April 1, 2004 Salary and Location Pay Increases for Employees
Represented by Rent Regulations Services (BU 67)
|To inform agencies of OSC’s automatic processing and
to provide instructions for processing adjustments and changes.
|Employees in Bargaining Unit 67.
|Paychecks dated 4/20/05.
|Chapter 9 of the Laws of 2005 implements the agreement between the State
of New York and Rent Regulations Services and provides for the following
general salary increases and payments.
Contract Provisions and Eligibility Criteria
|April 1, 2004 General Salary Increase
The legislation provides for a 2.5% Salary Increase for employees who,
on or after the effective date of the increase, have a status of Active,
Paid Leave, or Leave of Absence due to Workers’ Compensation Leave,
and are in graded, NS (SG 600) and trainee (SG 800) positions.
- Payable 3/25/04.
- Revised April 1, 2004 Salary Schedule is attached.
- Annual employees receive a 2.5% Increase rounded to the nearest
Location Pay Increase
- No Increase for FEE basis employees, except for
employees budgeted as per diem with a Pay Basis Code of FEE.
- No Increase for employees who were on a Leave of Absence for a Reason
unrelated to Workers’ Compensation Leave on the effective date
of the Increase until the employee returns from leave.
The legislation provides an increase in Location Pay to $1,230.00 for
employees in NYC, Nassau, Rockland, Suffolk, and Westchester counties,
OSC Actions: Automatic Processing of Salary Increases
|After payroll processing for Pay Period 27 is completed, OSC will automatically
update Job Records to reflect the April 2004 Salary Increases for employees
whose Pay Basis Code is ANN. The records will be updated
- For employees who have a status of Active, Paid Leave (except Military
Stipend), or Leave of Absence with a Reason Code of Workers’
Compensation on the effective date of the Increase, OSC will insert
a row in the employee’s Job Data record using the Action/Reason
of PAY/SAC (Pay Rate Change/Mass Salary Increase)
with an effective date of 3/25/04.
- For employees who were Inactive or on Leave of Absence Without Pay
for reasons unrelated to Workers’ Compensation or on a Paid
Military Stipend Leave, the Salary Increase will be applied to the
employee’s Job Data record only if the employee was subsequently
returned to the payroll in BU 67. Rows will be inserted as of the
effective date of the Rehire or the Return from Leave action using
the Action/Reason codes of PAY/CSL (Pay Rate Change/Correct
- For employees who were newly appointed or were moved into a BU 67
position after 3/25/04, OSC will insert a row, effective the date
of the Hire, Position Change or Transfer action using the Action/Reason
- All subsequent rows on the Job Data record will also be updated
automatically by inserting additional rows with the Action/Reason
codes of PAY/CSL provided the employee remained in
- If the employee’s status on a Job Row is Paid Leave of Absence
with a Reason of Military Stipend, a row will not be automatically
inserted. However, employees who went on Military Stipend Leave due
to new military orders on or after 3/25/04 are eligible for a recalculated
military stipend based on the salary and Location Pay increases. Eligible
employees’ records will be updated manually by OSC to reflect
- If the employee’s Job Data information does not match the
information on Position Data, a row will not be automatically inserted.
- If the employee’s salary on a Job row is less than the hiring
rate of the grade on the 2002 Salary Schedule, OSC will not insert
a row to increase the employee’s salary.
For employees who are in BU 67 on or after the effective date of the
increase (3/25/04) and have an existing LOC row in
the amount of $1,200.00 on the Additional Pay page that is effective
on or after the effective date of the increase, OSC will update the
existing LOC row to $1,230.00.
Employees Receiving Location Pay and Changed Bargaining Units
- If after the effective date of the Location Pay increase, an employee
moved from BU 67 into a bargaining unit that is not eligible for these
increases and the employee continued to be eligible to receive Location
earnings, OSC will manually insert a row, effective the date of the
change in bargaining unit to reflect the reduced Location Pay earnings.
- If the employee was in a bargaining unit that was ineligible to
receive the increase in Location Pay earnings on or after the effective
date of the increase and then subsequently had a position change or
transfer action into BU 67 and continued to be eligible for Location
Pay earnings, OSC will manually insert a row to reflect the increases
in Location pay, effective the date of movement into BU 67.
OSC Actions: Automatic Retroactive Processing
|OSC will automatically calculate retroactive payments resulting from
the April 2004 General Salary Increase and the increase in Location Pay
For eligible employees who have worked in more than one agency
and have been paid by all agencies using the same Employee Record Number
since the effective date of the increases, all retroactive adjustments
will be paid in the most current agency.
For eligible 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 increases, the retroactive adjustment for earnings in each
Employee Record Number will be paid in the most current agency under
each Employee Record Number.
Retroactive Adjustments for Additional Pay and Time Entry Earnings
Time Entry Earn Codes that are calculated based on an employee’s
salary rate and additional salary factors such as overtime (OTA)
and holiday (HPA) will be automatically adjusted.
The following Earn Codes will be adjusted automatically:
- Extra Time (EXT), Holiday Pay (HPA),
Location Pay (LOC), Lump Sum Payment-Vacation (LSA),
Lump Sum Payment-OT Accruals (LSB), Lump Sum Payment-Vol
Reduct (LSH), Lost Time (LT1), OT
for Annuals (OTA), OT Straight Rate for Annuals (OTB),
Overtime Waiver (OTW), Regular Pay Salary Employee
(RGS), Salary LSP Annuals (SLS).
Retroactive Adjustments for Employees Currently Inactive and
Have An Outstanding Overpayment
For employees who are Inactive at the time of payment, 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 Payroll System will determine the difference between
the Goal Balance and Goal Amount and will deduct the difference from
the employee’s check. If the amount of the positive earnings is
not sufficient to deduct the entire Overpayment, the system will deduct
the amount of positive earnings due and update the OVP
Goal Balance accordingly.
Retroactive Payments for Employees Receiving Military Stipends
|For employees who were placed on Military Stipend Leave with or without
pay as a result of new military orders on or after the effective date
of the Increases, OSC will recalculate the amount of military stipend.
- For those who received a stipend, the increase in biweekly stipend
will be updated on the Job Data record by inserting a new row to reflect
the new biweekly stipend amount. Any additional adjustment that is
required due to the change in stipend but is not calculated automatically
by the retro process will be reported by OSC in the Time Entry page
using the Earn Code ADJ.
- For those who did not receive a stipend but became eligible for
a stipend because of the increased salary, OSC will take the necessary
action on the Job Data and/or Time Entry page to pay the required
Agency Actions Required
|New Hires, Rehires, Position Changes, and Transfers Reported
in Pay Period 27
Agencies must report the old salary when processing pay changes,
position changes, and transfers in the pay period in which the raise
will be processed.
Additional Pay Reporting
- When reporting Location Pay earnings for employees in BU 67 in the
pay period in which the automatic increase will be processed, the
agency may use the new amount.
- When reporting adjustments for Location Pay due to late hire, rehire,
or mid-period change, the adjustment reported in Additional Pay should
be calculated based on the new amount.
Time Entry Reporting
- When reporting RGS and RGO earnings
in the pay period in which the raise will be processed, the agency
must use the increased salary to calculate the RGS
or RGO amount. The payroll system will adjust RGS
earnings reported in the current pay period.
- When reporting an earnings amount for an Earn Code that is calculated
using the employee’s salary rate such as OTT
(Out of Title Overtime), the agency may report the out of title earnings
using the increased rate.
Reporting Retroactive Adjustments
The following Time Entry and Additional Pay earnings will not be adjusted
automatically. Therefore, commencing in the pay period in which the
raise is being processed, the agency may report the appropriate retroactive
adjustments in the Time Entry page, using the Earn Code AJR
and the appropriate Earnings Begin and End Dates. An explanation of
the adjustment must be included in the Time Entry comments or on the
General Comments page.
- ADJ Adjustment
- ALP Adjust Location Pay
- FEE (adjust only if employee is paid based on
a per diem rate)
- LSI Lump Sum Payment Override
- LTO Lost Time Override
- OTO Overtime Override
- OTT Out of Title Overtime
- RGO Regular Salary Override
- SLO Salary Lump Sum Payment Override
Reporting An Adjustment When Automatic Retroactive Adjustment
When certain conditions exist in an employee’s record, the automatic
retroactive adjustment may be incorrect. Therefore, the agency is responsible
for identifying employees who meet these conditions and, if required,
must submit the necessary adjustment of earnings in the Time Entry page,
using the Earn Code AJR and appropriate Begin and End
If an overpayment of earnings is identified after the automatic increase
is processed but before the employee receives the paycheck, the employee
should be notified of the Overpayment and the adjustment that will be
reported in a subsequent pay period.
- If an employee had a check returned or exchanged on an AC230 for
service dates on or after 3/25/04, the payroll system does not consider
the AC230 when calculating the automatic retroactive adjustment. Therefore,
the agency should review the automatic retroactive adjustment and
determine the amount of the adjustment to be reported.
- If an employee’s Pay Basis Code changed from ANN,
the agency must review the automatic retroactive adjustment and determine
if it is correct. If the adjustment is not correct, the agency must
report an adjustment of earnings.
- If an employee was paid on an AC39 (Typewritten Payroll), the payroll
system will not adjust the earnings processed on the AC39. The agency
must report the adjustment of earnings.
- For employees who had a Job Action or Additional Pay change (LOC)
reported since 3/25/04 and the reported action resulted in an overpayment
of earnings, the automatic negative retroactive adjustment may not
have been processed because the overpayment was either not recoverable
or recoverable using the OVP Earn Code or the AC230.
In this case, the negative retroactive adjustment may be re-generated
when the automatic increases are processed.
OSC will manually turn off (not process) the automatic negative adjustment
for these employees, since in most cases, the Overpayment was either
not recoverable or recovered using another method. The agency is responsible
for reviewing employees who meet these conditions to determine if an
additional adjustment is required.
OSC will provide a query to assist the agency in identifying employees
whose retroactive adjustments had been previously turned off (not processed).
Agencies should review the query results of employees and report the
additional adjustment if required in the Time Entry page using the Earn
Control-D Reports Available After Raise Processing
|The following reports will be available in Control-D after the automatic
increases are processed:
- NHRP 709 Mass Salary Increase Exception Report
This report will identify employees who did not receive an automatic
increase on one or more Job Data rows as a result of the following:
- Salary Below Minimum
- Position and Job do not match
- NHRP 703 Mass Salary Additional Pay Report
This report will identify all employees who received an automatic
increase in Location Pay (LOC) earnings.
- NHRP 704 Mass Salary Payment Report
This report will identify all employees who received the General Salary
Increase. The report identifies the employee’s last salary that
was automatically increased.
Payroll Register and Employee Paycheck/Advice
|All retroactive adjustments will be displayed on the payroll register
and the employee’s paycheck or direct deposit advice.
regarding this bulletin may be directed to the Payroll Audit mailbox.