuous service in the Unified Court System is increased to $1,600.

Effective 4/1/04, the Judicial Longevity Bonus for employees in Bargaining Unit SY who have at least twenty (20) years of continuous service in the Unified Court System is increased to $1,650.

Effective 4/1/05, the Judicial Longevity Bonus for employees in Bargaining Unit SY who have at least twenty (20) years of continuous service in the Unified Court System is increased to $1,700.

Effective 4/1/06, the Judicial Longevity Bonus for employees in Bargaining Unit SY who have at least twenty (20) years of continuous service in the Unified Court System is increased to $1,750.

25 Year Longevity

Effective 4/1/05, the Judicial Longevity Bonus for employees in Bargaining Unit SY who have at least twenty-five (25) years of continuous service in the Unified Court System is increased to $1,800.

Effective 4/1/06, the Judicial Longevity Bonus for employees in Bargaining Unit SY who have at least twenty-five (25) years of continuous service in the Unified Court System is increased to $1,850.

Adjustments
Employees who received the Judicial Longevity Bonus effective 4/1/04 and/or 4/1/05 and/or 4/1/06 are eligible for an adjustment equal to the difference between the $1500 received and the new Longevity Bonus amounts.

OSC Actions

Salary Increases

After the review of transactions submitted for Pay Period 12L is completed, OSC will automatically insert rows in the Job Data records to reflect the April 2004, 2005 and 2006 Salary Increases for salaried employees who are in Bargaining Unit SY on or after the effective dates of the increases.
These increases will be processed in the following manner:

  • For employees in Bargaining Unit SY who, on the effective dates of the increases have a status of Active, Paid Leave (except those on Military Stipend Leave) or Leave Without Pay with a reason of WDL, 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 in which the employee is in Bargaining Unit SY, regardless of status, using the Action/Reason codes of PAY/CSL (Pay Rate Change/Cor Salary). Exception: If the employee was placed on a paid Military Stipend Leave after the effective date of an increase, the PLA row will not be updated.
  • For employees who were not Active in Bargaining Unit SY on the effective date of an increase (including employees who were on LOA for a reason other than WDL, on a paid Military Stipend Leave, or in a bargaining unit other than SY), but who became Active in Bargaining Unit SY 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/Cor Sal) will be used.
  • For the above employees, OSC will update subsequent Job rows in which the employee is in Bargaining Unit SY, regardless of the employee’s status, using the Action/ Reason of PAY/CSL. Exception: If the employee was subsequently placed on a paid Military Stipend Leave after the initial raise, this row will not be updated.

Exception: The Salary Increase will not be applied to any Job row in which the employee is receiving less than the minimum salary rate on the April 2002 Salary Schedule or if the information on the employee’s Job and Position Data records is different, using the position information for the number stated in the NYS position field on the employee’s Job record.

Recalculation of Military Stipends
OSC will recalculate Military Stipend payments for employees who went on a paid or unpaid Military Stipend Leave on or after the effective date of an increase and, if applicable, will update the employee’s Job record to reflect the appropriate biweekly stipend.

Location Pay (LOC)
OSC will automatically update existing Location Pay (LOC) rows, effective on the effective date of an increase or later, for all employees in Bargaining Unit SY who have an existing LOC row effective 3/25/04 or later. These rows will be updated as follows:

  • 3/25/04
  • 4/7/05
  • 4/6/06

Updated to $1,230
Updated to $1,264
Updated to $1,302

Location Pay - Mid-Hudson Area (LMH)
OSC will automatically insert rows on the Additional Pay page to add the Earnings Code LMH (Location Pay Mid-Hudson), effective 3/25/04 or later, for all eligible employees in the agencies listed below who, on or after the effective date of the new earnings are in Bargaining Unit SY and have a status of Active, Paid Leave or Leave of Absence with a reason of WDL, unless the employee has an active LOC row as of the LMH date.

  • 05597 Ninth Judicial District
  • 05127 Appellate Division, 2nd Department

3/25/04 LMH $615.00
OSC will insert a new LMH row onto the Additional Pay page with the effective date of 3/25/04 or the date of eligibility up to 4/7/05 and an annual earnings amount of $615 for eligible employees.

4/7/05 LMH Increase to $632.00
OSC will insert a new LMH row onto the Additional Pay page with the effective date 4/7/05 or the date of eligibility up to 4/6/06 and an annual earnings amount of $632 for eligible employees.

4/6/06 LMH Increase to $651.00
OSC will insert a new LMH row onto the Additional Pay page with the effective date of 4/6/06 or the date of eligibility after 4/6/06 and an annual earnings amount of $651 for eligible employees.

Additional rows will be automatically added or ended, as required, based on subsequent Job actions reported on the employee’s Job record. Exception: Manual updates will be required by OSC for employees who received the automatic LMH and subsequently moved into an ineligible bargaining unit or agency. OSC will end the LMH as of the last day the employee was eligible to receive the earnings.

Uniform Allowance (UA5)
OSC will automatically insert an adjustment in Time Entry using the code UA5 for the increases in the 2005 and 2006 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. The paycheck for all payments will be distributed to the employee’s current or most recent agency.

Employees who received a June 2005 Uniform Allowance payment will receive an adjustment of $20.

Employees who received a December 2005 Uniform Allowance payment will receive an adjustment of $20.

Employees who received a June 2006 Uniform Allowance payment will receive an adjustment of $40.

All retroactive adjustments for the Uniform Allowance will be paid in a separate check. There will be no direct deposit for this payment.

Judicial Longevity Bonus (JLO)
OSC has created new earnings codes to pay the retroactive increases to Judicial Longevity (JLO). The new Additional Pay Earnings Codes are Judicial Longevity Adjustment 2003 (JL3), Judicial Longevity Adjustment 2004 (JL4) and Judicial Longevity Adjustment 2005 (JL5).  If a JLO row exists on the Additional Pay page with an effective date equal to or greater than the effective dates of the increases, OSC will update the Annual Additional Earnings amount and the Goal Balances as follows:

20 Year Full-Time Employees

  • If a row exists effective 3/27/03-3/24/04, JLO will be updated to $1600.  A new row using new Earnings Code JL3 will be inserted with an Earnings and Goal amount of $100 with the same effective date to pay the adjustment.
  • If a row exists effective 3/25/04-4/6/05, JLO will be updated to $1650.  A new row using new Earnings Code JL4 will be inserted with an Earnings and Goal amount of $150 with the same effective date to pay the adjustment.
  • If a row exists effective 4/7/05-4/5/06 and the Anniversary Date is greater than or equal to 3/31/81 and less than or equal to 3/31/85, JLO will be updated to $1700.  A new row using new Earnings Code JL5 will be inserted with an Earnings and Goal amount of $200 with the same effective date to pay the adjustment.
  • If a row exists effective 4/6/06 or later and the Anniversary Date is greater than or equal to 3/31/82 and less than or equal to 3/31/86, JLO will be updated to $1750.

20 Year Part-Time Employees
Part-time employees will receive a prorated amount of the annual JLO and adjustment payments listed above based on the employee’s FTE on the Job Data page as of 4/1 of the applicable year.

25 Year Full-Time Employees

  • If a row exists effective 4/7/05-4/5/06 and the employee’s anniversary date is equal to or less than 3/31/80, JLO will be updated to $1800. A new row using new Earnings Code JL5 will be inserted with an Earnings and Goal amount of $300 with the same effective date to pay the adjustment.
  • If a row exists effective 4/6/06 or later and the employee’s anniversary date is equal to or less than 3/31/81, JLO will be updated to $1850.

25 Year Part-Time Employees
Part-time employees will receive a prorated amount of the annual JLO and adjustment payments listed above based on the employee’s FTE on the Job Data page as of 4/1 of the applicable year.

OSC Retroactive Processing

OSC will automatically calculate retroactive adjustments resulting from the 2004, 2005 and 2006 General Salary, Longevity Bonus and Location Pay Increases, as well as retroactive payments for employees receiving Location Pay in the Mid-Hudson area.

Automatic retroactive payments will be processed for certain earnings such as Overtime and Holiday Pay reported on the Time Entry page. The following is a list of the earn codes that will be automatically adjusted: AS1, AS5, ES1, EXT, HPA, HPC, HPH, LMH, LOC, LSB, LSK, LSL, LSM, LSN, LT1, OTC, OTD, OTF, OTG, OTK, PPS, PRM, and RGS.

Additional Information Regarding Retroactive Payments

  • For employees who have worked in more than one agency since the effective date of an increase, all retroactive adjustments will be paid in the most current agency, provided the employee was paid by all agencies using the same Employee Record Number.
  • For employees who have worked in more than one agency and have been paid from more than one Employee Record Number since the effective date of an increase, the retroactive adjustment for earnings in each Employee Record Number will be paid in the most current agency, under each Employee Record Number.
  • For employees who are Inactive or on Leave Without Pay at the end of Pay Period 12L, the retroactive raise adjustment will be applied to any overpayment (OVP) set up in Additional Pay that has a Goal Amount and Goal Balance that are not equal. The system will recover the entire overpayment, provided the check is sufficient. Otherwise, the entire check will be taken.
Control-D Reports

The following Control-D report is available prior to processing of the automatic salary increases.

NHRP709 Mass Salary Increase Exception Report
This report identifies employees who did not receive an automatic General Salary Increase. Fields on the report include EmplID,

Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part Time Percentage and Salary. The report identifies the reason the employee’s salary was not increased with one of the following messages:

  • Salary Below Minimum
  • Position and Job do not match

The following Control-D reports will be available after processing of the automatic increases:

NHRP703 Mass Salary Additional Pay Report
This report identifies all employees receiving an automatic increase for LOC, LMH, JLO, JL3, JL4 and JL5. Fields on this report include EmplID, Employee Record Number, Employee Name, Earn Code, Grade, Salary Plan, Bargaining Unit, and Additional Pay Amount.

NHRP704 Mass Salary Payment Report
This report identifies all employees who received the General Salary Increase. The report identifies all rows where the employee’s salary was automatically increased in an eligible bargaining unit. Other fields on the report include the EmplID, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part Time Percentage, Action Reason and Increment Code.

NHRP709 Mass Salary Increase Exception Report
This report identifies employees who did not receive an automatic General Salary Increase. Fields on the report include EmplID, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part Time Percentage and FTA Salary. The report identifies the reason the employee’s salary was not increased with one of the following messages:

  •  Salary Below Minimum
  •  Position and Job do not match

NPAY771 Time Entry Payment Report
This report will be available after the automatic payment of the Uniform Allowance adjustments are loaded into the Time Entry page to identify employees who received Uniform Allowance adjustments. Fields on the report include EmplID, Employee Record Number, Employee Name, Earn Code, Earns End Date, Grade, Bargaining Unit, Part Time %, Amount, Number of Payments Processed and Total Payment Amount.

Agency Actions in Pay Period 12L

Agencies must submit Pay Rate Changes for eligible employees who appeared on the NHRP709 Mass Salary Exception Report because Job and Position did not match.

  • If the employee is in the correct position and the position record is incorrect, the position record must be updated before the automatic increases are applied. The system will then automatically calculate increases for these employees.
  • If the employee is in the correct position and the position record is correct but the Job record is not, the agency must submit a Position Change in Pay Period 12L to change the attributes on Job and make the employee eligible for an automatic increase.
  • If the employee is in the correct position and Job and Position are correct and should remain unmatched, the agency must report the appropriate increase(s) on the Job Request page.
  • If the employee is in an incorrect position, the agency must submit a Position Change in Pay Period 12L to place the employee in the correct position.

Agencies must also submit Pay Rate Changes for employees who appeared on the NHRP709 report because the employee’s salary is below the minimum. For these employees, the agency must report a Pay Rate Change in Pay Period 12 to correct the employee’s salary, using the April 2002 Salary Schedule.

Agency Procedure for Reporting Increases Not Processed Automatically

  • Use the Action/Reason of Pay Rate Change/CFS for all rows effective 3/25/04, 4/7/05 and 4/6/06.
  • Use the Action/Reason of Pay Rate Change/ CSL for all rows where the effective date is not 3/25/04, 4/7/05 or 4/6/06.

Reporting in Pay Period 12L
When reporting transactions (e.g. transfers, hires, rehires, position changes, pay rate changes) in Pay Period 12L for employees who will receive an automatic increase, the agency must report the salary rate from the April 2002 Salary Schedule and the projected increment code for April 2007.

If the agency is reporting a Hire, Rehire, Concurrent Hire, or a Return from Leave Without Pay on a retroactive basis in Pay Period 12 and RGS is required in Time Entry, the RGS must be calculated using the increased salary, as the system does not calculate a retroactive adjustment for RGS earnings submitted in the pay period the raise is applied. Likewise, if the same employee is due Location Pay, the ALP earnings must be calculated using the new Location Pay amount.

When submitting earnings in Time Entry that are calculated by the agency (i.e. agency reports an amount), the amount calculated should be determined using the newly increased salary when applicable.

 

Agency Actions for LMH (Location Mid-Hudson)

Agencies Other than 05597 and 05127
The agency is responsible for adding an LMH (Location Pay Mid-Hudson) row on the Additional Pay page for any eligible employee whose workstation is located in Orange, Dutchess or Putnam counties.

To add the new Location Pay, the agency must insert a row on the Additional Pay page effective 3/25/04 or later (i.e. date the employee became eligible for the earnings), using the Earn Code LMH.

The agency must review the Job Data page to determine if any other rows are required, based on the information reported on the employee’s Job record.
For example:

  • A row must be added if an employee had a change in percentage, effective the date of the percentage change.
  • A row must be added to end the earnings if the employee was terminated, retired or placed on Leave of Absence other than WDL, or had a position change or transfer and became ineligible to receive the earnings.
  • A row must be added to restart the earnings if the earnings were ended and the employee subsequently becomes eligible for the earnings.
Agency Actions for Retroactive Processing

Retroactive adjustments will be calculated automatically for regular, Additional Pay, and certain miscellaneous earnings based on the salary and Location Pay increases, as well as for the newly established Mid-Hudson Location Pay.

Time Entry earnings submitted with an amount will not be retroactively adjusted. Therefore, the agency must report the adjustments when the following Earn Codes were used to report earnings on or after 3/25/04: RGO, OTO, LTO, OWO, OTT, ADJ, EMG, and ES2.

Additional Pay earnings previously reported using ALP will not be automatically adjusted. The agency must report the adjustment for the previous ALP earnings.

Additional Miscellaneous Information and Procedures Regarding Retroactive Processing

  • If a check was returned on an AC 230 for dates on or after 3/25/04, the agency must review the retroactive adjustment for that employee, as the system does not always consider AC 230s when processing retroactive adjustments. Therefore, the agency may need to report an adjustment of earnings.
  • If an employee received earnings on an AC 39 (Typewritten Payroll) prepared by OSC for earnings on or after 3/25/04, the agency must submit an adjustment for all earnings paid on the typewritten payroll.
  • If the Earn Code OVP was reported in the Additional Pay page since 3/25/04 to recover overpayments that occurred on or after 3/25/04, the system may not calculate the retroactive adjustment correctly. Therefore, the agency must review the automatic retroactive adjustment and submit the appropriate adjustment of earnings.
  • If an employee had a transaction reported on a retroactive basis that resulted in an overpayment of earnings to the employee and the overpayment was not recoverable, and the automatic negative adjustment was previously “turned off,” the employee may not receive the appropriate retroactive adjustment in Pay Period 12L, as the retroactive adjustment will again be “turned off.” Therefore, the agency must review the automatic retroactive adjustment and notify OSC in Pay Period 12L of any additional adjustment.
  • To assist UCS with the retroactive adjustment issues identified above, OSC will provide UCS with a listing that identifies all negative adjustments that were previously not processed. In addition, a listing will be provided to identify employees for which a negative adjustment is calculated in Pay Period 12L for regular and/or Additional Pay earnings.
  • If RGS was previously submitted using a date range that exceeded the number of days reported, the system will calculate the adjustment of earnings based on the number of workdays within the range. Therefore, the agency must report an adjustment to reduce the automatic retroactive adjustment.
  • 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 and/or Location Pay increase. The system will calculate an adjustment for all earnings reported in the single entry based on the salary and/or Additional Pay earnings in effect on the Earnings End Date. Therefore, the agency must submit the necessary adjustment to reduce the automatic payment.
Agency Procedure: Reporting Adjustments in the Time Entry Page

Agencies must use the Earn Code AJR (Adjust Raise) on the Time Entry page to report all retroactive changes due to the implementation of the salary and Location Pay 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

 

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:

Code

             Narrative

410

Health Care Spending Account

420

NY Dependent Care Contribution

425

Repay State Loans/Debt

426

Higher Ed Repay State Loan

428

Dependent Care

433

Total Unemployment Ins Owed

500

Medicare Deficiency

501

Social Security Deficiency

GARNSH

Garnishments

HIATRG

Regular After Tax Health

HIATSP

Special After Tax Health Adj

HIBTRG

Regular Before Tax Health

HIBTSP

Special Before Tax Health Adj

 

Payroll Register and Employee’s Paycheck/Advice

All retroactive adjustments will be displayed on the payroll register and the employee’s paycheck stub or direct deposit advice.

 

Questions

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