Purpose

The purpose of this bulletin is to inform agencies of OSC’s automatic processing of the April 2021 and April 2022 CSEA Retroactive Salary Increases and provide instructions for payments not processed automatically.

Affected Employees

Employees in the following bargaining units who meet the eligibility criteria are affected:

Administrative Services	BU02
Operational Services	BU03
Institutional Services	BU04
Division of Military and Naval Affairs	BU47

Background

Chapter 361 of the Laws of 2022 provides for a salary increase of two percent (2.00%) for fiscal years 2021-2022 and 2022-2023 and includes the April 1, 2021, CSEA Salary Schedule, and the April 1, 2022, CSEA Salary Schedule.

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

Effective Dates

Pay Cycle/Pay Period Type	2021 Payment Effective Date	2022 Payment Effective Date	Check Date
Institution/ Lag	03/25/2021	04/07/2022	10/06/2022
Institution/ Xtra Lag	04/01/2021	03/31/2022	10/06/2022
Administration/ Lag	04/01/2021	03/31/2022	10/12/2022
Administration/ Xtra Lag	03/25/2021	04/07/2022	10/12/2022

Eligibility Criteria:

The following employees are eligible to receive the April 2021 and/or April 2022 CSEA Salary Increases:

• Employees with a Comp Rate Code of HRY (Grade 600 or 800)
• Employees with a Comp Rate Code of ANN who are in a traineeship (Grade 800)
• Employees with a Comp Rate Code of ANN who are in an NS position (Grade 600)
• Employees with a Comp Rate Code of ANN who are in an NS position (Grade 600) which is equated to a grade (Grade 001-025)
• Employees with a Comp Rate Code of ANN who are in a graded position (Grade 001-025)

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 2021 and April 2022 CSEA Retroactive 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 sections: Control D Report Available Prior to Processing and Agency Actions –Beginning Institution Pay Period 13L and Administration Pay Period 14L).

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 will become eligible for the salary increase upon the employee’s return from leave.

Control-D Report Available Prior to Processing

The following Control-D report was made available for agency use on 09/08/2022 (Institution) and 09/15/2022 (Administration)). This will give agencies time to correct employees’ records, if necessary, prior to the automatic processing of the April 2021 and April 2022 CSEA Retroactive Salary Increases. The report is 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 2021 and April 2022 CSEA Retroactive 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 001-025 or 600 with a value of 001-025 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 001-025 or 600 with a value of 001-025 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 0001, 0003, 0004, 1001, 1003, 1004, 2222, 7777, 19XX, 20XX, XX10, or 1000.
• Inc Code Req Review – 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 001-025 or 600 with a value of 001-025 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 04/01/2020 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 Institution Pay Period 12L or Administration Pay Period 13L, 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 records are not corrected prior to automatic processing will not automatically receive the April 2021 and April 2022 CSEA Retroactive Salary Increases. Agencies must submit the appropriate transactions to correct the employee’s record and to pay the increase in Institution Pay Period 13L or Administration Pay Period 14L.

OSC Actions

OSC will process the April 2021 and/or April 2022 CSEA Retroactive 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:
  • 2021 2% Increase: Effective 03/25/2021 (Institution) or 04/01/2021 (Administration)
  • 2022 2% Increase: Effective 04/07/2022 (Institution) or 03/31/2022 (Administration)
• 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 the Action/Reason code of Pay Rate Change/CSL (Correct Salary) if the Comp Rate Code is ANN or CAL 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 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 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 Hire, Position Change, or Transfer action.
• 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 CAL 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:

2021 Retroactive 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, a Grade equal to 600 with an equated grade equal to 001-025 and 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 04/01/2020 Salary Schedule, OSC will automatically increase the salary to the same salary step on the 04/01/2021 Salary Schedule.
• If the employee has a Comp Rate Code of ANN, a Grade equal to 600 with an equated grade equal to 001-025 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 04/01/2020 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 04/01/2020 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 04/01/2021 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 04/01/2020 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 04/01/2021 Salary Schedule, whichever is greater.
• If the employee has a Comp Rate Code of ANN, a Grade equal to 001-025 and 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 04/01/2020 Salary Schedule, OSC will automatically increase the salary to the same salary step on the 04/01/2021 Salary Schedule.
• If the employee has a Comp Rate Code of ANN, a Grade equal to 001-025 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 04/01/2020 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 04/01/2020 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 04/01/2021 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 04/01/2020 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 04/01/2021 Salary Schedule, whichever is greater.

2022 Retroactive 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, a Grade equal to 600 with an equated grade equal to 001-025 and 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, a Grade equal to 600 with an equated grade equal to 001-025 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.
• If the employee has a Comp Rate Code of ANN, a Grade equal to 001-025 and 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, a Grade equal to 001-025 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 to Automatic Processing

• 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).

Exceptions Due to Movement to a Non-CSEA Position

The salaries of employees who moved from a CSEA Position to a non-CSEA position during the retroactive raise period (after 03/25/2021 (Institution) and 04/01/2021 (Administration) through payment processing) must be reviewed to determine if the salary of the non-CSEA position must be recalculated as a result of the increase to the salary of the prior CSEA position. This includes employees whose non-CSEA salary was the result of the LLS portability promotion calculation method.

The PayServ record of employees described above will be updated as follows:

• Effective Dated Job Rows where a CSEA Position is in Effect - The salary will be updated to reflect the April 2021 and April 2022 retroactive increases, as appropriate. The retroactive monies due the employee as a result of the update(s) will be included in the 10/06/2022 (Institution) and 10/12/2022 (Administration) paychecks.
   
• Effective Dated Job Rows where a Non-CSEA Position is in Effect – The salary will not be updated at the time the April 2021 and April 2022 Retroactive 2% Salary Increases are processed. Once the review and recalculation are complete, OSC will update the salary on all eligible non-CSEA row(s). Any retroactive monies due as a result of the review and recalculation of the salary will be paid in a subsequent paycheck (to be determined). Additional information will be provided at that time.
  • If it is determined an employee was overpaid at the time the initial promotion was calculated with LLS portability, the overpayment will not be recovered. This is because at the time of the original appointment, the employee moved from an unsettled to settled bargaining unit and the fiscal year increase of the new bargaining unit was applied to the promotion salary in addition to the static LLS amount. This calculation was correct at the time but, with the implementation of the CSEA Retroactive April 2021 and April 2022 Salary Increases, the fiscal year increases no longer differ between bargaining units for the period of time. Please refer to Payroll Bulletin 702 Recalculation of Salary When There is Movement Between Bargaining Units with Differing Raises

Employees Who Switch Cycles

Employees who are on the Institution cycle on the payment effective date but are on the Administration cycle on the processing date will be processed as follows:

• Effective dated rows on the Institution cycle will be updated when the program runs for the Institution cycle.
• Effective date rows on the Administration cycle will be updated when the program runs for the Institution cycle.
• All retroactive adjustments will be paid in the Administration check dated 10/12/2022.

Employees who are on the Administration cycle on the payment effective date but are on the Institution cycle on the processing date will be processed as follows:

• Effective dated rows on the Administration cycle will be updated when the program runs for the Administration cycle. The retroactive adjustment will be paid in the Institution check dated 10/20/2022.
• Effective dated rows on the Institution cycle will be updated when the program runs for the Institution cycle. The retroactive adjustment will be paid in the Institution check dated 10/06/2022.

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 2021 and/or April 2022 CSEA Retroactive 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 2021 and/or April 2022 CSEA Retroactive 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

Beginning Institution Pay Period 12L or Administration Pay Period 13L

The following procedures must be used by the agency when submitting transactions in Institution Pay Period 12L or Administration Pay Period 13L:

• For pay changes, position changes, and transfers requested on the Job Action Requests or Transfer Requests page with an effective date on or after 03/25/2021 (Institution) or 04/01/2021 (Administration):
  • The agency must not include the April 2021 and/or April 2022 CSEA Retroactive Salary Increases in the salary reported in the Pay Rate field.
  • The 04/01/2020 Salary Schedule must be used to calculate the salary.

Administration Agencies Only

New Hire transactions submitted in Administration Pay Period 13L must use the Hiring Rate of the employee’s grade on the effective date from the 04/01/2020 Salary Schedule. Since the 04/01/2021 and 04/01/2022 Salary Schedules are 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 Institution Pay Period 13L or Administration Pay Period 14L

Composite Positions

Beginning in Institution Pay Period 13L or Administration Pay Period 14L 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 the salary increase. Information regarding the composite position must be included on the General Comments page.

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

Beginning in Institution Pay 13L or Administration Pay Period 14L, agencies must review the 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 increases to determine if the employee is seasonal and their compensation represents a minimum wage in effect for their location.

Seasonal Hourly Employees

For each effective dated row where the employee is receiving minimum wage, determine if the increase to the minimum wage from the prior rate in effect resulted in an increase that was greater than or less than the negotiated increase(s).

• If the increase to the minimum wage was greater than the negotiated increase, the minimum wage rate should remain in effect.
• If the increase to the minimum wage was less than the negotiated increase, the retroactive increase(s) may be applied to the rate in effect prior to the increase to the minimum wage.
  • Submit a Pay Change on the Job Action Requests page using the appropriate Reason code (see below) to pay the salary increase(s).

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(s).

Note: Agencies must not submit transaction to pay the retroactive salary increases for effective dates with a compensation rate greater than $15/hr. These effective dated rows will be processed automatically by OSC.

Non-Seasonal Hourly Employees

• For each effective dated row where the employee’s compensation rate is equal to or less than $15.00, submit a Pay Change on the Job Action Requests page using the appropriate Reason code (see below) to pay the salary increase(s).
  
  Note: Agencies must not submit transactions to pay the retroactive salary increase for effective dates with a compensation rate greater than $15.00 hr. The effective dated rows will be processed automatically by OSC.

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

Employees who receive an Increased Hiring Rate on or after the payment effective date (03/25/2021 or 04/07/2022 (Institution) or 04/01/2021 or 03/31/2022 (Administration)) may not be entitled to have the increase applied to their entire salary. OSC will manually update the salaries after the automatic increase is applied. If any additional corrections are needed, agencies should submit transactions as soon as possible in order to avoid an overpayment to the 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 2021 and/or April 2022 CSEA Retroactive 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 to pay the salary increase beginning in Institution Pay Period 13L or Administration Pay Period 14L.

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

Agencies must review employees receiving GEO and/or OPD to determine if the employees’ GEO and/or OPD pay needs to be updated as a result of the April 2021 and April 2022 CSEA Retroactive Salary Increases. Agencies must insert a new row on the Additional Pay page using the effective dates of 03/25/2021 (Institution) or 04/01/2021 (Administration) for the April 2021 CSEA Retroactive Salary Increase and 04/07/2022 (Institution) or 03/31/2022 (Administration) for the April 2022 CSEA Retroactive Salary Increase with the new GEO and/or OPD amount.

To Process Payment Manually

The following Action/Reason Code(s) must be used to pay the April 2021 and/or April 2022 CSEA Retroactive Salary Increases to eligible employees not processed automatically:

• Reason Code SAC (Mass Salary Increase – for transactions effective:
  • 2021 Increase – on 03/25/2021 (Institution) or 04/01/2021 (Administration)
  • 2022 Increase – on 04/07/2022 (Institution) or 03/31/2022 (Administration)
• Reason Code CSL (Correct Salary) for ANN or CRT (Change Rate) for HRY Comp Rate Code – for subsequent effective dated transactions effective:
  • 2021 Increase – after 03/25/2021 (Institution) or 04/01/2021 (Administration)
  • 2022 Increase – after 04/07/2022 (Institution) or 03/31/2022 (Administration)

Automatic Retroactive Processing

OSC will automatically calculate retroactive adjustments for regular earnings and Time Entry earnings that are calculated by the system based on annual salary, such as OT for Annuals 2080 (OCS) and Holiday Pay (HPA), resulting from payment of the April 2021 and/or April 2022 CSEA Retroactive Salary Increases.

If an employee receives a payment and has worked in more than one agency but has been paid by all agencies in the same Employee Record Number since the effective date of the payment, all retroactive adjustments will be paid in the most current agency.

If an employee receives a payment and has worked in more than one agency and has been paid in more than one Employee Record Number since the effective date of the payment, the retroactive adjustments will be paid in the most current agency of the Employee Record Number in which the payment was made.

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 Institution Pay Period 13L or Administration Pay Period 14L, agencies must report the adjustment amount for earnings codes such as Extra Time Override (EXO) and Regular Salary Override (RGO).

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

Military Stipend Leave

OSC will recalculate the military stipend amount for employees who were placed on a Paid or Unpaid Military Stipend Leave on or after the effective date of the payment as the result of new military orders.

• If the employee received a stipend, OSC will insert a row on the employee’s Job Data page effective the date the employee is entitled to the increase using the Action/Reason Code of Pay Rate Change/MSC (Military Stipend Change) and will increase the employee’s biweekly stipend amount. In addition, updates will be made to all subsequent rows requiring an increased biweekly stipend amount.
• If the employee did not receive a stipend but becomes eligible for a stipend as a result of the payment, OSC will insert the following in PayServ:
  • A row on the employee’s Job Data page effective the date the employee is entitled to a stipend using the Action/Reason Code of Paid Leave of Absence/MLS (Mil Stip) and the new biweekly stipend amount.
  • A row on the employee’s Job Data page for each affected subsequent row using the Action/Reason Code of Pay Rate Change/MSC (Military Stipend Change) and the new biweekly stipend amount.
  • A row on the Time Entry page using the Earnings Code MSP (Military Stipend Payment) to pay the stipend for each pay period the employee is eligible.
  • Any additional adjustment that is required due to the increased biweekly stipend amount that will not be calculated automatically will be reported by OSC on the Time Entry page using the Earnings Code AMS (Adjust Military Stipend).

General Deductions

All general deductions for employees whose Payroll Status is Terminated, Retired, or Deceased will be automatically canceled by OSC with the exception of percentage-based dues and the following:

Code	Description
404	SUNY 403(b)
406	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
42	Dependent Care
433	Total Unemployment Ins Owed
442	Pre-Tax Adoption
475	CSEA Hourly Dues
500	Medicare Deficiency
501	Social Security Deficiency
502	NYS SS/Medicare Deficiency
603	TIAA Before Tax Arrears
673	SUNY ORP Before Tax Arrears
674	SUNY Suspense BTax Arrears
682	VDC Before Tax Arrears
685	VDC Suspense Before Tax Arrear
GARNSH	Garnishments
HIATRG	Regular After Tax Health
HIATSP	Special After Tax Health Adj

Tax Information

These monies are taxable income subject to all employment taxes and income taxes, will be included in the employee’s taxable gross, and reported on the employee’s Form W-2.

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 (1.95975% for Yonkers residents and 0.50% for Yonkers non-residents).

Special Wage Payments for Individuals Who Filed for Retirement Social Security Benefits

Per Internal Revenue Service Publication 957, OSC will be reporting retro payments made to individuals who have filed for Social Security benefits to the Social Security Administration (SSA).

As PayServ does not include this information, OSC will be mailing a Request for Special Wage Payment Report to inactive individuals who are 62 or older in the calendar year and to active employees with the New York Retiree Indicator checked in Modify a Person who receive the retroactive payment. Recipients of this mailing will be asked to fill out the request and return it to OSC for inclusion on the Special Wage Payment report to SSA.

This report will be submitted to SSA after the close of the 2022 tax year. It is important that agencies ensure the New York Retiree Indicator box is checked for rehired retirees. Please see Payroll Bulletin No. 1728 for further details on the New York Retiree Indicator box.

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 Non-Negotiated and/or Undeliverable New York State Payroll Checks.

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.

Payroll Register and Employee’s Paycheck/Advice

All retroactive adjustments will be displayed on the Payroll Register using the appropriate Earnings Code and the amount paid and will be displayed on the employee’s paycheck stub or direct deposit advice using the appropriate Earnings Description and the amount paid unless the number of earnings codes exceeds 13. Agencies should utilize Locked Query LQ_PCD_PAYCHECK_EARNINGS_BY_ID to identify a complete list of regular earnings and retroactive adjustments if there are more than 13 earnings codes.

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.

Questions regarding military information may be directed to the Military Stipend mailbox.

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