Subject |
April
2004 General Salary Increase, Location Pay Increase, and Establishment
of New Location Pay for Mid-Hudson Employees in the Unified Court System |
Purpose |
To
notify Unified Court System agencies of the April 2004 Salary and
Location Pay Increases and the new Location Pay for employees in
the Mid-Hudson area.
To
explain OSC’s automatic processing and provide instructions
for payments not processed automatically.
|
Eligible
Employees |
Annual
and hourly represented and annual unrepresented employees in the
following bargaining units:
- Represented
employees in Bargaining Units SA, SR, SN, G9, F8, DR, SG, S9,
SK, SD, and 87
- Unrepresented
employees in Bargaining Units CT, 86, and 88
|
Effective
Date(s) |
Pay
Period 15C/14L, paychecks dated 10/20/04. |
Background |
Chapter
203 of the Laws of 2004 implements agreements between the State and
various bargaining units and provides for Salary and Location Pay
Increases for represented annual and hourly employees and unrepresented
annual employees.
In addition,
the UCS Administrative Board has approved increases for NS grade
560 unrepresented annual employees and has provided OSC with a
list of individuals whose salary should be withheld or reduced
after the automatic increases are applied. |
Contract
Provisions and Eligibility Criteria |
April
1, 2004 General Salary Increase
The legislation provides for a 2.5% Salary Increase for hourly employees
and 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 $850.00, whichever is greater.
- Hourly
employees receive a 2.5% Salary Increase rounded to the next
cent or $.41, whichever is greater.
NS
Grade 560 Annual Unrepresented Employees
- Approved
salary rates will be provided by UCS to payroll agencies.
Location
Pay Increase·
- Effective
April 1, 2004 and payable March 25, 2004, Location pay will be
increased to $1,230.00 for employees in NYC, Rockland, Westchester,
Nassau and Suffolk counties.
- The
Location Pay for Monroe County remains at $200.00.
New
Location Pay Area
Location Pay has been established, effective 3/25/04, for salaried employees
working in the Mid-Hudson area of Orange, Dutchess, and Putnam counties.
The annual amount of the Location Pay is $615.00. |
OSC
Automatic and Manual Processing |
After
the review of transactions submitted for period 15C/14L is completed,
OSC will automatically insert rows in the Job Data records to reflect
the April 2004 Salary Increases for salaried employees (PBC=ANN)
who are paid on a lag basis and are in an eligible bargaining unit
on or after the effective date of the increase, 3/25/04.
These
increases will be processed in the following manner:
- For
employees in eligible bargaining units who, on the effective
date of the increase (3/25/04) have a Pay Basis Code of ANN and
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
3/25/04, 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 an eligible bargaining unit with
a Pay Basis Code of ANN, 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 3/25/04, the PLA row
will not be updated.
- For employees in an eligible bargaining unit who
were not Active on 3/25/04 (including those who were on LOA for
a reason other than WDL and those on a paid
Military Stipend Leave), but who became Active in an eligible
bargaining unit with Pay Basis Code of ANN after
the effective date of the increase, OSC will insert a row to
reflect the 2.5% 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 an eligible bargaining unit
with a Pay Basis Code of ANN, 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 record is different from the information contained on the
Position Data record, using the position information for the
number stated in the NYS position field on the employee’s
Job record.
Withholding
of Increases for NS Grade 560 Unrepresented Employees
After the automatic raises are applied in Pay Period 14L, OSC will manually
delete the raise row or change the increased salary for individuals whose
increase is to be withheld or changed, as determined by the UCS Administrative
Board.
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 3/25/04 and, if
applicable, will update the employee’s Job record to reflect the
appropriate biweekly stipend.
Location
Pay
OSC will automatically update existing Location Pay (LOC)
rows, effective 3/25/04 or later, for all employees in eligible bargaining
units who have an existing LOC row effective 3/25/04
or later. These rows will be updated from $1,200.00 to $1,230.00.
OSC
will identify all employees who have LOC and moved
from an eligible bargaining unit into an ineligible bargaining
unit, or vice versa, after the effective date of the increase,
3/25/04. For these employees, manual updates will be done by OSC
to update the Additional Pay page to reflect the appropriate amount
of Location Pay.
Location
Pay - Mid-Hudson Area
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 employees in the agencies listed below who,
on or after the effective date of the new earnings, 3/25/04, are in an
eligible bargaining unit, have a Pay Basis Code of ANN,
and a status of Active, Paid Leave or Leave of Absence with a Reason
of WDL.
05597
Ninth Judicial District
05127
Appellate Division, 2nd Department
OSC
will not automatically add LMH to an employee’s
record if the employee has an LOC row on the Additional
Pay page effective 3/25/04 or later. 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.UCS
will provide OSC with a list of all employees who will have LMH automatically
added to the Additional Pay page who are not eligible for the LMH earnings
because their workstation is not located in Orange, Dutchess or
Putnam counties. OSC will delete the LMH row(s)
for these employees.
|
OSC
Retroactive Processing |
OSC
will automatically calculate retroactive adjustments resulting from
the April 2004 General Salary 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, RGS
Additional
Information Regarding Retroactive Payments
- For
employees who have worked in more than one agency since the effective
date of the 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 the 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 15C/14L, 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.
|
Agency
05680 |
County
Clerks in Agency 05680
General Salary Increases for the county clerks will not be processed
automatically.
Location
Pay Increases will be processed automatically. |
Control
D Reports |
The
following Control D Report is available prior to processing of the
automatic salary increases.
NHRP
709 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:
NHRP
703 Mass Salary Additional Pay Report
This report identifies all employees receiving an automatic increase
for Location Pay (LOC) or Location Pay Mid-Hudson (LMH).
Fields on this report include EmplID, Employee Record Number, Employee
Name, Earn Code, Grade, Salary Plan, Bargaining Unit, and Additional
Pay Amount.
NHRP
704 Mass Salary Payment Report
This report identifies all employees who received the General Salary
Increase. The report identifies the employee’s last salary that
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.
NHRP
709 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
|
Agency
Actions in Pay Period 14L |
Agencies
must submit Pay Rate Changes, effective 3/25/04 or later, for eligible
employees who meet any of the following criteria. Pay Rate Changes
must also be submitted for all subsequent Job rows, provided the employee
continues to meet the criteria as stated below.
- Represented
employees whose Pay Basis Code is HRY and the
employee is Active on or after the effective date of the Increase,
3/25/04.
- Employees
who appeared on the NHRP 709 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 14L 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 the incorrect position, the agency must submit
a Position Change in Pay Period 14L to place the employee in
the correct position.
- Employees
who appeared on the NHRP 709 report because the employee’s
salary is below the minimum. For these employees, the agency
must report a Pay Rate Change in Pay Period 14 to correct the
employee’s salary, using the April 2002 Salary Schedule.
- Salary
Increases for employees in Agency 05680 will not be processed
automatically and must be submitted by the agency.
Agency
Procedure for Reporting Increases Not Processed Automatically
- For ANN employees,
use the Action Reason of Pay Rate Change/CFS for
all rows effective 3/25/04.
- For ANN employees,
use the Action Reason of Pay Rate Change/ CSL for
all rows effective after 3/25/04.
- For HRY employees,
use the Action Reason of Pay Rate Change/CRT for
all rows effective 3/25/04 or later.
Reporting
in Pay Period 14L
When reporting transactions (e.g. transfers, hires, rehires, position
changes, pay rate changes) in Pay Period 14L for employees who will receive
an automatic Increase, the agency must report the salary rate from the
April 2002 Salary Schedule.
If the
agency is reporting a Hire, Rehire, Concurrent Hire, or a Return
from Leave Without Pay on a retroactive basis in Pay Period 14
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.
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Agency
Actions for LMH (Location Pay Mid-Hudson) |
Agencies
05597 and 05127
UCS must provide OSC with a list of the employees in agency codes 05597
and 05127 who are not eligible for the automatically applied LMH (Location
Pay Mid-Hudson) earnings.
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 Earnings amount is $615.00.
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 in the amount of $615.00 if an employee has
a change in percentage, effective the date of the percentage
change.
- A
row must be added to end the earnings if the employee is terminated,
retired or placed on Leave of Absence, other than WDL,
or has a position change or transfer and becomes 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.
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Agency
Actions: 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, LSI, HPL, OTO, LTO, ASO, OWO, OTT, ADJ, EMG,
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 AC230 for dates on or after 3/25/04,
the agency must review the retroactive adjustment for that employee,
as the system does not consider AC230s when processing retroactive
adjustments. Therefore, the agency must report an adjustment
of earnings.
- If
an employee’s Pay Basis Code changed from HRY to ANN or ANN to HRY,
the agency must review the retroactive adjustment to determine
if it is correct and, if necessary, report an adjustment of earnings.
- If
an employee received earnings on an AC39 (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 automatic negative adjustment processed by the system
was not used as the method to recover the Overpayment, the employee
may not receive the appropriate retroactive adjustment in Pay
Period 14L. Therefore, the agency must review the automatic retroactive
adjustment and notify OSC, using a Job Action Request of DTA/COR (Data
Change/Correct History), if the automatic retroactive adjustment
should be processed in Pay Period 14L.
- If RGS was
previously submitted using a date range that exceeds 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. Therefore, the agency must submit the necessary adjustment
to reduce the automatic payment.
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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 |
|
Payroll
Register and Employee’s Paycheck/Advice |
All
retroactive adjustments will be displayed on the payroll register and
the employee’s pay stub or direct deposit advice. |
Questions |
Questions regarding this bulletin may be directed to the Payroll Audit mailbox.
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