Purpose

To inform agencies of OSC’s automatic processing and to introduce new Time Entry earn codes and procedures.

Affected Employees

Employees in Bargaining Units 06, 46 and 66 who meet the eligibility criteria

Background

Chapter 10 of the Laws of 2008 provides for retroactive increases to Overtime Meals, Hazardous Duty, Standby Pay and Intermittent Inconvenience Pay payments effective April 1, 2007 for Management Confidential (M/C) employees.

Effective Date(s)

Paychecks dated 3/13/08 (Institution) and 3/19/08 (Administration)

Contract Provisions

Hazard Duty Pay Increase

The legislation provides for an increase in the Hazardous Duty differential to $.75 per hour and Hazard Duty OT to $1.13 per hour effective 3/29/07 (Institution) or 4/5/07 (Administration).

Overtime Meal Allowance Increase

The legislation provides for an increase to the Overtime Meal Allowance to $6.00 effective 3/29/07 (Institution) or 4/5/07 (Administration).

Standby Pay Increase

The legislation provides for an increase to Standby Pay to 25% of daily rate of compensation effective 3/29/07 (Institution) or 4/5/07 (Administration).

Intermittent Inconvenience Pay

The legislation provides for an increase to Intermittent Inconvenience Pay to $2.21 per shift and Intermittent Inconvenience Pay OT to $.43 per hour.

OSC Actions - Processing Retroactive Adjustments

Hazard Duty Pay Increase

For employees who are in Bargaining Units 06, 46 and 66 who have received HZ5 (Hazard Duty Straight Time) or HZ6 (Hazard Duty Overtime) payments with an Earnings End Date on or after the effective date of the Hazard Duty Pay increase (3/29/07 for Institution and 4/5/07 for Administration), OSC will enter the appropriate adjustment using the new Time Entry Earn Code A30 (Retro Adj HZ Pay) and A31 (Retro Adj HZ Pay OT).

Employees who received Hazard Duty Pay (HZ5) payments in 2007 will receive adjustments of $.15 per hour for each hour paid.

Employees who received Hazard Duty Pay (HZ6) payments in 2007 will receive adjustments of $.23 per hour for each hour paid.

The rates for HZ5 and HZ6 will be increased to $0.75 and $1.13 per hour, respectively, for transactions submitted in Pay Period 24 and after.

Overtime Meal Allowance Increase

For employees who are in Bargaining Units 06, 46 or 66 who have received OMB or OMP payments with an Earnings End Date on or after the effective date of the Overtime Meal Allowance increase (3/29/07 for Institution and 4/5/07 for Administration), OSC will enter the appropriate adjustment using the new Time Entry Earn Code A40 (Retro Adj OT Meals).

Employees who received Overtime Meal Allowances (OMB or OMP) in 2007 will receive an adjustment of $.50 per meal.

Standby Pay Increase

For employees who are in Bargaining Units 06, 46 or 66 who have received SBC, SOC, SOT or ROC payments with an Earnings End Date after the effective date of the Standby Pay increase (3/29/07 for Institution and 4/5/07 for Administration), OSC will enter the appropriate adjustments using the Time Entry Earn Code SAA (Adj Standby/Standby OT).

Employees who received Standby Pay or Overtime Adjustments for Standby Pay will receive a total adjustment equal to 25% of the SBC, SOT, ROC or SOC amounts paid since the effective dates of the increase. Amounts paid retroactively using codes RSC, RSO, and RRC also will be adjusted.

Intermittent Inconvenience Pay Increase

For employees who are in Bargaining Units 06, 46 or 66 who have received IIM or OIM payments with an Earnings End Date after the effective date of the Inconvenience Pay increase (3/29/07 for Institution and 4/5/07 for Administration), OSC will enter the appropriate adjustments using the new Time Entry Earn Codes A10 (Retro Adj Int Inc Pay), and A11 (Retro Adj Int Inc Pay OT).

Earn Code IIM will be updated to $2.21 per shift effective Pay Period 24.

Earn Code OIM will be updated to $.43 per hour effective Pay Period 24.

Note: All of the retroactive adjustments for the above increases will be paid in the Agency where the Earnings were last earned.

OSC Actions - New Earn Codes

Standby:

OSC has created new Time Entry Earn Codes to be used to pay Standby Pay for employees in Bargaining Units 06, 46 and 66.

• SBZ (Standby MC)
  • Replaces SBC and SOV

SBZ will calculate Standby Pay at 25% of regular gross salary plus Additional Pay factors.

• SOZ (Standby OT Adjust MC)
  • Replaces SOC, SOT and ROC

OSC will no longer require different Standby OT Adjustment codes to be used based on the type of overtime worked. In the past, SOC was used with OTA, SOT with OTT, and ROC with RCL. SOZ can be submitted with any overtime code.

The code SOO (Standby OT Adjust Override) still will be available when agencies need to submit an adjustment after the related SBZ and/or overtime have already been paid.

The rate for SBZ will be increased to 25% for transactions entered in Pay Period 24 and after.

Overtime Meals:

OSC has created new Time Entry Earn Codes to be used to pay Overtime Meals for employees in Bargaining Units 06, 46 and 66.

• OMM (OT Meals MC Eligible)
  • Replaces OMP
• OMN (OT Meals MC Ineligible)
  • Replaces OMB

Agency Actions Beginning in Pay Period 24

Standby:

Beginning in Pay Period 24, agencies must begin using the new Time Entry Earn Codes SBZ and SOZ to report Standby Pay earned after 3/29/07 Institution or 4/5/07 Administration. The earn codes SBC, SOV, SOC, SOT and ROC must be used to report Standby for dates prior to 3/29/07 Institution or 4/5/07 Administration. The new codes will be available for use on February 19, 2008.

The following chart lists Standby Earn Codes with their descriptions and appropriate usage:

Overtime Meals:

Beginning in Pay Period 24, agencies must begin using the new Time Entry Earn Codes OMM and OMN to report Overtime Meals.

The earn codes OMB and OMP will be removed from MC earnings programs, and will not be available for Time Entry transactions beginning February 14, 2008. New Earn Codes OMM and OMN will be available to be used to report any Overtime Meals on 3/29/07 or later.

Reporting Retroactive Adjustments

The following Time Entry 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
• BSA Back Salary Award
• ES2 Extra Service Amount
• EXO Extra Time Override
• FEE (adjust only if employee is paid based on a per diem rate)
• FRC Fee Retirement Credit (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
• SOO Standby OT Override

Control-D Report

The following Control-D report will be available after processing of the automatic increases:

NPAY771 Time Entry Payment Report

This report will be available after the automatic processing of all OSC calculated 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.

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:

Undeliverable Checks

Inactive employees may be eligible for a payment as a result of the adjustments. 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 Paycheck/Advice

All retroactive adjustments will be displayed on the payroll register and the employee’s paycheck stub or direct deposit advice.

Questions

Questions regarding this Bulletin may be emailed to the Payroll Audit mailbox.