State Agencies Bulletin No. 2019

Subject

April 2022 Public Employees Federation (PEF) Salary Increase

Date Issued

March 25, 2022

Purpose:

The purpose of this bulletin is to inform agencies of OSC’s automatic processing of the April 2022 PEF Salary Increase and provide instructions for payments not processed automatically.

Affected Employees:

Employees in the Professional, Scientific, and Technical Services Unit – BU05 who meet the eligibility criteria are affected.

Background:

Chapter 150 of the Laws of 2021, which implemented the 2019-2023 Agreement between the State of New York and PEF, provides for a salary increase of two percent (2.00%) for fiscal years 2022-2023 and includes the April 1, 2022 PEF Salary Schedule.

Per the PEF Agreement, seasonal hourly employees who received an increase to minimum wage are eligible to receive the 2% salary increases provided the increases to minimum wage did not result in a wage increase higher than the negotiated increase. These employees will require additional agency review.

Effective Dates:

The April 2022 PEF Salary Increase will be paid using the following effective dates and check dates:

Pay Cycle/Pay Period Type	2022 Payment Effective Date	Check Date
Administration Lag	03/31/2022	04/27/2022
Institution Extra Lag	03/31/2022	05/05/2022
Institution Lag	04/07/2022	05/05/2022
Administration Extra Lag	04/07/2022	05/11/2022

Eligibility Criteria:

The following employees are eligible to receive the April 2022 PEF Salary Increase:

Employees with a Comp Rate Code of ANN, 21P or CAL who are in a traineeship (Grade 800)
Employees with a Comp Rate Code of ANN, 21P or CAL who are in an NS position (Grade 600)
Employees with a Comp Rate Code of ANN, 21P or CAL who are in an NS position (Grade 600) which is equated to a grade (Grade 001-038)
Employees with a Comp Rate Code of ANN, 21P or CAL who are in a graded position (Grade 001-038)
*Employees with a Comp Rate Code of HRY (Grade 600 or 800)

*Note: The Payroll System is unable to differentiate between seasonal and non-seasonal hourly positions. Hourly employees with an hourly rate that is equal to or less than $15.00 on or after the payment effective date will not be processed automatically and will require agency review to determine payment eligibility.

If an employee is in a seasonal hourly position and the hourly rate is equal to one of the minimum wage rates in effect on the effective date of the April 2022 PEF Salary Increases (See Effective Dates listed above), then the employee may not be eligible to receive the increase. Seasonal employees who receive an increase to minimum wage are eligible to receive the salary increase provided the increase to minimum wage did not result in a wage increase higher than the negotiated increase.

Hourly employees who are not in seasonal hourly positions are eligible for the increases but will not be processed automatically if their hourly rate is equal to or less than $15.00.

Agencies must determine eligibility and submit appropriate Pay Rate Changes for eligible employees with hourly rates equal to or less than $15.00. See Control D Report Available Prior to Processing and Agency Actions – Beginning Administration or Institution Pay Period 2L.

Employees with a Comp Rate Code of FEE are not eligible for the salary increase unless the employee is budgeted as per diem but is paid using FEE.

Control-D Report Available Prior to Processing:

The following Control-D report will be available for agency use on 03/31/2022 (Administration) and 04/07/2022 (Institution). This will give agencies time to correct employees’ records, if necessary, prior to the automatic processing of the April 2022 PEF Salary Increases. The report will be sorted by Department ID, then by employee name in alphabetical order.

NHRP709 – Mass Salary Increase Exception Report

This report is a preliminary listing of employees who appear ineligible to receive the April 2022 PEF Salary Increases based on information available as of the date the report is produced. Included on the report is one or more of the following messages which identifies the reason(s) the employee’s record will not be updated:

NYS Position Has Both Equated Grade and NTE – If the employee’s Grade on the Position Data page (based on the NYS Position Number) is equal to 600 and a value exists in both the Equated to Grade field and the Approved Salary Rate field.
Position and Job Do Not Match - If the Position Number equals the NYS Position Number on the employee’s Job Data page but the Bargaining Unit, Salary Administration Plan or Grade on the Job Data page and the Position Data page are not equal.
Increment Code Missing – If the Grade on the Position Data page (based on the NYS Position Number) is equal to 001-037 or 600 with a value of 001-037 in the Equated to Grade field, and the Comp Rate Code is ANN, CAL or 21P and the increment code on the employee’s Job Data page is blank or ‘0000.’
Increment Code Invalid – If the Grade on the Position Data page (based on the NYS Position Number) is equal to 001-037 or 600 with a value of 001-037 in the Equated to Grade field, and the Comp Rate Code is ANN, CAL or 21P and the increment code on the employee’s Job Data page is other than 0001, 0003, 0004, 1001, 1003, 1004, 2222, 7777, 19XX, 20XX, or XX10.
Increment Code Requires Manual Calculation – If the increment code on the employee’s Job Data page is 2222.
Sal Below Hiring Rate – If the Grade on the Position Data page (based on the NYS Position Number) is equal to 001-037 or 600 with a value of 001-037 in the Equated to Grade field, and the Comp Rate Code is ANN, CAL or 21P and the employee’s salary on any of the Job Data rows being evaluated is less than the Hiring Rate for the employee’s grade on the effective date based on the 04/01/2021 Salary Schedule.
Empl Req Review to Determine if Elig for Incr – If hourly employee’s compensation rate is <= $15.00.

If an employee appears on this report but is due a salary increase, the agency must take the following action:

Submit the appropriate transaction(s) on the Job Action Requests page to correct the information on the Job Data row(s).
- If the row(s) is corrected prior to Administration Pay Period 1L or Institution Pay Period 1L (except for hourly compensation rate that is <= $15.00 - see Agency Actions Beginning Administration Pay Period 2L or Institution Pay Period 2L), the automatic salary increase will be processed.

Submit a Position Change Request to the Position Management Unit if the position information is incorrect on the Position Data page in PayServ but is correct in NYSTEP.
- The position will be updated to reflect the change and the automatic salary increase will be processed provided the agency’s position request contains the same information as the position information in NYSTEP.

OSC Actions:

OSC will process the April 2022 PEF Salary Increases for the following employees:

If the employee meets the eligibility criteria and has a Payroll Status of Active, Leave With Pay or Leave of Absence due to a Workers’ Compensation Leave (Action/Reason code of Leave of Absence/WCL, WDL or WPS) on the payment effective date, OSC will automatically insert a row on the employee’s Job Data page using the Action/Reason Code of Pay Rate Change/SAC (Mass Salary Increase) using the following effective dates:
- 2022 2% Increase: Effective 03/31/2022 (Administration) or 04/07/2022 (Institution)
If the employee meets the eligibility criteria but has a Payroll Status of Terminated, Retired, or Leave of Absence (not related to a Workers’ Compensation Leave) on the payment effective date and returns to Active status in an eligible position, OSC will automatically insert a row on the employee’s Job Data page using:
- Action/Reason code of Pay Rate Change/CSL (Cor Sal) if the Comp Rate Code is ANN, 21P, or CAL
- Action/Reason Code of Pay Rate Change/CRT (Chg Rate) if the Comp Rate Code is HRY.
The row will be inserted using the effective date of the Rehire or Return from Leave action.

If the employee is newly hired or transfers into an eligible position after the payment effective date, OSC will automatically insert a row on the employee’s Job Data page using:
- Action/Reason Code of Pay Rate Change/CSL (Cor Sal) if the Comp Rate Code is ANN, 21P or CAL
- Action/Reason Code of Pay Rate Change/CRT (Chg Rate) if the Comp Rate Code is HRY.
The row will be inserted using the effective date of the Hire, Position Change or Transfer action.

OSC will automatically insert a row on the employee’s Job Data page using:
- Action/Reason Code of Pay Rate Change/CSL (Cor Sal) if the Comp Rate Code is ANN, 21P or CAL or
- Action/Reason Code of Pay Rate Change/CRT (Chg Rate) if the Comp Rate Code is HRY for all subsequent rows provided the employee remains in an eligible position.

Calculating the New Compensation Rate

The salary on each inserted row will be calculated as follows:

2022 2% Increase Processing

If the employee has a Comp Rate Code of HRY and a Grade equal to 600 or 800 and the hourly rate in effect is greater than $15.00, OSC will automatically increase the salary by applying 2.00% rounded to the nearest cent.
If the employee has a Comp Rate Code of ANN, 21P, or CAL and a Grade equal to 038, 600 (not equated to a grade) or 800, OSC will automatically increase the salary by applying 2.00% rounded to the nearest dollar.
If the employee has a Comp Rate Code of ANN, 21P, or CAL and a Grade equal to 600 with an equated grade equal to 038, OSC will automatically increase the salary by applying 2.00% rounded to the nearest dollar.
If the employee has a Comp Rate Code of ANN, 21P, or CAL, a Grade equal to 600 with an equated grade equal to 001-037, an increment code other 2222, and the salary is equal to a salary step of the employee’s grade on the effective date based on the 04/01/2021 Salary Schedule, OSC will automatically increase the salary to the same salary step on the 04/01/2022 Salary Schedule.
If the employee has a Comp Rate Code of ANN, 21P, or CAL, a Grade equal to 600 with an equated grade equal to 001-037, an increment code other than 2222, and the salary is not equal to a salary step of the employee’s grade on the effective date based on the 04/01/2021 Salary Schedule, OSC will process as follows:
- If the salary is less than the Job Rate of the employee’s grade on the effective date based on the 04/01/2021 Salary Schedule, OSC will automatically increase the salary by applying 2.00% rounded to the nearest dollar. If the resulting salary is greater than the Job Rate based on the 04/01/2022 Salary Schedule, OSC will reduce the salary to the Job Rate.
- If the salary is greater than the Job Rate of the employee’s grade on the effective date based on the 04/01/2021 Salary Schedule, OSC will automatically increase the salary by applying 2.00% rounded to the nearest dollar OR increase the salary to the Job Rate based on the 04/01/2022 Salary Schedule, whichever is greater.
If the employee has a Comp Rate Code of ANN, 21P or CAL, a Grade equal to 001-037, an increment code other than 2222, and the salary is equal to a salary step of the employee’s grade on the effective date based on the 04/01/2021 Salary Schedule, OSC will automatically increase the salary to the same salary step on the 04/01/2022 Salary Schedule.
If the employee has a Comp Rate Code of ANN, 21P or CAL, a Grade equal to 001-037 and an increment code other than 2222 and the salary is not equal to a salary step of the employee’s grade on the effective date based on the 04/01/2021 Salary Schedule, OSC will process as follows:
- If the salary is less than the Job Rate of the employee’s grade on the effective date based on the 04/01/2021 Salary Schedule, OSC will automatically increase the salary by applying 2.00% rounded to the nearest dollar. If the resulting salary is greater than the Job Rate based on the 04/01/2022 Salary Schedule, OSC will reduce the salary to the Job Rate.
- If the salary is greater than the Job Rate of the employee’s grade on the effective date based on the 04/01/2021 Salary Schedule, OSC will automatically increase the salary by applying 2.00% rounded to the nearest dollar OR increase the salary to the Job Rate based on the 04/01/2022 Salary Schedule, whichever is greater.

Exceptions

Employees in an hourly position (Grade 600) with an hourly rate in effect that is equal to or less than $15.00 on or after the payment effective date will not be processed automatically.

Employees in a composite position (identified by Increment Code 2222) will not be processed automatically.

Control-D Reports Available After Processing:

The following Control-D reports will be available for agency review after the automatic increases have been processed. All reports will be sorted by Department ID, then by employee name in alphabetical order.

NHRP704 – Mass Salary Increase Report

This report identifies all employees who received the automatic April 2022 PEF Salary Increases and includes all employees’ salaries that were increased in an eligible bargaining unit.

NHRP709 – Mass Salary Increase Exception Report

This report identifies employees who did not receive the automatic April 2022 Salary Increases. Included on the report is one or more of the following messages which identifies the reason(s) the employee’s record was not updated:

NYS Position Has Both Equated Grade and NTE
Position and Job Do Not Match
Increment Code Missing
Increment Code Invalid
Inc Code Req Review
Sal Below Hiring Rate
Empl Req Review to Determine if Elig for Incr

See Control-D Report Available Prior to Processing for an explanation of these messages.

Agency Actions:

In Administration or Institution Pay Period 1L

The following procedures must be used by the agency when submitting transactions in Administration or Institution Pay Period 1L:

For pay changes, positions changes and transfers requested on the Job Action Requests or Transfer Requests page with an effective date on or after 03/31/2022 (Administration) or 04/07/2022 (Institution):
- The agency must not include the April 2022 PEF Salary Increases in the salary reported in the Pay Rate field. The salary must be calculated using the 04/01/2021 Salary Schedule.

Note: Employees that have an hourly compensation rate that is equal to or less than $15.00 – Please see Agency Actions – Beginning Administration or Institution Pay Period 2L.

Institution Agencies Only

New Hire transactions submitted in Institution Pay Period 1L must use the Hiring Rate of the employee’s grade on the effective date from the 04/01/2021 PEF Salary Schedule. The 04/01/2022 PEF Salary Schedules are loaded in PayServ as part of processing for the Administration cycle, and the agency will receive the automatic validation salary warning message, “Requested salary rate must be at the hiring rate when Action of PAY and Reason of NEW is used”. Please ignore this warning message.

Agency Actions – Beginning in Administration or Institution Pay Period 2L:

Employees With a Compensation Rate Equal To or Less Than $15/hr

Beginning Institution or Administration Pay Period 2L, agencies must review records of employees with an hourly rate in effect that is equal to or less than $15.00 at any time on or after the payment effective date of the salary increase to determine if the employee is seasonal and that their compensation represents a minimum wage in effect for their location.

For each effective dated row where the employee’s rate in effect is other than minimum wage, agencies must submit a Pay Change on the Job Action Requests page using the appropriate Reason code (see below) to pay the salary increase.

Note: Agencies must not submit transactions to pay retroactive salary increases for effective dates with a compensation rate greater than $15.00/hr, these effective dated rows will be processed automatically by OSC.

Composite Positions

Beginning Administration or Institution Pay Period 2L, agencies must review employees in composite positions (identified by Increment Code 2222) and submit a Pay Change on the Job Action Requests page using the appropriate Reason Code (see below) to pay salary increase. Information regarding the composite position must be included on the General Comments page.

Employees Who Receive an Increased Hiring Rate Effective On or After Payment Effective Date

Employees who receive an Increased Hiring Rate effective on or after the payment effective date (03/31/2022 (Administration) or 04/07/2022 (Institution)) may not be entitled to have the increase applied to their entire salary. OSC will manually update salaries after the automatic increase is applied. If any additional corrections are needed, agencies must submit transactions as soon as possible to avoid an overpayment to employee.

Employees Who Appeared on the NHRP709 – Mass Salary Increase Exception Report

Employees who appeared on the NHRP709 Mass Salary Increase Exception Report, made available after processing, did not automatically receive the April 2022 PEF Salary Increases. Agencies must submit appropriate transactions to correct employee’s record and submit a Pay Change on the Job Action Requests page using appropriate Reason Code to pay salary increase beginning in Institution or Administration Pay Period 2L.

Employees with a Compensation Rate Equal To or Less Than $15/hr

Beginning in Administration or Institution Pay Period 2L, agencies must review records of employees with an hourly rate in effect equal to or less than $15.00 at any time on or after the payment effective date of the salary increase to determine if employee is seasonal and their compensation represents minimum wage in effect for their location.

For each effective dated row where employee’s rate in effect is other than minimum wage, agencies must submit a Pay Change on the Job Action Requests page using the appropriate Reason code (see below) to pay the salary increase.

Note: Agencies must not submit transactions to pay retroactive salary increases for effective dates with a compensation rate greater than $15.00/hr. These effective dated rows will be processed automatically by OSC.

Process Payment Manually

The following Action/Reason Code(s) must be used to pay the April 2022 PEF Salary Increases to eligible employees not processed automatically:

Reason Code SAC (Mass Salary Increase) – For transactions effective:
- 2022 Increase –effective on 03/31/2022 (Administration) or 04/07/2022 (Institution)

Reason Code CSL (Cor Sal) for ANN Comp Rate or CRT (Chg Rate) for HRY Comp Rate – For transactions effective other than the effective dates of salary increase:
- 2022 Increase –effective after 03/31/2022 (Administration) or 04/07/2022 (Institution)

Geographic Pay Differential (GEO) and/or Occupational Pay Differential (OPD):

Agencies must review employees receiving GEO and/or OPD to determine if employees’ GEO and/or OPD pay needs to be updated as a result of the April 2022 PEF Salary Increases. Agencies must insert a new row on the Additional Pay page using the appropriate effective date (as listed in Effective Dates above) and the new GEO and/or OPD amount.

Questions:

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

Questions regarding position change requests may be directed to the Position Management mailbox.