NYS Comptroller Seal  

Bureau of State Payroll Services

Date:   April 1, 2001

 Bulletin No.  SP-38


Subject Police Benevolent Association Dues/Agency Shop Increase
Purpose To explain an automatic dues (205) and agency shop (263) increase.
Background The Bureau of State Payroll Services is reviewing its business practices to streamline operations.  This effort involves analyzing how payroll transactions are audited and evaluating the allocation of responsibility and accountability between OSC and the agencies.
Affected Employees Employees who have LGC
Implementation  Date Beginning on the action date of 05/10/2001, the “OK to Pay” field on the Additional Pay panel will be available for agency use when a row is inserted to start or cancel the earn code LGC.
OSC Responsibility

All rows inserted on the Additional Pay panel for this earn code prior to the action date of 05/10/2001 will be reviewed and approved by OSC; therefore, no agency action is required.

OSC will continue to audit the earnings for accuracy and eligibility.
Agency Responsibility

Beginning 05/10/2001, agencies are responsible for clicking the “OK to Pay” field on the Additional Pay Panel whenever a row is inserted to start or cancel Longevity Compensation (LGC).

ExceptionNo agency action is required on the Additional Pay panel when an employee is terminated, retired or placed on a leave of absence without pay. When these actions are reported on the Job Data 1 panel, the system will continue to automatically put an end date on the Additional Pay panel to cancel the earnings.
Agency Procedures: Starting and Canceling LGC To Start LGC earnings:
Earnings Code: Enter the earn code LGC
Effective Date: Enter the applicable effective date
Annual Addl Earnings Enter the appropriate amount of earnings

Click OK TO PAY
Save the transaction

To Cancel LGC earnings:
When canceling earnings on the Additional Pay panel, the effective date is always the last day the employee is eligible to receive the earnings.

A. The Effective Date of the cancellation is close of business on the last day of the pay period:

Earnings Code: Enter the earn code LGC
Effective Date: Enter the last day of the pay period
Annual Addl Earnings: Enter the annual amount of earnings
Earn End Date: Enter the last day of the pay period

Click OK TO PAY
Save the transaction

Under this condition, the employee will be paid the earnings for the entire pay period, therefore no adjustment transaction is required.

B. The Effective Date of the cancellation is mid_period (Earn End Date is other than the last date of the pay period) and the employee has no status change:

Earnings Code: Enter the earn code LGC
Effective Date: Enter the applicable effective date (last date employee is eligible to receive the earnings)
Annual Addl Earnings: Enter  0 (zero)
Earn End Date: Enter the applicable end date(same as effective date)

Click OK TO PAY
Save the transaction

Under this condition, the system will not calculate or pay the Additional Pay earnings for the pay period, therefore, the agency must also enter the appropriate adjustment code in the Additional Pay panel and enter the adjustment amount in both the Earnings and Goal Amount Fields.

Ending LGC When the Employee Has a Status Change:
When the employee has a status change, such as being removed from the payroll (e.g. termination) or is being placed on a leave of absence without pay, no agency action is required to end the earnings on the Additional Pay panel. The earnings  will be automatically ended when the removal or LOA action is saved on the Job Data 1 panel and the earnings will be prorated accordingly.

Additional Information on Additional Pay Panel:
For additional information regarding the Additional Pay panel and mid-period changes, refer to Payroll Bulletins #22, #96, #170 and #233.

Questions Questions regarding these agency procedures should be directed to your payroll auditor.