Purpose
To explain OSC’s automatic processing of the General Salary Increases and other payments and to provide agencies with instructions for payments not processed automatically.
Affected Employees
Department of Environmental Conservation employees represented by Council 82 in the following titles:
| Forest Ranger 1 | BU81 |
| Forest Ranger 2 | BU81 |
| Forest Ranger 3 | BU91 |
Background
Pursuant to Chapter 3 of the Laws of 2007 which implements the agreement between New York State and Council 82 and provides for salary increases and additional payments for those employees covered by the agreement.
Effective Date(s)
Administration paychecks dated 6/13/07.
Retroactive increases for Uniform Allowance will be paid in a separate check dated 6/13/07 (Administration).
There is no direct deposit for the Uniform Allowance payments.
Contract Provisions and Eligibility
April 1, 2003 General Salary Increase
The legislation provides for a 3% 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 or Military Leave, and are in graded Forest Ranger 1, 2, and 3 positions.
- Payable 3/27/03 Administration.
- Revised April 1, 2003 Salary Schedule A.
April 1, 2004 General Salary Increase
The legislation provides for a 3% 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 or Military Leave, and are in graded Forest Ranger 1, 2, and 3 positions.
- Payable 3/25/04 Administration.
- Revised April 1, 2004 Salary Schedule B.
April 1, 2005 General Salary Increase
The legislation provides for a $2,500 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 or Military Leave, and are in graded Forest Ranger 1, 2, and 3 positions.
- Payable 4/7/05 Administration.
- Revised April 1, 2005 Salary Schedule C.
25 Year Longevity Payment
Beginning April 1, 2003, employees listed in the “Affected Employees” section above who have reached twenty-five (25) years in Security service are eligible to receive a twenty-five (25) year Longevity step.
Employees who reached twenty-five (25) years in Security service prior to 3/27/03 (Administration) are eligible to receive the twenty-five (25) year Longevity step on 3/27/03 (Administration).
Employees who became eligible after 3/27/03 (Administration) are eligible to receive the twenty-five (25) year Longevity step on the first day of the pay period following the date that twenty-five (25) years of service is reached.
All service in Bargaining Units 01, 21, 31, 61, 81 and 91 counts toward the twenty-five (25) years and all other Security eligibility rules remain in effect.
Law Enforcement Adjustment Differential
Legislation provides for the establishment of a Law Enforcement Adjustment Differential in the amount of $2,500 effective 4/1/04 for employees in Forest Ranger 1, 2 and 3 positions. Effective 3/31/05, the Law Enforcement Adjustment Differential is eliminated and the amount of $2,500 is added to the base salary of eligible employees.
The Law Enforcement Adjustment Differential payment is included in overtime and pre-shift briefing calculations and is pensionable.
Expanded Duty Pay
Legislation provides for the establishment of Expanded Duty Pay for employees in Forest Ranger 1, 2 and 3 positions in the following amounts:
| April 1, 2003 | $1,545 |
| April 1, 2004 | Increased to $2,575 |
The Expanded Duty payment is included in overtime and pre-shift briefing calculations and is pensionable.
Uniform Cleaning and Maintenance Allowance
Legislation provides for an increase in the Uniform Cleaning and Maintenance Allowance for employees in Forest Ranger 1, 2, and 3 positions.
The amounts are as follows:
| April 1, 2003 | Increased to $575 |
| April 1, 2004 | Increased to $625 |
All retroactive adjustments for the Uniform Cleaning and Maintenance Allowance will be paid in a separate check. There will be no direct deposit for this payment.
Marine/Off Road Enforcement Pay
Legislation provides for the establishment of Marine/Off Road Enforcement Pay for employees in Forest Ranger 1, 2 and 3 positions.
The effective date of the Marine/Off Road Enforcement Pay is 4/1/03 and the annual amount of the payment is $1,500.
The Marine/Off Road Enforcement payment is included in overtime and pre-shift briefing calculations and is pensionable.
Hazardous Material Pay
Legislation provides for the establishment of Hazardous Material Pay for employees in Forest Ranger 1, 2 and 3 positions.
The effective date of the Hazardous Material Pay is 4/1/03 and the annual amount of the payment is $1,500.
The Hazardous Material payment is included in overtime and pre-shift briefing calculations and is pensionable.
Location Pay
Legislation provides for an increase to the Location Pay (LOC) for eligible titles employed in New York City or the counties of Nassau, Suffolk, Westchester and Rockland.
Employees in Forest Ranger 1, Forest Ranger 2 and Forest Ranger 3 positions:
| April 1, 2003 | Increased to $1,236 annually |
Employees in Forest Ranger 1and Forest Ranger 2 positions only:
| April 1, 2004 | Increased to $1,273 annually |
Such amounts shall be offset by payments already received as Location Pay in each year and the remainder shall be calculated as part of the retroactive payment.
Supplemental Location Pay
Legislation provides for the establishment of Supplemental Location Pay for employees in Forest Ranger 1, 2, or 3 positions employed in New York City or the counties of Orange, Dutchess, Putnam, Rockland, Westchester, Nassau and Suffolk.
For Orange, Putnam and Dutchess counties:
| Effective April 1, 2003 | $1,030 |
| Effective April 1, 2004 | Increased to $1,061 |
For New York City and Rockland and Westchester counties:
| Effective April 1, 2003 | $1,545 |
| Effective April 1, 2004 | Increased to $1,591 |
For Nassau and Suffolk counties:
| Effective April 1, 2003 | $1,803 |
| Effective April 1, 2004 | Increased to $1,857 |
The Supplemental Location payment is included in overtime and pre-shift briefing calculations and is pensionable.
Note: Employees eligible for Location Pay also receive Supplemental Location Pay.
Calculation of Salaries for Employees who Change Bargaining Units
Whenever an employee has movement between different bargaining units within a fiscal year, the salary must be reconstructed as if the employee has been in the new bargaining unit as of the beginning of the fiscal year in which the employee moved.
Refer to Payroll Bulletin No. 702, issued February 22, 2007, for more information.
OSC Actions
Salary Increases
After payroll processing for Pay Period 4L is complete, OSC will automatically insert rows in the Job Data records to reflect the April 2003, 2004 and 2005 Salary Increases for eligible employees who are in Bargaining Units 81 or 91 and in an eligible title on or after the effective dates of the increases.
These increases will be processed in the following manner:
- For eligible employees in Bargaining Unit 81 or 91 who on the effective dates of the increases have a status of Active, Paid Leave (except those on Military Stipend Leave) or Leave Without Pay with a reason of WDL, WSP or WPS, OSC will insert a row on the employee’s Job record, effective the dates of the increases, 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 Bargaining Unit 81 or 91, regardless of status, using the Action/Reason codes of PAY/CSL (Pay Rate Change/Correct Salary).
- For employees who were not Active in Bargaining Unit 81 or 91 on the effective date of an increase (including employees who were on LOA for a reason other than WDL, WSP, or WPS, or in a bargaining unit other than 81 or 91), but who became Active in Bargaining Unit 81 or 91 after the effective date of the increase, OSC will insert a row to reflect the 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, regardless of the employee’s status, using the Action/ Reason of PAY/CSL
25 Year Longevity Payment
After payroll processing for Pay Period 4L is complete, OSC will automatically insert rows in the Job Data records of eligible employees to reflect the twenty-five (25) year Longevity step on the date that the employee becomes eligible for payment. OSC will automatically process all payments for each employee from 3/27/03 (Administration) up to and including the current pay period.
OSC will insert a row to pay the Longevity increases using the Action/Reason codes of PAY/LGP (Pay Rate Change/Longevity Payment).
For the above employees, OSC will update all subsequent Job rows as necessary, regardless of status, using the Action/Reason codes of PAY/CSL (Pay Rate Change/Correct Salary).
Agency Law Enforcement Adjustment Differential (LED)
For employees who are in an eligible title on or after the effective date of the payment (3/25/04 Administration), OSC will insert a new LED row on the Additional Pay page with an annual earnings amount of $2,500 and the effective date of 3/25/04 or later.
The Earnings End Date will be 4/6/05 (or earlier if the employee becomes ineligible before 4/6/05). OSC will also insert new LED rows on the Additional Pay page to reflect any status, eligibility or percentage changes on the Job Data page after 3/25/04 (Administration).
Expanded Duty Pay (EXD)
4/1/03: For employees who are in an eligible title on or after the effective date of the payment (3/27/03 Administration), OSC will insert a new EXD row on the Additional Pay page with the effective date of 3/27/03 or later with an annual earnings amount of $1,545.
4/1/04: For employees who are in an eligible title on or after the effective date of the payment (3/25/04 Administration), OSC will insert a new EXD row on the Additional Pay page with an annual earnings amount of $2,575 and the effective date of 3/25/04 or later.
OSC will also insert new EXD rows on the Additional Pay page to reflect any status, eligibility, factor changes or percentage changes on the Job Data page after 3/27/03 (Administration).
Uniform Cleaning and Maintenance Allowance (UA1)
OSC will automatically insert an adjustment in Time Entry to pay the difference between the amount received as Uniform Allowance (UA1) and the new Allowance for employees in the Forest Ranger 1, 2 and 3 positions.
The Earnings Begin Dates, Earnings End Dates and Department ID will be the same as the original payment on Time Entry. The check for all payments will be distributed to the employee’s current or most recent agency.
2003: Employees who received a Uniform Allowance payment in 2003 will receive an adjustment of $25. Employees who received a prorated 2003 Uniform Allowance payment will receive a prorated amount of the $25 adjustment.
2004: Employees who received a Uniform Allowance payment in 2004 will receive an adjustment of $75. Employees who received a prorated 2004 Uniform Allowance payment will receive a prorated amount of the $75 adjustment.
2005: Employees who received a Uniform Allowance payment in 2005 will receive an adjustment of $75. Employees who received a prorated 2005 Uniform Allowance payment will receive a prorated amount of the $75 adjustment.
2006: Employees who received a Uniform Allowance payment in 2006 will receive an adjustment of $75. Employees who received a prorated 2006 Uniform Allowance payment will receive a prorated amount of the $75 adjustment.
All retroactive adjustments for the Uniform Allowance will be paid in a separate check. There will be no direct deposit for this payment.
Marine/Off Road Enforcement Pay (BOT)
For employees who are in an eligible title on or after the effective date of the payment (3/27/03 Administration), OSC will insert a new BOT row on the Additional Pay page with an annual earnings amount of $1,500 and the effective date of 3/27/03 or later.
OSC will also insert new BOT rows on the Additional Pay page to reflect any status, eligibility, factor change or percentage changes on the Job Data page after 3/27/03 (Administration).
Hazardous Material Pay (HZM)
For employees who are in an eligible title on or after the effective date of the payment (3/27/03 Administration), OSC will insert a new HZM row on the Additional Pay page with an annual earnings amount of $1,500 and the effective date of 3/27/03 or later.
OSC will also insert new HZM rows on the Additional Pay page to reflect any status, eligibility, factor change or percentage changes on the Job Data page after 3/27/03 (Administration).
Recalculation of Military Stipends
The above salary increases will result in an increase to Military Stipends for employees who have received paid stipends during the raise periods. The salary increases also may result in employees becoming eligible to receive a stipend if the employee's new NYS salary now exceeds their Military salary. OSC will recalculate paid Military Stipends and determine whether an employee now is eligible to receive a paid Military Stipend.
For employees who will be receiving a higher biweekly Military Stipend, OSC will insert a row in the Job Data page with the Action/Reason of Pay Rate Change/Military Stipend Change (PAY/MSC), beginning the date the employee was entitled to the increased stipend and for each affected subsequent row.
For employees who now will be eligible for a biweekly Military Stipend, OSC will insert a row on the Job Data page with an Action/Reason of Paid Leave of Absence/Military Stipend (PLA/MLS) beginning the date the employee is entitled to the stipend and will insert a row in the Job Data page with the Action/ Reason of Pay Rate Change/Military Stipend Change (PAY/MSC) for each affected subsequent row.
Military Stipends that were paid in Time Entry with Earn Codes ADJ or MSP will be adjusted by OSC using Earn Code ADJ. OSC will also enter a General Comment explaining the adjustment.
All changes to Military Stipends and adjustments will be processed in Pay Period 4L, paychecks dated 6/13/07 (Administration).
Automatic Retroactive Processing
OSC will automatically calculate retroactive payments resulting from the above increases.
For eligible employees who have worked in more than one (1) 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 (1) agency and have been paid from more than one (1) 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.
Retroactive Adjustments for Additional Pay and Time Entry Earnings
Time Entry earn codes that are calculated based on an employee’s additional salary factors such as overtime (OTA) and holiday (HPA) will be automatically adjusted.
Pre-Shift Briefing (PS6) paid in Time Entry will also be automatically adjusted due to the above increases.
PS2 adjustments must be submitted by the agency in Time Entry.
Agency Actions for Retroactive Processing
Retroactive adjustments will be automatically calculated for regular, Additional Pay, and certain miscellaneous earnings based on the salary increases.
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 3/27/03: PS2, RGO, OTO, LTO, PLO, SOO, OTT, ADJ, APB and ES2.
Additional Miscellaneous Information and Procedures Regarding Retroactive Processing
- If a check was returned on an AC 230 for dates on or after 3/27/03, the agency must review the retroactive adjustment for that employee, as the payroll system does not always consider AC 230s when processing retroactive adjustments. Therefore, the agency may need to report an adjustment of earnings.
- If an employee received earnings on an AC 39 (Typewritten Payroll) prepared by OSC for earnings on or after 3/27/03, the agency must submit an adjustment for all earnings paid on the typewritten payroll.
- If RGS was previously submitted using a date range that exceeded the number of days reported, the payroll 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 increase. The payroll system will calculate an adjustment for all earnings reported in the single entry based on the salary in effect on the Earnings End Date. Therefore, the agency must submit the necessary adjustment to reduce the automatic payment.
Agency Actions for Reporting Adjustments in Time Entry
Agencies must use the Earn Code AJR (Adjust Raise) on the Time Entry page to report the retroactive changes due to the implementation of the salary 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 |
Agency Actions - Supplemental Location Pay
Supplemental Location Pay must be submitted manually for eligible Department of Environmental Conservation employees. A list of eligible employees in the appropriate titles has been sent to the agency for review. The agency must submit the payment of SUP on the Additional Pay page as follows:
- Insert a new Additional Pay row with the Earnings Code SUP with an effective date equal to 3/27/03. Use the appropriate annual earnings amount above.
- If the employee's status on 3/27/03 is not Active or Paid Leave of Absence and the employee becomes Active in an eligible title in BU 81 or 91 after 3/27/03 but before 3/25/04, insert a SUP row using the appropriate annual earnings amount above and the corresponding Job effective date.
- If the employee went on Sick Leave at half pay between 3/27/03 and 3/25/04, insert a new effective dated SUP row to reflect the new calculation based on the half pay percentage.
- If the employee’s status changes on Job to an ineligible bargaining unit or, Unpaid Leave, Terminated, Retired or Deceased, insert an end date in the SUP row to reflect the last date in the eligible position.
- If an employee changes from an eligible county to another eligible county with a different SUP rate, insert a new effective dated SUP row to reflect the updated amount for the new county.
- Repeat the above steps using effective dates of 3/25/04 through present using the appropriate annual earnings amount above.
Note: Agencies must insert a new Additional Pay row effective 4/5/07 for the factor change row.
Agency Actions - Location Pay
Agencies must supply OSC with a list of eligible employees due the Location Pay increase (and each affected subsequent row) with the following information:
EmplID, Employee Record Number, Employee Name, Effective Date of Increases and Location Amount.
Control-D Reports
The following Control-D reports will be available after processing of the automatic increases:
NHRP704 Mass Salary Payment Report
This report identifies all employees who received the General Salary Increase. The report identifies all rows that were 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.
NPAY771 Time Entry Payment Report
This report will be available after the automatic payment of the Uniform and Clothing Allowance adjustments are loaded into the Time Entry page. Fields on the report include EmplID, Employee Record Number, Employee Name, Earn Code, Earns End Date, Grade, Bargaining Unit, Amount, Number of Payments Processed and Total Payment Amount.
NHRP703 Mass Salary Additional Pay Report
This report identifies all employees receiving an automatic increase for Location Pay (LOC), Agency Law Enforcement Adjustment Differential (LED), Expanded Duty Pay (EXD), Marine/Off Road Enforcement Pay (BOT), Hazardous Material Pay (HZM), and Supplemental Location Pay (SUP). Fields on this report include EmplID, Employee Record Number, Employee Name, Earn Code, Grade, Salary Plan, Bargaining Unit and Additional Pay Amount.
Deduction Information
All general deductions for employees whose status is Terminated, Retired or Deceased will be automatically cancelled by OSC with the exception of the following:
| Code | Narrative |
|---|---|
| 410 | Health Care Spending Account |
| 420 | NY Dependent Care Contribution |
| 425 | Repay State Loans/Debt |
| 426 | Higher Ed Repay State Loan |
| 428 | Dependent Care |
| 433 | Total Unemployment Ins Owed |
| 500 | Medicare Deficiency |
| 501 | Social Security Deficiency |
| GARNSH | Garnishments |
| HIATRG | Regular After Tax Health |
| HIATSP | Special After Tax Health Adj |
| HIBTRG | Regular Before Tax Health |
| HIBTSP | Special Before Tax Health Adj |
Undeliverable Paychecks
Inactive employees may be eligible for a payment as a result of the salary adjustment. If the agency has made an effort to deliver the check to the employee but the check has been returned and is undeliverable, the agency should forward the check to the NYS Department of Tax and Finance, Division of Treasury, per instructions in Payroll Bulletin No. 456.
Checks issued to eligible employees who are now deceased should be returned with a completed Next of Kin Affidavit (Form AC 934-P) and a Report of Check Exchange (Form AC 1476-P).
For recipients of a previously deceased employee's payroll checks where a Next of Kin Affidavit and Report of Check Exchange forms have been submitted, OSC will accept a photocopy of these forms to process the exchange of the check.
Payroll Register and Employee’s Paycheck/Advice
All retroactive adjustments will be displayed on the payroll register and the employee’s paycheck stub or direct deposit advice.
Questions
Questions about general salary increases may be directed to the Salary Determination mailbox.
Questions about Position Management issues may be directed to the Position Management mailbox.
All other questions may be directed to the Payroll Audit mailbox.