Purpose

The purpose of this bulletin is to inform agencies of OSC’s automatic processing of the April 2020 and 2021 PEF LLS payments for newly eligible employees, the increases to the previously paid April 2019, 2020, and 2021 five (5) and ten (10) year LLS amounts, the new 15 year LLS amount, and to provide instructions for payments not processed automatically.

Affected Employees

Employees in the Professional, Scientific and Technical Services Unit – BU 05 who meet the eligibility criteria are affected.

Background

Due to the expiration of the previous contract, April 2020 and 2021 LLS payments were not paid to PEF employees who became eligible for a five (5) or ten (10) year payment for the first time after 03/19/2019. Per Chapter 150 of the Laws of 2021 which implemented the 2019-2023 Agreement between the State of New York and PEF, these employees will now be eligible to receive the April 2020 and April 2021 LLS payment.

In addition, the Agreement also provides for an increase to the five (5) and ten (10) year LLS amounts effective April 2019 and a new 15 year LLS payment effective April 2020.

Effective Dates and Check Dates

The retroactive LLS payments will be processed in Pay Period 22L in a separate check dated 02/10/2022 (Institution) and 02/16/2022 (Administration). Due to issues surrounding COVID-19, OSC will process this payment via direct deposit. For employees who do not have direct deposit, this payment will be processed in a separate paycheck.

Note: The distribution of the LLS direct deposit will be the same as an employee’s regular paycheck.

The retroactive LLS payments will be processed using the following effective dates:

Payment Year	Eligibility Date	Effective Date*
2019	03/31/2019	04/01/2019
2020	03/31/2020	04/01/2020
2021	03/31/2021	04/01/2021

*In certain circumstances, the effective date of the payment may be other than those listed above. Please refer to the Eligibility Criteria section below.

Eligibility Criteria

Newly Eligible 5 Year LLS April 2020 and April 2021

Employees in graded positions (Grade 001-037) and NS positions (Grade 600), which are equated to a grade (Grade 001-037), are eligible for the April 2020 and April 2021 PEF LLS payment provided the employee:

April 2020 Payment

• Is Active, on a Leave With Pay, or on an Unpaid Military Stipend Leave in a BU05 position on 03/31/2020; and
• Has a Comp Rate Code of ANN, CAL, 21P, or BIW (only if the employee is on a Paid Military Stipend Leave) on 03/31/2020; and
• Has five (5) or more years of continuous service* at a base annual salary equal to or greater than the Job Rate of the employee’s grade (based on the 04/01/2019 Salary Schedule) as of 03/31/2020; and
• Did not receive an ‘Unsatisfactory’ evaluation during the rating period 01/01/2019 to 12/31/2019. Employees who were not rated or not reported as ‘Unsatisfactory’ in PayServ during the period will receive the payment.

April 2021 Payment

• Is Active, on a Leave With Pay, or on an Unpaid Military Stipend Leave in a BU05 position on 03/31/2021; and
• Has a Comp Rate Code of ANN, CAL, 21P, or BIW (only if the employee is on a Paid Military Stipend Leave) on 03/31/2021; and
• Has five (5) or more years of continuous service* at a base annual salary equal to or greater than the Job Rate of the employee’s grade (based on the 04/01/2020 Salary Schedule) as of 03/31/2021; and
• Did not receive an ‘Unsatisfactory’ evaluation during the rating period 01/01/2020 to 12/31/2020. Employees who were not rated or not reported as ‘Unsatisfactory’ in PayServ during the period will receive the payment.

*Continuous service, as used in determining eligibility for the LLS payment, is paid service (including part-time annual salaried service, Paid Military Leave, Sick Leave at Half Pay and COVID Leave) or time on Workers’ Compensation Leave or Unpaid Military Leave.

Newly Eligible 5 Year Increment Codes and Amounts by Year

LLS Payment Cycle	Eligibility Date	Payment Effective Date	Increment Codes	LLS Amount (or Prorated Amount)
April 2020	03/31/2020	04/01/2020	2015 and 1410	$1,500
April 2021	03/31/2021	04/01/2021	2015, 2016, 1410 and 1510	$1,500

Please refer to Payroll Bulletins Nos. 1822.1 and 1898 for further information and guidance for determining eligibility for the April 2020 and/or April 2021, respectively, for employees in the following scenarios.

April 2020

• Employees who may have become eligible for the April 2020 PEF LLS payment upon processing of the October 2019 or April 2020 PEF Performance Advance which resulted in Job Rate:
  • Upward Reallocation
  • Lateral position change from a Non-PEF position where the employee’s salary was equal to or greater than job rate to a PEF position with a higher job rate.
• Employees who became eligible for the April 2020 PEF LLS payment during 2020-2021:
  • Leave of Absence/Preferred List on 03/31/2020
  • Demotions between 04/01/2020 and 03/31/2021

April 2021

• Employees who became eligible for the April 2021 PEF LLS payment upon processing of the October 2020 or April 2021 PEF Performance Advance which resulted in Job Rate:
  • Upward Reallocation
  • Lateral position change from a Non-PEF position where the employee’s salary was equal to or greater than job rate to a PEF position with a higher job rate.
• Employees who became eligible for the April 2021 PEF LLS payment during 2021-2022:
  • Leave of Absence/Preferred List on 03/31/2021
  • Demotions between 04/01/2021 and 03/31/2022

Newly Eligible 10 Year and New 15 Year LLS April 2020 and April 2021

Employees who were newly eligible for the 10 year LLS payment continued to receive the 5 year amount. Because these employees did receive an LLS payment in April 2020 and/or April 2021, they are discussed below under Increases to LLS Amounts Previously Paid.

In addition, employees eligible for the new 15 Year LLS payment effective April 2020 and April 2021 were paid the 10 Year LLS payment and will receive the increase to the 15 Year amount as described below under Increases to LLS Amounts Previously Paid.

Increase to LLS Amounts Previously Paid

PEF employees who received an April 2019, 2020, and/or 2021 LLS payment are eligible to receive an increase to the amount previously paid (full or prorated amount) up to the new annual amount, as noted below:

LLS Payment Cycle	Eligibility Date	Payment Effective Date	LLS Payment	Increment Codes	LLS Amount (Original)	LLS Amount (New)
April 2019	03/31/2019		5 Year	2010-2014, 0910, 1010, 1110, 1210, and 1310	$1,250	$1,500
			10 Year	1976 – 2009, 0010, 0110, 0210, 0310, 0410, 0510 0610, 0710, and 0810	$2,500	$3,000
April 2020	03/31/2020	Date of Existing LLS Payment Effective Date	5 Year	2011 - 2014, 1010, 1110, 1210, and 1310	$1,250	$1,500
			10 Year (Newly Eligible)*	2010 and 0910	$1,250	$3,000
			10 Year	2006 - 2009, 0710, and 0810	$2,500	$3,000
			15 Year (New)**	1976 – 2005, 0010, 0110, 0210, 0310, and 0410	$2,500	$4,500
April 2021	03/31/2021	Date of Existing LLS Payment Effective Date	5 Year	2012 – 2014, 1110, 1210, and 1310	$1,250	$1,500
			10 Year (Newly Eligible)*	2010-2011, 0910, and 1010	$1,250	$3,000
			10 Year	2007- 2009, 0710, and 0810	$2,500	$3,000
			15 Year (New)**	1976 – 2006, 0010, 0110, 0210, 0310, 0410, and 0510	$2,500	$4,500

*Employees newly eligible for the 10 Year LLS in April 2020 and/or 2021 continued to receive the 5 Year LLS amount and are due an increase to the new 10 year amount.

**Employees eligible for the new 15 Year LLS amount in April 2020 and/or 2021 originally received the 10 Year LLS amount and are due an increase to the 15 Year LLS amount.

OSC Actions – Queries to Identify Eligible Employees

LQ_MSC_5_YEAR_LLS_20_21 - Identifies PEF employees newly eligible to receive the 5 Year LLS payment

• This query includes a prompt for department ID and will generate a list of employees who are currently in your agency.
• An employee who was newly eligible for the April 2020 payment and remained eligible for the April 2021 payment will be reported two times, once for each payment year.
• Employees who were otherwise eligible but were on a leave of absence on the payment eligibility date will not be identified using this query. OSC will provide agencies with a list of affected employees to review and determine if an employee is eligible to receive the payment effective upon return from leave (see Agency Actions).
• The output includes the following fields:
  • Curr Dept ID (current information)
  • Current Agency
  • Dept ID (in effect on the eligibility date of the year of payment)
  • Agency(in effect on the eligibility date of the year of payment)
  • Emplid
  • Empl Record
  • Name
  • Inc Cd (03/31 of year of payment)
  • Employee Status (as of 03/31 eligibility date of year of payment)
  • LLS Effective Date (04/01 of year of payment)
  • Work Percent (as of 03/31 eligibility date of year of payment)
  • Annual 5 Year LLS Amount

LQ_MSC_LLS_ADJ_2019_2021 - Identifies PEF Employees Eligible for the Increase to LLS Amount(s) Previously Paid April 2019-2021

• This query includes a prompt for department ID and will generate a list of employees who are currently in your agency. 
• An employee will be reported for each PEF LLS payment they received with an effective date on or after 04/01/2019. 
• The output includes the following fields:
  • Curr Dept ID – current info
  • Current Agency,
  • Dept ID (in effect on the effective date on record the year of the payment)
  • Agency (in effect on the effective date on record the year of the payment)
  • Emplid
  • Empl Record,
  • Name
  • Inc Cd 03/31 of Yr of Payment
  • Employee Status (as of the payment effective date of year of payment)
  • LLS Effective Date (effective date of LLS on record for the year of payment)
  • Work Percent (as of LLS effective date of the year of payment)
  • Annual 05/10/15 Year LLS Amount (based on increment code reported from Inc Cd 03/31 of Yr of Payment)

Agencies should run the queries to identify newly eligible employees and those eligible to receive the increase to LLS amounts previously paid and review the results paying particular attention to newly eligible employees who are ineligible due to an ‘Unsatisfactory’ evaluation in 2020 and/or 2021.

The following corrections to the query results should be submitted on the Correction Sheet. This form may be duplicated if additional copies are needed.

• Add employees who do not appear on the query results, such as:
  • oEligible employees in NS positions where the equated grade does not appear on the Position Data page. Agencies must submit documentation of the salary equation with the Correction Sheet.
• Delete employees who should not appear on the query results, such as:
  • Employees with an ‘Unsatisfactory’ evaluation during the periods stated above. In addition, in order to prevent the payment, the agency must submit a Data chg on the Job Action Requests page using the employee’s appropriate rating date for the applicable year, the Reason code USP (Unsat Perf), and an increment code of 7777 in the Incr. Code field.
• Identify employees appearing on the query results who have incorrect information appearing in PayServ affecting their eligibility for the LLS payment. In addition, the agency must submit the appropriate transaction to correct the information.

Corrections Sheets should be submitted as soon as practicable. Those received prior to Monday, 01/31/2022 (Institution) and Thursday, 02/03/2022 (Administration) will be processed in Pay Period 22L. Corrections received after the above dates may result in an underpayment or an overpayment. OSC will review to determine the appropriate action necessary. Please email completed Correction Sheets to the Payroll Earnings mailbox; please include the Department ID and ‘LLS Correction Sheet’ in the Subject line.

OSC Actions - Automatic Processing

OSC will update the records of employees newly eligible to receive the 5 Year April 2020 and April 2021 payments as noted below:

Employees Newly Eligible 5 Year April 2020 and April 2021:

April 2020 – Eligible Employees With Increment Code of 2015, 1410, 2222, or 0069

OSC will process the April 2020 PEF LLS payment for those employees who meet the eligibility criteria by inserting a row on the employee’s Additional Pay page to make the payment using the Earnings Code LLS provided the employee did not already receive a 2020 LLS payment. The payment amount is $1,500 or a prorated amount, as described below:

• Employees who were on a Voluntary Reduction in Work Schedule (VRWS) on 03/31/2020 receive the full LLS payment amount based on the employee’s increment code. Agencies must verify that the Full/Part field on the Job Data/Job Information page is ‘Voluntary.’
• Employees who were on a Leave With Pay with an Action/Reason code of Paid Leave of Absence/SKL (Sick Lv) on 03/31/2020 will receive an amount based on the employee’s increment code and percentage. The full LLS payment amount based on the employee’s increment code is multiplied by the employee’s Empl Work Percent on the Job Data/Job Information page in effect on 03/31/2020.
• All other employees (including employees on a Leave with Pay, Paid Military Stipend Leave, and Unpaid Military Stipend Leave) receive an amount based on the employee’s increment code and percentage in effect on 03/31/2020. The full LLS payment amount based on the employees increment code is multiplied by the employee’s Empl Work Percent on the Job Data/Job Information page in effect on 03/31/2020.
• OSC will process the payment for employees with Increment Code 2222 and 0069 who have been determined to have the required job rate credit for their position.

April 2021 – Employees With Increment Code of 2015, 2016, 1410, or 1510 and Eligible Employees With Increment Code 2222 or 0069

OSC will process the April 2021 PEF LLS payment for those employees who meet the eligibility criteria by inserting a row on the employee’s Additional Pay page to make the payment using the Earnings Code LLS provided the employee did not already receive a 2021 LLS payment. The payment amount is $1,500 or a prorated amount, as descried below:

• Employees who were on a Voluntary Reduction in Work Schedule (VRWS) on 03/31/2021 receive the full LLS payment amount based on the employee’s increment code. Agencies must verify that the Full/Part field on the Job Data/Job Information page is ‘Voluntary’.
• Employees who were on a Leave With Pay with an Action/Reason code of Paid Leave of Absence/SKL (Sick Lv) on 03/31/2021 will receive an amount based on the employee’s increment code and percentage. The full LLS payment amount based on the employee’s increment code is multiplied by the employee’s Empl Work Percent on the Job Data/Job Information page in effect on 03/31/2021.
• All other employees (including employees on a Leave with Pay, Paid Military Stipend Leave, and Unpaid Military Stipend Leave) receive an amount based on the employee’s increment code and percentage in effect on 03/31/2021. The full LLS payment amount based on the employees increment code is multiplied by the employee’s Empl Work Percent on the Job Data/Job Information page in effect on 03/31/2021.
• Employees
• OSC will process the payment for eligible employees at the NYS School for the Blind (Deptid 11260) and NYS School for the Deaf (Deptid 11270).

The Additional Pay page will be populated for eligible employees with the following:

Earnings Code:	LLS (2020)	LLS (2021)
Effective Date:	04/01/2020	04/01/2021
OT Eff Date:	04/01/2020	04/01/2021
Annual Addl Earnings:	$1500 or prorated amount (Increment Codes 2015 and 1410)	$1500 or prorated amount (Increment Codes 2015, 1410, 2016 and 0510)
End Date:	03/31/2021	03/31/2022

Note: If an employee was eligible to receive the 2020 or 2021 LLS payment and had a subsequent position change between 04/01/2020 and 3/31/2021 or 04/01/2021 and 03/31/2022, respectively, and were no longer eligible to receive LLS in the new position, OSC will update the end date of the LLS to the last day the employee was in the eligible position.

Increase to LLS Amounts Previously Paid

If a 2019, 2020, and/or 2021 LLS row already exists on the employee’s Additional Pay page and the original amount in the Annual Additional Earnings field is equal to $1,250 or $2,500 or a prorated amount, as applicable, OSC will automatically increase the earnings amount and pay the difference between the new Annual Additional Earnings and the existing Goal Balance.

The existing Additional Pay page will be updated for eligible employees with the following amounts based on the increment code in effect as outlined in the chart above under the Eligibility Criteria section. Employees with Increment Code 2222 and 0069 determined to have the required job rate credit for their position and eligible employees at the NYS School for the Blind (Deptid 11260) and NYS School for the Deaf (Deptid 11270) will receive the increase(s).

Earnings Code:	LLS (2019)	LLS (2020)	LLS (2021)
Effective Date:	Existing Effective Date	Existing Effective Date	Existing Effective Date
OT Eff Date:	Existing OT Effective Date	Existing OT Effective Date	Existing OT Effective Date
Annual Addl Earnings:	$1,500 (or prorated amount) $3,000 (or prorated amount)	$1,500 (or prorated amount) $3,000 (or prorated amount) $4,500 (or prorated amount)	$1,500 (or prorated amount) $3,000 (or prorated amount) $4,500 (or prorated amount)
Earns End Date:	Existing End Date	Existing End Date	Existing End Date

New Earns Code

OSC has created new Earns Code ALS (Adjust Longevity LSP) which will be used to process the LLS payment due both newly eligible employees and employees due an increase to the LLS amount previously paid. The ALS amount is the cumulative amount of LLS due an employee as a result of the retroactive processing. The code is intended for OSC use only when processing the retroactive payments and will appear in place of LLS in a separate check. It will not be used to calculate adjustments to other earnings, such as overtime, which are impacted by the payment of LLS to newly eligible employees or the increases to LLS amounts previously paid.

The Additional Pay page will be populated for eligible employees with the following:

Earnings Code:	ALS
Effective Dates and End Dates	Cycle	Effective Date	End Date
	Institution Lag	01/13/2022	01/26/2022
	Institution Extra Lag	01/06/2022	01/19/2022
	Institution Current	01/27/2022	02/09/2022
	Administration Lag	01/20/2022	02/02/2022
	Administration Extra Lag	01/13/2022	01/26/2022
	Administration Current	02/03/2022	02/16/2022
Annual Addl Earnings	Full Amount (cumulative LLS Amount if newly eligible) or Difference between the original LLS amount and the updated amount (cumulative increase to LLS amount for all applicable years)

Recalculation of Salaries of Employees who were Promoted

Employees promoted effective within 12 months of a LLS payment effective date are eligible for the LLS amount to be included in the calculation of their promotion salary. This is referred to as LLS Portability. Prior to processing the PEF Retroactive Longevity Lump Sum Payments, OSC has recalculated the promotion salaries of eligible employees using the projected LLS payment amounts due and updated the employee’s salary in PayServ, as appropriate. This includes employees who are newly eligible to receive the LLS payment and those due the increase to LLS amount previously paid.

For information regarding LLS Promotion Portability, please refer to Payroll Bulletin No. 503 – Calculating Base Salary for PEF Employees Who Have Been Promoted.

Retroactive Adjustment

OSC will automatically calculate retroactive adjustments for overtime Earnings Codes that are systematically calculated by PayServ, such as OCS and C72. Retroactive adjustments will be automatically generated for overtime earned on or after the OT Eff Date associated with the April 2019, 2020, and/or 2021 Retroactive PEF LLS payments. Overtime Earnings Codes that require a manual calculation and are entered as an amount, such as OTO and CVO, will require a manual adjustment of the retroactive monies owed to the employee. Please see Agency Actions – Retroactive Processing for instructions.

Agency Actions

Agencies must run the following queries to identify employees in their agency who are eligible to receive the retroactive PEF LLS payments. Please refer to OSC Actions above for information for each query. Please note, the LLS amount reported is the full annual amount of the 5 Year, 10 Year, or 15 Year payment associated with the employee’s increment code. If the employee is less than full-time on the payment eligibility date, they will receive a prorated amount based on their work percent.

LQ_MSC_5_YEAR_LLS_20_21 – This query identifies PEF employees newly eligible to receive the 5 Year LLS payment.

LQ_MSC_LLS_ADJ_2019_2021 – This query identifies PEF Employees Eligible for the Increase to LLS Amount(s) Previously Paid April 2019-2021

Control-D Report Available After Processing

After the automatic processing of the Retroactive LLS Payments to Newly Eligible Employees and Increase to Amounts Paid Previously is completed, the following Control-D report will be available for agency use:

NPAY770 – One Time Payment Report

This report identifies all employees who received the April 2020 and/or 2021 payment for newly eligible employees or an increase to the 2019, 2020 and/or 2021 LLS amount(s) previously paid and will display the ALS amount due the employee.

Overtime Calculation Information

The LLS payment is included in the calculation of overtime compensation (refer to the Online Payroll Manual accessed from the PayServ Bulletin Board – Payroll Manuals > Earnings Manual > Time Entry Payments > Overtime Compensation).

The April 2020 and/or 2021 LLS payment for newly eligible employees will be included in the calculation of overtime earned from the OT Eff Date through the End Date on the employee’s Additional Pay page for Earnings Code LLS.

If an employee is appointed to an ineligible position (including a position which results in a salary below the Job Rate of the grade of the new position) effective after receiving an LLS payment, the payment cannot be included in the compensation calculation of any overtime earned on or after the date of appointment. Therefore, agencies must insert a row on the Additional Pay page at the Effective Date level of Earnings Code LLS and enter the following information:

Effective Date:	Last date in eligible position (date prior to appointment)
OT Eff Date:	Same as original OT Eff Date
Annual Addl Earnings:	Same as original amount (populates automatically)
End Date:	Same as Effective Date
Goal Balance:	Same as Annual Addl Earnings (to prevent making another payment)

Note: For employees receiving the payment where a position change described above appears in their existing Job Data record prior to this processing, OSC will update the end date of the newly inserted LLS payment on the employee’s Additional Pay page, as appropriate.

Agency Actions – Payments Not Processed Automatically and Review of Certain Updates made by OSC

Agencies must submit transactions to make the April 2020 and/or April 2021 LLS payment to newly eligible employees who were otherwise eligible to receive the payments but who were not processed automatically. In addition, agencies must review the payments made by OSC for certain employees, as noted below:

Employees Not Processed Automatically

• Upward Reallocation: Agencies must submit transactions for the following eligible employees
  • April 2020 LLS - Employees whose position on 03/31/2020 was previously upward reallocated and whose salary upon application of the October 2019 or April 2020 Performance Advance is equal to the Job Rate of the reallocated position as explained above.
  • April 2021 LLS - Employees whose position on 03/31/2021 was previously upward reallocated and whose salary upon application of the October 2020 or April 2021 Performance Advance is equal to the Job Rate of the reallocated position as explained above.

Transactions should be submitted beginning in Institution or Administration Pay Period 23L; the effective date of the LLS payment should be 04/01/2020 or 04/01/2021, as appropriate. The LLS payment amount should be calculated as explained in OSC Actions – Automatic Processing and based on the employee’s adjusted increment code indicating job rate credit.

• Lateral Position Change: Agencies must submit transactions for eligible employees as noted below:
  • April 2020 LLS - Employees with a salary equal to or greater than the Job Rate in a non-PEF position with a higher Job Rate, who had a lateral position change to a PEF position with a higher Job Rate and whose salary upon application of the October 2019 or April 2020 PEF Performance Advance is equal to the Job Rate in the PEF position as explained above.
  • April 2021 LLS- Employees with a salary equal to or greater than the Job Rate in a non-PEF position with a higher Job Rate, who had a lateral position change to a PEF position with a higher Job Rate and whose salary upon application of the October 2020 or April 2021 PEF Performance Advance is equal to the Job Rate in the PEF position as explained above.

Transactions should be submitted beginning in Institution and Administration Pay Period 23L; the effective date of the LLS payment should be 04/01/2020 or 04/01/2021, as applicable.

• Leave of Absence on 03/31/2021: Agencies must submit transactions for employees who are otherwise eligible on 03/31/2021 to receive the April 2021 payment but whose Payroll Status is Leave of Absence (except those on Unpaid Military Stipend Leave), who did not return from leave prior to OSC’s automatic processing of the PEF retroactive LLS payments in Pay Period 22 (Institution and Administration) and who return from such leave between Pay Period 23 begin (Institution and Administration) and 03/31/2022. Transactions should be submitted in the pay period the return from leave is processed; the effective date of the LLS payment should be the same as the return from leave effective date. The LLS payment amount should be calculated as explained in OSC Actions – Automatic Processing.

Note: The employee’s increment code may need to be adjusted as a result of the leave of absence in effect on 03/31/2021 and could impact the employee’s April 2021 PEF LLS eligibility.

• Preferred List on 03/31/2020 or 03/31/2021: Agencies must submit transactions for the following eligible employees
  • April 2020 LLS - Employees who are otherwise eligible on 03/31/2020 to receive the payment but who are on a preferred list and who are appointed to an eligible position between 04/01/2020 and 03/31/2021 as explained above.
  • April 2021 LLS – Employees who are otherwise eligible on 03/31/2021 to receive the payment but who are on a preferred list and who are appointed to an eligible position between 04/01/2021 and 03/31/2022 as explained above.

Note: The employee’s increment code may need to be adjusted as a result of time off the payroll and could impact the employee’s April 2020 or April 2021 PEF LLS eligibility.

• Demotions Between 04/01/2020 and 03/31/2021 or 04/01/2021 and 03/31/2022: Agencies must submit transactions for the following employees:
  • April 2020 LLS - Employees who are ineligible for the payment on 03/31/2020 but became eligible on or before 03/31/2021 due to a demotion as explained above.
  • April 2021 LLS - Employees who are ineligible for the payment on 03/31/2021 but became eligible on or before 03/31/2022 due to a demotion as explained above.

Transactions should be submitted beginning in Institution and Administration Pay Period 23L; the effective date of the LLS payment should be 04/01/2020 or 04/01/2021, as applicable. The LLS payment amount should be calculated as explained in OSC Actions – Automatic Processing and based on the employee’s adjusted increment code indicating job rate credit.

• Paid COVID Partial Leave on 03/31/2020 or 03/31/2021: Agencies must submit transactions for the following eligible employees
  • April 2020 LLS - Employees who are otherwise eligible on 03/31/2020 to receive the payment but whose Payroll Status is Paid Leave of Absence Action/Reason Codes PLA/19P (FEPSLA PD LV PARTIAL) and PLA/FMC (Paid Leave of Absence/EFMLA PD LV COVID 19).
  • April 2021 LLS - Employees who are otherwise eligible on 03/31/2021 to receive the payment but whose Payroll Status is Paid Leave of Absence Action/Reason Codes PLA/19P (FEPSLA PD LV PARTIAL) and PLA/FMC (Paid Leave of Absence/EFMLA PD LV COVID 19).

The full LLS payment amount based on the employee’s increment code is multiplied by the employee’s Empl Work Percent on the Job Data/Job Information page prior to the leave. Transactions should be submitted beginning in Institution and Administration Pay Period 23L; the effective date of the LLS payment should be 04/01/2020 or 04/01/2021, as appropriate.

Note: OSC is including COVID Leave codes in this bulletin as a safeguard to ensure information is available at the time of payment processing.

Agency Review of Certain Updates made by OSC:

• Increment Code 2222 on 03/31/2019, 03/31/2020 and/or 03/31/2021: Agencies must review the retroactive PEF LLS payments for newly eligible employees and processed by OSC for eligible employees in a composite position on 03/31/2019, 03/31/2020, and/or 03/31/2021, as appropriate. The LLS payment amount will be calculated as explained above in OSC Actions – Automatic Processing and based on information in General Comments indicating an employee’s job rate status and work percent of the eligible PEF position.
• Increment Code 0069 on 03/31/2019: Agencies must review the increase to the 2019 LLS payment processed by OSC for eligible employees whose position on 03/31/2019 was previously downward reallocated. The LLS payment amount will be calculated as explained in OSC Actions – Automatic Processing and based on the employee’s job rate credit in the grade prior to the reallocation.
• Leave of Absence on 03/31/2020 or 03/31/2021 and Returned from Leave: Agencies must review the LLS payments processed by OSC for newly eligible employees who were on a Leave of Absence on the April 2020 or April 2021 payment eligibility date and returned the payroll as noted below.
  • April 2020 LLS – Employees who are otherwise eligible on 03/31/2020 to receive the April 2020 payment but whose Payroll Status is Leave of Absence (except those on Unpaid Military Stipend Leave) and who returned from such leave between 04/01/2020 and 03/31/2021.
  • April 2021 LLS – Employees who are otherwise eligible on 03/31/2021 to receive the April 2021 payment but whose Payroll Status is Leave of Absence (except those on Unpaid Military Stipend Leave) and who returned from such leave between 04/01/2021 but before Pay Period 23 begin (Institution and Administration).

Submitting Payment

To make the April 2020 and/or 2021 PEF Retroactive LLS to newly eligible employees who were not processed automatically, agencies must submit the following information on the Additional Pay page using Earnings Code LLS:

Earnings Code:	LLS (2020)	LLS (2021)
Effective Date:	As defined above	As defined above
OT Eff Date:	Same as Effective Date	Same as Effective Date
Annual Addl Earnings:	$1500 or prorated amount (Increment Codes 2015 and 1410)	$1500 or prorated amount (Increment Codes 2015, 1410, 2016 and 0510)
End Date:	03/31/2021 OR the last date the employee is in an eligible position (see Overtime Calculation Information)	03/31/2022 OR the last date the employee is in an eligible position (see Overtime Calculation Information)

Note: If an employee is due a payment with an effective date prior to an existing LLS in the employee’s record, the agency will not be able to enter the transaction on the Additional Pay page and must notify OSC by emailing a correction sheet or entering a DTA/COR (Data/Cor History) through Job Action Requests and include the above LLS payment information.

Agency Actions - Retroactive Processing

Reporting Retroactive Adjustments

Time Entry earnings codes that are submitted with an amount will not be adjusted automatically. Therefore, beginning in Pay Period 23L, agencies must report the adjustment amount for earnings codes such as Extra Time Override (EXO) and Regular Salary Override (RGO).

In addition, if an employee was paid a Step 3 Grievance (S3G), agencies must review the employee’s record to determine if the S3G amount must be recalculated to include the LLS payment (newly eligible or increase amounts) and report the adjustment amount using the appropriate earnings code as noted below.

Correcting an 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 the following conditions and, if necessary, submitting the necessary adjustment:

• If an employee has a check returned or exchanged on an AC-230 for dates on or after the effective date of the payment, the payroll system does not consider the AC-230 when calculating the automatic retroactive adjustment.
• If earnings were previously reported using Earnings Code RGS and a date range that exceeded the number of days reported, the system will calculate the adjustment of earnings based on the number of workdays within the range.
• Adjustments for earnings that are calculated automatically, such as OT for Annuals (OTA), will be calculated incorrectly if the dates previously reported as a single entry on the Time Entry page overlap the effective date of the payment. The system will calculate an adjustment for all earnings reported in a single entry based on the salary in effect on the Earnings End Date.
• For employees who had a change reported on the Job Data page, since the effective date of the payment and the 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 was recovered using an overpayment earnings code or an AC-230. In this case, the negative retroactive adjustment may be re-generated when the payment is processed. OSC will turn off (not process) the automatic negative adjustment for these employees since in most cases these overpayments were either not recoverable or recovered using another method.

If an overpayment of earnings is identified after the automatic payment is processed but before the paycheck is received by the employee, the employee must be notified of the overpayment and the adjustment that will be reported in a subsequent pay period.

Submitting an Adjustment

When an adjustment is needed for COVID-19 overtime such as CVO, ARC must be used. When an adjustment is needed for non-COVID-19 related overtime or recall such as OTT, ARO must be entered. Please refer to Payroll Bulletin No. 1893 for more information. Agencies must continue to use AJR for all other override Time Entry Earnings Codes requiring a manual adjustment as a result of a retro salary increase.

To process a retroactive adjustment or correct an automatic retroactive adjustment, agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using the Earnings Code AJR, ARC, or ARO:

Earnings Begin Date:	The first date included in the adjustment
Earnings End Date:	The last date included in the adjustment
Earn Code:	AJR, ARC or ARO
Amount:	Amount to be adjusted
Comments:	An explanation of the adjustment

General Deductions

The LLS payment is not subject to union dues. All general deductions for employees with Payroll Status of Terminated, Retired, or Deceased will be automatically canceled by OSC with the exception of the following:

Code	Description
406	PEF Strike/Discip Fine
410	Health Care Spending Account
416	Deferred Comp
420	NY Dependent Care Contribution
425	Repay State Loans/Debt
426	Higher Ed Repay State Loan
428	Dependent Care
433	Total Unemployment Ins Owed
442	Pre-Tax Adoption
500	Medicare Deficiency
501	Social Security Deficiency
502	NYS SS/Medicare 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

Tax Information

The LLS payment is supplemental taxable income, will be added to the employee’s taxable gross wages for tax withhold purposes, and is subject to the employment and income taxes.

The adjustments (AJR, ARC, ARO, and Retro (RXX)) are supplemental taxable income and will be included in the employee’s taxable gross subject to all employment and income taxes.

Federal, State, and New York City income tax withholding will be calculated using the Aggregate method. Yonkers income tax withholding will be calculated using the Flat Rate method (2.30815% for Yonkers residents and 0.50% for Yonkers non-residents).

Payroll Register and Employee’s Paycheck/Advice

The Earnings Code LLS and the amount paid will be displayed on the Payroll Register. The Earnings Description Longevity LSP and the amount paid will appear on the employee’s paycheck stub and direct deposit advice (if applicable).

This payment will be made in a separate check or Direct Deposit regardless of when it is paid. The payment will be issued with the employee’s regular paycheck or with the direct deposit advice based on information for that check date. Agencies should verify the employee’s mailing address is up-to-date. Employees who have been inactive for more than three pay periods will not receive Direct Deposit.

Note: If the employee has direct deposit, the direct deposit distribution will be the same as the employee’s regular paycheck. For example, if an employee has $200 deposited into a loan account and the remainder going into a balance account, the same distribution will be applied.

Undeliverable Checks

When a valid payroll check is undeliverable due to the agency’s inability to locate the employee, the agency should follow the Agency Actions identified in Payroll Bulletin No. 1786.

Checks issued to eligible employees who are now deceased should be returned with a completed Next of Kin Affidavit (Form AC 934-P), original death certificate and a Report of Check Exchange (Form AC 1476-P). If a Next of Kin Affidavit has been previously submitted for a deceased employee’s payroll check, OSC will accept a photocopy of this form along with a new Report of Check Exchange.

Questions

Questions regarding this bulletin may be directed to the Payroll Earnings mailbox.

Questions regarding general deductions may be directed to the Payroll Deduction mailbox.