Date: March 13, 2001
Bulletin No. UCS-43
|Subject||Retroactive Salary Transactions for Unified Court System Agencies|
|Purpose||To revise the guidelines governing OSCís review and approval of retroactive salary transactions|
|Affected Employees||Agencies that submit retroactive salary transactions on behalf of their employees|
Agencies should process salary changes in
the payroll system as soon as possible. However, the Office of the State
Comptroller recognizes that it is not always possible for agencies to complete
their required processing steps by the effective date for all transactions.
Additionally, OSC recognizes that the current guidelines governing retroactive
salary transactions do not adequately reflect the time frames necessary for many
agencies to process such transactions. Accordingly, OSC has revised the
guidelines in certain areas to increase flexibility and improve processing
The guidelines in this Bulletin supersede Part II, pages 19 and 20 of the "Salary Manual For The Unified Court System" concerning Retroactive Salary Transactions that was issued March 1990.
|Summary of Revisions to Retroactive Salary Transaction Guidelines||
The chart on the following page summarizes
the revised guidelines governing the submission of retroactive salary
transactions to OSC.
There is no time limit on the correction of
payroll errors (e.g. failure to pay increments or contractual salary increases
to eligible employees). If an agency determines an employee has been paid a
salary less than that authorized by law, the agency should submit the
appropriate pay change(s) on the Job Action Request Panel. An explanation of the
correction must be entered in the Status Reason block. If OSC determines the pay
changes are warranted, the pay changes will be approved and an adjustment will
be paid retroactive to the date of the error.
Transactions that fall within the revised guidelines:
In general, OSC will not require agencies to obtain advance approval or provide documentation on retroactive salary transactions that fall within the revised guidelines. However, OSC reserves the right to require agencies to provide an explanation and/or documentation to substantiate specific transactions when warranted.
Transactions that exceed the revised guidelines:
For transactions that exceed the revised guidelines, agencies must provide an explanation/justification for the retroactive transaction in the General Comments panel. In some cases, OSC may request supporting documentation to further substantiate the proposed transaction.
|Questions||Please direct questions on this Bulletin to your payroll auditor.|