Purpose:

The purpose of this bulletin is to inform agencies of OSC’s automatic processing of the April 2022 Arbitration Eligible (BU01) and Non-Arbitration Eligible (BU21) Salary Increase for Employees in the Security Services Unit (SSU) Represented by the NYS Correctional Officers and Police Benevolent Association, Inc. (NYSCOPBA) and provide instructions for payments not processed automatically.

Affected Employees:

Arbitration eligible employees in Bargaining Unit 01 and Non-Arbitration eligible employees in Bargaining Unit 21 represented by NYSCOPBA are affected.

Background:

Pursuant to Chapter 24 of the Laws of 2019 which implemented the 2016-2023 Agreement between the State of New York and the NYS Correctional Officers and Police Benevolent Association, Inc. (NYSCOPBA) for arbitration eligible members of the Security Services Unit (BU01) and non-arbitration eligible members of the Security Services Unit (BU21) provides for the following retroactive increases:

• Two percent (2.00%) increase for fiscal year 2022 for arbitration eligible members of the Security Services Unit (BU01) and non-arbitration eligible members of the Security Services Unit (BU21)

Effective Dates:

Eligibility Criteria:

Refer to the table below for eligible employees:

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.

Employees who were on a Leave of Absence (other than Workers’ Compensation Leave) on the effective date of the increase are not eligible for the salary increase until the employee returns from leave.

Note: 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.

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

Bargaining Unit 01

• April 1, 2022 Salary Schedule is attached

Bargaining Unit 21

• April 1, 2022 Salary Schedule is attached

Control-D Report Available Prior to Processing:

The following Control-D report will be available for agency use on 03/31/2022 (Administration) or 04/07/2022 (Institution). This will give agencies time to correct employees’ records, if necessary, prior to the automatic processing of the April 2022 Arbitration Eligible (BU01) and Non-Arbitration Eligible (BU21) Salary Increase. 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 Arbitration Eligible (BU01) and Non-Arbitration Eligible (BU21) Salary 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 101-125 or 600 with a value of 101-125 in the Equated to Grade field, and the Comp Rate Code is ANN 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 101-125 or 600 with a value of 101-125 in the Equated to Grade field, and the Comp Rate Code is ANN and the increment code on the employee’s Job Data page is other than 300X, 001X, 004X, 005X, 007X, 9900, 0008, 006X, 003X, 002X, 008X, 0099, 2222 or 6900
• Inc Code Req Review – if the increment code on the employee’s Job Data page is 2222 and 6900
• Sal Below Hiring Rate – if the Grade on the Position Data page (based on the NYS Position Number) is equal to 101-125 or 600 with a value of 101-125 in the Equated to Grade field, and the Comp Rate Code is ANN 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 appropriate 04/01/2021 Salary Schedule
• Empl Req Review to Determine if Elig for Incr – if hourly employee’s compensation rate is equal to or less than $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 or Institution Pay Period 1L, 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.

Employees who appear on the report but whose record was not corrected prior to automatic processing will not automatically receive the April 2022 Arbitration Eligible (BU01) and Non-Arbitration Eligible (BU21) Salary. Agencies must submit the appropriate transactions to correct the employee’s record and to pay the increase in Administration or Institution Pay Period 2L.

OSC Actions:

OSC will process the April 2022 Arbitration Eligible (BU01) and Non-Arbitration Eligible (BU21) Salary Increase for employees outlined below.

• If the employee meets the eligibility criteria as stated in the Contract Provisions and Eligibility section above and has a Payroll Status of Active, Leave With Pay, 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) effective on 03/31/2022 (Administration) or 04/07/2022 (Institution) to pay the 2022 2% increase.
• 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 in Administration or Institution Pay Period 1 but after 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/CSL (Correct Salary) if the Comp Rate Code is ANN or the Action/Reason code of Pay Rate Change/CRT (Change 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 does not meet the eligibility requirements for the salary increases but is subsequently hired, rehired or appointed into an eligible position after 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/CSL (Correct Salary) if the Comp Rate Code is ANN or the Action/Reason code of Pay Rate Change/CRT (Change Rate) if the Comp Rate Code is HRY to reflect any retroactive salary increases due on or after that date only. The row will be inserted using the effective date of the hire, rehire, or appointment.
• OSC will automatically insert a row on the employee’s Job Data page using the Action/Reason code of Pay Rate Change/CSL (Correct Salary) if the Comp Rate Code is ANN or the Action/Reason code of Pay Rate Change/CRT (Change 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 and a Grade equal to 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, a Grade equal to 600 with an equated grade equal to 101-125 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, a Grade equal to 600 with an equated grade equal to 101-125 and an increment code other than 6900 or 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, a Grade equal to 101-125, an increment code other than 6900 or 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 04/01/22 Salary Schedule.
• If the employee has a Comp Rate Code of ANN, a Grade equal to 101-125, an increment code other than 6900 or 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.

Longevity Pay

For each year of the retroactive salary increases, the appropriate Longevity amount (determined by the employee’s increment code – see Increment Code Chart) based on the salary schedule in effect will be added to the new basic annual salary.

Increment Code Chart

Note: The Longevity amount is determined by subtracting the Job Rate from the appropriate Longevity Step (determined by the employee’s increment code) for the employee’s grade.

Exceptions

• Employees in an hourly position (Grade 600) with an hourly rate in effect that is equal to or less than the minimum wage in effect as noted above on or after the payment effective date will not be processed automatically.
• Employees in a composite position (identified by Increment Code 2222).
• Employees in a position which was previously downward reallocated (identified by Increment Code 6900).

Control-D Reports Available After Processing:

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

NHRP704 – Mass Increment Payment Report

This report identifies all employees who received the automatic April 2022 Arbitration Eligible (BU01) and Arbitration Ineligible (BU21) Salary Increase 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 Arbitration Eligible (BU01) and Arbitration Ineligible (BU21) Salary Increase. Included on the report is one or more messages which identifies the reason(s) the employee’s record was not updated. The explanation associated with each message is described above under the section Control-D Report Available Prior to Processing.

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, position 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 (BU 01 and BU 21) 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 04/01/21 NYSCOPBA Salary Schedule. Since the 04/01/22 Salary Schedule is loaded in PayServ as part of processing for the Administration cycle, 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.

Beginning Administration or Institution Pay Period 2L

Employees with a Compensation Rate equal to or less than the minimum wage

Hourly employees are eligible for the automatic increases. However, agencies must determine eligibility if their hourly rate in effect is equal to or less than the minimum wage or after the payment effective date of the salary increase. Agencies should review and consult with DOB/authority to determine the rate of increase, if applicable.

Composite Positions and Previously Downward Reallocated Positions

Beginning in Administration or Institution Pay Period 2L, agencies must review employees in composite positions (identified by Increment Code 2222) or in positions which were previously downward reallocated (identified by Increment Code 6900) and submit a Pay Change on the Job Action Requests page using the appropriate Reason code (see below) to pay the salary increase. Information regarding the composite position must be included on the General Comments page.

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 (BU 01 and BU 21) Salary Increases. Agencies should submit the appropriate transactions to correct the employee’s record and submit a Pay Change on the Job Action Requests page using the appropriate Reason code (see below) to pay the salary increase beginning in Administration Pay or Institution Period 2L.

To Process Payment Manually

The following Action/Reason code(s) must be used when submitting transactions to pay the April 2022 (BU 01 and BU 21) Salary Increases to eligible employees not processed automatically:

• Reason code SAC (Mass Salary Increase) for employees with Comp Rate Code ANN or HRY:
  • 2022 Increase – effective on 03/31/2022 (Administration) or 04/07/2022 (Institution)
• Reason code CSL (Correct Salary) for employees with Comp Rate Code ANN or CRT (Change Rate) for employees with Comp Rate Code HRY– for transactions:
  • 2022 Increase – after 03/31/2022 (Administration) or 04/07/2022 (Institution)

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.