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Date:December 11, 2006
Bulletin Number: UCS-107
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Subject

Retroactive Payment of a New Supplemental Location Payment for Eligible Employees of the Unified Court System in Negotiating Units: NYS Court Clerks Association (S9), NYS Court Officers Association (SR), NYS Supreme Court Officers Association (SY),  Court Officers Benevolent Association of Nassau County (DR) and Suffolk County Court Employees Association, Inc. (F8)

Purpose

To explain OSC’s automatic processing of this payment and procedures for payments not automatically processed.

Affected Employees

Unified Court System Employees in Negotiating Units S9, SR, SY, DR and F8.

Background

Section 2 of Chapter 155 of the Laws of 2006 anda letter from the Chief Administrative Judge dated October 12, 2006 and the Memorandum of Understanding between New York State Unified Court System and the Negotiating Units: NYS Court Clerks Association (S9), NYS Court Officers Association (SR), NYS Supreme Court Officers Association (SY), Court Officers Benevolent Association of Nassau County (DR) and Suffolk County Court Employees Association, Inc. (F8), authorize Supplemental Location Pay for employees in New York City or the counties of Orange, Dutchess, Putnam, Rockland, Westchester, Nassau and Suffolk.

Effective Date(s)

Pay Period 18L, paychecks dated 12/27/06.

Eligibility

Legislation provides for the establishment of Supplemental Location Pay for eligible employees in Negotiating Units S9, SR, SY, DR and F8 whose official workstation is located in New York City or the counties of Orange, Dutchess, Putnam, Rockland, Westchester, Nassau and Suffolk.

For Orange, Putnam and Dutchess counties:

Effective 4/1/06

$975

For NYC, Rockland, Westchester, Nassau and Suffolk counties:

Effective 4/1/06

$1,950

Supplemental Location is prorated for part-time employees.

OSC Actions

OSC has created new earnings codes to be used on the Additional Pay page to pay the Supplemental Location pay:

  • CLS (Courts Location Supplemental)
  • MHS (Mid-Hudson Supplemental)

In Pay Period 18L, OSC will automatically insert CLS or MHS rows on the Additional Pay records of eligible employees effective 4/6/06 or later with the applicable amount for the same time periods that the employees are receiving LOC (Location Pay) or LMH (Location Mid-Hudson) and who remain in an eligible Negotiating Unit .

Recalculation of Military Stipends

The above Supplemental Location payments will result in an increase to Military Stipends for employees who have received paid stipends during the raise periods. The Supplemental Location payments also may result in employees becoming eligible to receive a stipend if the employee's new NYS salary now exceeds the employee's Military salary. OSC will recalculate paid Military Stipends and determine whether an employee is now eligible to receive a paid Military Stipend.

For employees who will be receiving a higher biweekly Military Stipend, OSC will insert a row in the Job Data page with the Action/Reason of Pay Rate Change/Military Stipend Change (PAY/MSC) beginning the date the employee was entitled to the increased stipend and for each affected subsequent row.

For employees who now will be eligible for a biweekly Military Stipend, OSC will insert a row on the Job Data page with an Action/Reason of Paid Leave of Absence/Military Stipend (PLA/MLS) beginning the date the employee is entitled to the stipend and insert a row in the Job Data page with the Action/ Reason of Pay Rate Change/Military Stipend Change (PAY/MSC) for each affected subsequent row.

Military Stipends that were paid in Time Entry with Earn Codes ADJ or MSP will be adjusted by OSC using Earn Code ADJ. OSC will enter a General Comment explaining the adjustment. 

All changes to Military Stipends and adjustments will be processed in Pay Period 18L, paychecks dated 12/27/06.

Agency Actions

Agencies must submit adjustments to CLS and MHS earnings for any mid-pay period adjustments for eligible employees using Earnings Code ASL (Adjust Supplemental Location). The current pay period Begin Date must be used for all ASL transactions.

Beginning in Pay Period 19L, agencies must submit CLS and MHS payments to newly eligible employees with the following information:

Earnings Code:

CLS or MHS

Effective Date:

Enter the date the employee becomes eligible.

OT Effective Date:

The effective date will default in this field. 

Annual Addl Earnings:

Enter the appropriate amount.

CLS and MHS earnings for employees who become ineligible for CLS or MHS in the future must be ended by inserting the appropriate End Date in the End Date field on the Additional Pay page.

Automatic Retroactive Processing

OSC will automatically calculate the retroactive adjustment resulting from the CLS and MHS payments.

For eligible employees who have worked in more than one (1) agency since the effective date of the payments, all retroactive adjustments will be paid in the most current agency.

Retroactive Adjustments for Additional Pay and Time Entry Earnings
Time Entry earn codes that are calculated based on an employee’s additional salary factors such as overtime (OTD) and holiday (HPA) will be automatically adjusted.

Deductions

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

The Earnings Codes CLS, MHS and ASL and the payment amounts will be displayed on the payroll register. The earnings code descriptions and payment amounts will appear on the employee’s paycheck stub or direct deposit advice.

Miscellaneous Payment Information

The Supplemental Location payment is included in the calculation of overtime and is pensionable.

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 Tax and Finance, Division of the Treasury, per instructions in Payroll Bulletin No. 456.

Control-D Report

On December 15, 2006, the following Control-D reports will be available for agency review:

NHRP595a New Supplemental Location Payments
This report identifies all employees receiving an automatic payment of CLS. Fields on this report include Agy Code, EmplID, Employee Record Number, Effective Date, New Additional Pay Amount and Earns End Date (if applicable).

NHRP595b New Supplemental Location Payments
This report identifies all employees receiving an automatic payment of MHS. Fields on this report include Agy Code, EmplID, Employee Record Number, Effective Date, New Additional Pay Amount and Earns End Date (if applicable).

Questions

Questions about this Bulletin may be directed to your Payroll Auditor.