To inform agencies of OSC's automatic processing and to provide agencies with procedures for submitting actions in pay periods in which the automatic Salary Increases will be applied.

• 7/01/04 for eligible employees with Pay Basis Code of ANN or CYF , checks dated 8/11/04.
• 8/12/04 for eligible employees with Pay Basis Code of 21P or CYP , checks dated 9/08/04.
• 8/26/04 for eligible employees with Pay basis Code of CAL , checks dated 9/22/04.
• For eligible employees with Pay Basis Code of HRY , BIW , or FEE , the effective date of the Salary Increase is based on the employee's obligation.

2004 General Salary Increase

The legislation provides for a 2.5% Salary Increase for employees in salaried and hourly positions who are Active or on a Paid Leave of Absence.  

• Annual employees receive a 2.5% Increase of their 6/30/04 salaries rounded to the nearest dollar.
• Hourly, Biweekly, and FEE employees receive a 2.5% Increase of their 6/30/04 salaries rounded to the nearest cent.
• Employees with CAL Pay Basis Code must be Active or on a Paid Leave of Absence on 9/1/04.
• Employees who are incumbents of positions on 6/30/04, but are on Leave Without Pay, are eligible for the Increase when they return from Leave, provided they remain in an eligible bargaining unit upon return from Leave.
• Employees who were in service on 4/30/04 and whose employment expired prior to 7/01/04, but would have been eligible for the Increase if employment had continued through 7/01/04, are eligible for the Increase, provided the employee is re-employed in an equivalent position for at least one semester during the period 7/01/04-6/30/05.
• Employees who were in service for at least one semester during the period 7/01/03-6/30/04, but whose employment expired prior to 7/01/04, are eligible for the increase, provided the employee is re-employed in an equivalent position for at least one semester during the period 7/01/04-6/30/05.
• Employees covered in Article 19 or withheld by the Chancellor or the Director of Employee Relations are excluded.

Location Pay

Location Pay ( LOC ) in the amount of $1200.00 has been established effective 1/01/04 to replace the Location Stipend (LOS) for employees in New York City, Nassau, Rockland, Suffolk, and Westchester counties.

The legislation also provides an increase in Location Pay to $1230.00 effective 7/01/04 for employees in New York City, Nassau, Rockland, Suffolk, and Westchester counties.

New Location Pay Area

The legislation provides for a new area to receive Location Pay. Eligible employees in the Mid-Hudson area of Orange, Dutchess, and Putnam counties will receive Location Pay in the amount of $615.00.

• New Earnings Code - LMH (Location Mid-Hudson)
• Effective 7/01/04
• Employees must be full-time, Active or Paid Leave of Absence

Inconvenience Pay Increase

Minimum Basic Annual Salary Rates
The minimum basic annual salary rates have been increased. These apply to all full-time and part -time employees paid on an annual salaried basis. A part-time employee must be paid the pro- rated portion of the minimum annual salary rate that corresponds to the percentage of time worked.
If, after the 2.5% Salary Increase has been applied, the employee's salary rate is below the minimum basic annual salary rate for the position or grade, the employee is eligible to receive the appropriate minimum annual salary.

Employees appointed or promoted after the effective date of the Increase are eligible to receive at least the minimum basic annual salary as follows:

OSC Actions: Automatic Update of Rows on Job Data and Additional Pay Pages

After payroll processing is completed by OSC for the pay period in which each raise will be processed (Pay Period 9L for Pay Basis Codes ANN and CYF , Pay Period 11L for Pay Basis Codes 21P and CYP , and Pay Period 12L for Pay Basis Code CAL ), OSC will automatically apply the 2.5% Increase to the employee's 6/30/04 salary rate (rounded to the nearest dollar).

The effective date of the automatic increase will be based on the employee's Pay Basis Code, as defined above.

A row will be inserted on the employee's Job Data page using the Action/Reason of Pay Rt Chg/ SAC (Mass Salary Increase) to reflect the increased rate, provided the eligible employee meets all the criteria defined below:

• The employee is Active or on Leave With Pay in Bargaining Unit 08 on June 30, 2004 and the effective date of the raise (7/01/04 for ANN and CYF , 8/12/04 for 21P and CYP , and 8/26/04 and 9/01/04 for CAL ).

• The employee has Pay Basis Code of ANN , CYP , CYF , 21P , or CAL on June 30, 2004 and the same Pay Basis Code on the effective date of the raise (7/01/04 for Pay Basis Code ANN or CYF , 8/12/04 for Pay Basis Code 21P and CYP , or 8/26/04 and 9/01/04 for Pay Basis Code CAL).

• The employee's Job Data record and the Position Data record contain the same data.

• The employee is not in one of the following titles:

CAL employees who are terminated, retired, or on Leave Without Pay on 9/01/04 are not eligible for the raise and therefore will not receive an automatic increase.

If OSC applies an automatic increase and there is a row in the employee's Job Data record that is effective after the effective date of the increase and has the same Pay Basis Code and Bargaining Unit, OSC will automatically update the subsequent rows, using the Action/Reason codes of PAY/CSL (Pay Rate Change/Correct Salary), adding the amount of the 2.5% raise of the 6/30/04 salary, by inserting an additional Pay Rt Chg action to reflect the increased salary.

Location Pay

Pay Basis Codes ANN , CYF and CAL

OSC will insert a Location Pay ( LOC ) row in eligible employees' Additional Pay pages effective 1/01/04 for an amount of $1200.00 for Location Pay.   OSC will also enter rows to reflect the Factor Change row effective 3/25/04 (for ANN employees only) and any other relevant rows that would have been inserted from transactions in the Job Data record:   Leave with No Pay, Terminations, Change in Percentage, etc. OSC will start Location Pay with the appropriate earnings for any employee who was moved into an eligible agency after 1/01/04.   OSC will insert rows for employees in the following agencies:

OSC will automatically increase eligible employees' Location Pay ( LOC ) on the Additional Pay page from $1200.00 to $1230.00 effective 7/01/04 for employees with Pay Basis Codes of ANN and CYF.

Pay Basis Codes 21P and CYP

OSC will insert a Location Pay ( LOC ) row in eligible employees' Additional Pay pages effective 1/01/04 with an amount of $1200.00 and an Earnings End Date of 6/02/04 in the following agencies:

Note: OSC will automatically restart LOC in the amount of $1230.00 effective 8/12/04 for 21P employee when they are restarted on the payroll.   CYP employees will not be restarted; these employees must be restarted at the new rate by the agency when their contract dates are entered on the Contract Data page for the academic year.

Inconvenience Pay

OSC will automatically increase eligible employees' Inconvenience Pay ( IPF ) on the Additional Pay page from $500.00 to $550.00, effective 7/01/04.

Inconvenience Pay Partial

OSC will automatically increase eligible employees' Inconvenience Pay Partial ( IPP ) on the Additional Pay page effective 7/01/04.   The IPP increase will be based on the following amounts:

OSC has created Time Entry Earn Codes by bargaining unit for certain earnings that have new amounts.

On July 20, 2004, OSC added the new Earn Codes to Earnings Program N08 and removed the old Earn Codes.   Any transactions entered prior to 7/20/04 using the old Earn Codes must be adjusted using the Earn Code AJR (see below).   Administrative agencies are able to use the new Earn Codes for submission of Pay Period 9.  

  Agencies must use the following Earn Codes effective 3/25/04 to report specified earnings:

IIU – Intermittent Inc Pay UUP

IP7 – Intermittent Inc Pay UUP- 3 Day

IP8 – Intermittent Inc Pay UUP- 4 Day

OIU –Overtime with Int Inc Pay UUP

The following Earn Codes will be removed from Earnings Program N08 effective 3/25/04:

IIP - Intermittent Inconvenience Pay

IP1 - Intermittent Inc Pay – 4 Day

IP2 - Intermittent Inc Pay – 3 Day

OIS - Overtime with Intermittent Inc Pay

The agency must submit the Salary Increase when certain conditions exist in the employee's Job Data record.

Pay Changes, Positions Changes and Transfers entered in the pay period that a raise is processed for an employee who is scheduled to automatically receive the raise must not have the raise included in the submitted Pay Rate.

The agency must submit the Salary Increase for raise-eligible employees with Pay Basis Codes of ANN , CYP , CYF , 21P , and CAL when there is a row on the employee's Job Data record that has an effective date greater than June 30, 2004 and changes the employee's Pay Basis Code.

For these employees, the agency must submit the increased salary using the Action/Reason of Pay Rt Chg/CFS (Cor Fy Sal), and the applicable raise effective date.

If the raise eligible employee's Job Data record does not match the corresponding Position Data page, OSC will not apply an automatic Salary Increase.   The agency must resolve the Position and Job Data discrepancy and then submit the Salary Increase using the Action/Reason of Pay Rt Chg/CFS (Cor Fy Sal) and the appropriate effective date.

The agency must submit the Salary Increase if a raise-eligible employee was on Leave Without Pay on 6/30/04 and subsequently returns from Leave on or after the effective date of a Salary Increase. In addition to reporting the Return from Leave action, the agency must submit a Pay Rt Chg using the Reason of CFS (Cor Fy Sal), effective the date of the return from Leave.
 
For employees whose Job Code is 003837, 003836, or 003862, the agency must submit the Salary Increase for a raise-eligible employee in accordance with the PGY Salary Schedule, using the Action/Reason of Pay Rt Chg/CFS (Cor Fy Sal) and the appropriate raise effective date.

For employees with Pay Basis Code of BIW , the agency must submit the Salary Increase for eligible employees on the appropriate effective date based on the employee's obligation.   The Action/Reason of Pay Rt Chg / SIC (Sal Incr) must be requested on the Job Action Request page.

For employees with Pay Basis Code of HRY , the agency must submit the change in rate for eligible employees on the appropriate effective date based on the employee's obligation.   The Action/Reason of Pay Rt Chg/CRT (Chg Rate) must be requested on the Job Action Request page.

For eligible employees with Pay Basis Code of FEE , no pay change is required on the Job Action Request page.   However, the agency must calculate the earnings submitted in the Time Entry page using the increased rate, commencing with the effective date of the increase.

The agency is responsible for adding an LMH (Location Mid-Hudson) row on the Additional Pay page effective 7/1/04 for eligible employees whose workstation is located in Orange, Dutchess, or Putnam counties.   If the employee has since left the eligible work location, the agency must insert a row to end the earnings .

The agency is also responsible for adding a Location Pay ( LOC) row on the Additional Pay page for employees who are eligible to receive Location Pay but are not in the following agencies:

Note:   Employees in the CYP Pay Basis Code in eligible agencies must be restarted by the agency at the new rate effective at the beginning of their contract.

To add the LOC to Additional Pay, the agency must insert a row to add the new Earnings for the start date of the $1200.00 Location Pay ( LOC ), 1/01/04, the Hire Date or the date the employee's work station becomes eligible for the earnings.

• For employees in ANN Pay Basis Code, the agency must also add a 3/25/04 row for the Factor Change and a row for $1230.00 effective 7/01/04.   The agency should review the Job Data page to determine if any other rows from employee's history, such as a Leave which would create an end date on the Additional Pay page or a Return from Leave to restart the earnings must be added.  
• Employees in the CAL Pay Basis Code will require an effective dated row for $1200.00 to begin the earnings and another row effective 7/01/04 to increase the earnings to $1230.00 and any other transactions from Job Data that would cause a row on the Additional Pay earnings.
• Employees in the 21P or CYP Pay Basis Code must have a row to begin the earnings with an End Date of the end of the Contract (6/02/04) as well as any other rows that would be reflected from the Job Data page.  

For employees whose Pay Basis Code is changing from 21P to CAL in Pay Periods 11 and 12, the agency must submit the Action of LOA effective 8/12/04 and perform one of the following actions:

Change the Pay Basis Code on the Position Data page effective 9/01/04 and submit a Return from Leave action effective 9/01/04 and a Pay Rt Chg to increase the employee's salary effective 9/01/04.

or

Submit the Return from Leave action effective 9/01/04 and then request a Position Chg effective 9/01/04 and move the employee into a CAL position.   Include the increased salary in the Pay Rate field when requesting the Position Chg.

For employees whose Pay Basis Code is changing from CAL to 21P in Pay Periods 11 and 12, the agency must perform one of the following actions:

Change the Position Data panel from CAL to 21P effective 8/12/04 and then request a Pay Rt Chg effective 8/12/04 and include the increased salary in the Pay Rate field.   Submit a Balance of Contract in the Time Entry page.

• For ANN and CYF employees, OSC will automatically calculate retroactive payments resulting from the 7/01/04 General Salary Increase.
• For ANN , CAL , 21P , CYP and CYF employees, OSC will automatically calculate retroactive payments resulting from the addition of Location Pay ( LOC ) on 1/01/04 and the 7/01/04 Inconvenience Pay ( IPF ) and Inconvenience Pay Partial ( IPP ) increases.
• Automatic retroactive payments will be processed for certain earnings, such as overtime, reported on the Time Entry page.
• For eligible employees who have worked in more than one agency since the effective date of the increases, 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 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, on the appropriate pay cycle, under each Employee Record Number.
• 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 recover as much of the Overpayment as possible.

Retroactive adjustments for checks with Salary Increases effective 7/01/04 will be automatically calculated based on the increased salaries and additional pay amounts for Location Pay and Inconvenience Pay.   Time Entry Earn Codes that are calculated based on an employee's salary rate and additional salary factors such as overtime ( OTA ) will be automatically adjusted.

The following Earn Codes will be automatically adjusted:

• Extra Time ( EXT ), Lump Sum Payment-Vacation ( LSA ), Lump Sum Payment-OT Accruals (LSB ), Lump Sum Payment Cal/21P ( LSO ),  Lost Time  ( LT1 ), Lost Time Inst Teacher /SUNY21P (LT2), OT for Annuals ( OTA ), OT Straight Rate for Annuals ( OTB ), Overtime Waiver ( OTW ), Paback LSP Biweekly, Hourly ( PLB ), Paback LSP ( PLS ), Recall Overtime ( RCL ), Regular Pay Hourly Employee ( RGH ), Regular Pay Salary Employee ( RGS ) and any corresponding Alien codes.

Time Entry earnings that are reported as an amount such as ADJ , FEE or RGO (Regular Salary Override) and earnings reported as a unit override such as IIP (Intermittent Inconvenience Pay) will not be retroactively adjusted.

The following Earn Codes will NOT be automatically adjusted.   Agencies must calculate and submit adjustments on the Time Entry page using the Earn Code AJR (Adjust Raise) for the following:

• Earn Codes reported as a flat amount:   Adjustment ( ADJ ),Regular Salary Override (RGO), Lump Sum Payment Override ( LSI ), Overtime Override ( OTO ), Lost Time Override (LTO),
• Earn Code Fee ( FEE ): Adjust only for employees budgeted as per diem, but paid as FEE.

Earnings that had been submitted using the following Earn Codes will NOT be automatically adjusted:

IIP - Intermittent Inconvenience Pay

IP1 - Intermittent Inc Pay – 4 Day

IP2 - Intermittent Inc Pay – 3 Day

OIS - Overtime with Intermittent Inc Pay

Additional Pay earnings that were previously reported as adjustments such as Adjust Location Pay ( ALP ), Adjust Inconvenience Pay Full ( AIF ), or Adjust Inconvenience Pay Partial ( AIP ) will not be retroactively adjusted.

Miscellaneous

• AC230s: Agencies must review the retroactive adjustments for all employees who had a check returned or exchanged on an AC230 for dates after 3/25/04 (Administration) or 4/01/04 (Institution).   AC230s are not considered when automatic retroactive adjustments are calculated and the Payroll System will calculate the payment as though the employee is still overpaid.
• Employees who had a change in Pay Basis Code from HRY to ANN or ANN to HRY :   The agency must review the retroactive adjustment to determine that it was correct.
• Employees who have received earnings on an AC39 (Typewritten Payroll) prepared by OSC:   Agencies must submit an adjustment for all earnings paid on the typewritten payroll.
• Agencies must review any Overpayment situations where the Retroactive Process was not allowed to recover the Overpayment because an alternative method was used.   The Retroactive Process will recalculate this period and recreate the negative retroactive adjustment amount.   The agency should review records to determine who will fall into this situation.   The agency must notify OSC using a Job Action Request of DTA/COR (Data Change/Correct History) of the action required by OSC in regard to the processing of the retroactive adjustment.

For example:

If an Overpayment has been recovered via AC230 or through an OVP on Additional Pay, the system will try to recover the money again; therefore, the negative retroactive adjustment must be turned off.   If an OVP is ongoing, the retroactive adjustment may need to be turned off and the earnings on the OVP row may need to be increased.

The following Control D Reports will be available for agency review after the automatic increases are applied.   All reports will be sorted by agency code and then by employee name in alphabetical order.

Mass Salary Additional Pay Report (NHRP703)

This report identifies all employees receiving an automatic increase for Location Pay (LOC) Location Mid-Hudson (LMH), Inconvenience Pay (IPF) and Inconvenience Pay Partial (IPP). Fields on this report include Emplid, Employee Record Number, Employee Name, Earn Code, Grade, Salary Plan, Bargaining Unit, and Additional Pay Amount.

Mass Salary Payment Report (NHRP704)

This report will identify all employees who received the automatic Salary Increases.   The report will identify the employee's last salary that was automatically increased in an eligible bargaining unit.   Other fields on the report include Emplid, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part Time Percentage, Action Reason and Increment Code.

Mass Salary Increase Exception Report (NHRP709)

This report will identify employees who did not receive an automatic 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 the message “Position and Job do not match.”