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  5. State Agencies Bulletin No. 2061

State Agencies Bulletin No. 2061

Subject
Security Supervisors Unit April 2016, 2017, 2018, 2019, 2020, 2021, and 2022 Retroactive 2% Salary Increases and October 2021 Increase to the 25 Year Longevity Step
Date Issued
October 21, 2022

Purpose

The purpose of this bulletin is to inform agencies of OSC’s automatic processing of the April 2016, 2017, 2018, 2019, 2020, 2021, and 2022 Security Retroactive Salary Increases, the October 2021 Increase to the 25 Year Longevity Step and provide instructions for payments not processed automatically.

Affected Employees

Employees represented by Council 82 Security Supervisors Unit for interest arbitration eligible members (BU61) and interest arbitration ineligible members (BU91) are affected.

Background

Chapter 359 of the Laws of 2022 implemented the 2016-2023 Agreement between the State of New York and the NYS Law Enforcement Officers’ Union, District Council 82 (Council 82) for interest arbitration eligible members (BU61) and interest arbitration ineligible members (BU91) of the Security Supervisors Unit (SSPU) provides for retroactive salary increases in April 2016, April 2017, April 2018, April 2019, April 2020, April 2021, and April 2022 and an increase to the 25 Year Longevity Step for all eligible members and includes the:

Effective Dates

All retroactive salary increases will be paid in paychecks dated 11/09/2022 (Administration) and 11/17/2022 (Institution) with the effective dates listed below.

Year Institution Administration
15 Lag 15 Lag
2016 03/31/2016 04/07/2016
2017 03/30/2017 04/06/2017
2018 03/29/2018 04/05/2018
2019 03/28/2019 04/04/2019
2020 03/26/2020 04/02/2020
2021 (April)* 03/25/2021 04/01/2021
2021 (October)** 10/07/2021 09/30/2021
2022 04/07/2022 03/31/2022


*The April 2021 increases consist of a 2.0% increase for BU 61 and the adjustment of the salary schedule for BU91 to equal the 2021 salary schedule for BU 61.  

**The October payment is an increase to 25 Year Long Pay only (no GSI) for both BU 61 and BU 91. Only employees holding 25-year longevity pay (based on increment code) will be due the increase.

Eligibility Criteria

Retroactive Salary Increases:

The following employees are eligible to receive the April 2016, April 2017, April 2018, April 2019, April 2020, April 2021, and April 2022 Security Supervisors Unit retroactive salary increases and the October 2021 increase to 25 Year Longevity Pay, as noted in the charts below for each respective bargaining unit.

Bargaining Unit 61
Increases: April 2016, 2017, 2019, 2020, 2021, and 2022 October 2021
Negotiated Increase 2% Salary Increase (each year) $500 Increase to 25 Year Longevity Pay
Comp Rate Code: ANN HRY ANN (with Increment Code 9900 or 0099)*
Grade:

101-125, 600, 800

600 Equated to Grade 101-125

 600, 800

101-125,

600 Equated to Grade 101-125
Employee Status: Active (A)
Leave with Pay (P)
Leave of Absence (L) – Only if the Reason Code is due to a Workers’ Compensation Leave (WCL, WDL, or WPS)

*Annual employees with the following increment codes will be eligible to receive the October 2021 Increase to 25 Year Longevity Pay:

  • 9900 (Below Job Rate; Holding 4 Longevity Pays (10, 15, 20 & 25 Year))
  • 0099 (At Job Rate; Holding 4 Longevity Pays (10, 15, 20 & 25 Year))
Bargaining Unit 91
Increases: April 2016, 2017, 2019, 2020, and 2022 April 2021 October 2021
Negotiated Increase 2% Salary Increase (each year) Adjustment to Salary Schedule (to equal the Salary Schedule for BU61) $500 Increase to 25 Year Longevity Pay
Comp Rate Code: ANN HRY ANN HRY* ANN (with Increment Code 9900 or 0099)**
Grade:

101-125, 600, 800

600 Equated to Grade 101-125

 600, 800

101-125, 600, 800

600 Equated to Grade 101-125

 600, 800

101-125,

600 Equated to Grade 101-125
Employee Status: Active (A)
Leave with Pay (P)
Leave of Absence (L) – Only if the Reason Code is due to a Workers’ Compensation Leave (WCL, WDL, or WPS

*Hourly employees may be eligible to receive an adjustment to their rate in April 2021 if their position is associated with a salary grade and approved by the Division of the Budget (DOB).

**Annual employees with the following increment code will be eligible to receive the October 2021 Increase to 25 Year Longevity Pay:

  • 9900 (Below Job Rate; Holding 4 Longevity Pays (10, 15, 20 & 25 Year))
  • 0099 (At Job Rate; Holding 4 Longevity Pays (10, 15, 20 & 25 Year))

Employees with a Comp Rate Code of FEE are not eligible for the salary increases 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 and increase to 25 year longevity pay upon the employee’s return from leave.

Employees Terminated via Discipline Process

Employees terminated from employment pursuant to a disciplinary termination are ineligible to receive payment of retroactive monies as a result of processing the April 2016-2022 Salary Increases and October 2021 Increase to 25 Year Longevity Pay. Agencies must review the records of employees who occupied a position in BU 61 or BU 91 during the retroactive period and were subsequently terminated to determine if the termination was the result of a disciplinary process and provide OSC with a list (Excel) of affected employees and include the deptid, emplid, record, bargaining unit, position number, and effective date of termination and Action/Reason of termination. Agency listings of employees ineligible to receive retroactive pay must be received by OSC on or before 10/24/2022 (Administration) and 10/31/2022 (Institution).

Control-D Report Available Prior to Processing

The following Control-D report was made available for agency use on 10/14/2022 (Administration) and 10/20/2022 (Institution). This will give agencies time to correct employees’ records, if necessary, prior to the automatic processing of the Security Supervisors Unit April 2016, April 2017, April 2018, April 2019, April 2020, April 2021, and April 2022 Retroactive Salary Increases and the October 2021 Increase to the 25 Year Longevity Step. 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 Security Supervisors Unit April 2016, April 2017, April 2018, April 2019, April 2020, April 2021, and April 2022 Retroactive Salary Increases and the October 2021 Increase to the 25 Year Longevity Step 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.
  • 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 101-125 or 600 with a value of 001-125 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 04/01/2015 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 Pay Period 15L or Institution Pay Period 15L, 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 Security Supervisors Unit April 2016, April 2017, April 2018, April 2019, April 2020, April 2021, and April 2022 Retroactive Salary Increases and the October 2021 Increase to the 25 Year Longevity Step. Agencies must submit the appropriate transactions to correct the employee’s record and to pay the increase in Administration Pay Period 16L or Institution Pay Period 16L.

OSC Actions

Retroactive Salary Increases

OSC will process the April 2016, April 2017, April 2018, April 2019, April 2020, April 2021, and April 2022 Security Supervisors Unit Retroactive Salary Increases and the October 2021 Increase to 25 Year Longevity Step 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:
    • 2016 2% Increase: Effective 03/31/2016 (Institution) or 04/07/2016 (Administration)
    • 2017 2% Increase: Effective 03/30/2017 (Institution) or 04/06/2017 (Administration)
    • 2018 2% Increase: Effective 03/29/2018 (Institution) or 04/05/2018 (Administration)
    • 2019 2% Increase: Effective 03/28/2019 (Institution) or 04/04/2019 (Administration)
    • 2020 2% Increase: Effective 03/26/2020 (Institution) or 04/02/2020 (Administration)
    • 2021 2% Increase (BU 61) and Increase based on Adjustment to Salary Schedule (BU 91): Effective 03/25/2021 (Institution) or 04/01/2021 (Administration)
    • 2021 Increase to 25 Year Longevity Step: Effective 10/07/2021 (Institution) or 09/30/2021 (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 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 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:

2016 Retroactive 2% Increase Processing

  • If the employee has a Comp Rate Code of HRY and a Grade equal to 600 or 800, 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 101-125 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 04/01/2015 Salary Schedule, OSC will automatically increase the salary to the same salary step on the 04/01/2016 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 2222 and the salary is not equal to a salary step of the employee’s grade on the effective date based on the 04/01/2015 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 04/01/2015 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 04/01/2016 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 04/01/2015 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 04/01/2016 Salary Schedule, whichever is greater.
  • If the employee has a Comp Rate Code of ANN, a Grade equal to 101-125 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 04/01/2015 Salary Schedule, OSC will automatically increase the salary to the same salary step on the 04/01/2016 Salary Schedule.
  • If the employee has a Comp Rate Code of ANN, a Grade equal to 101-125 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 04/01/2015 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 04/01/2015 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 04/01/2016 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 04/01/2015 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 04/01/2016 Salary Schedule, whichever is greater.

2017 Retroactive 2% Increase Processing

  • If the employee has a Comp Rate Code of HRY and a Grade equal to 600 or 800, 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 101-125 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 04/01/2016 Salary Schedule, OSC will automatically increase the salary to the same salary step on the 04/01/2017 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 2222 and the salary is not equal to a salary step of the employee’s grade on the effective date based on the 04/01/2016 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 04/01/2016 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 04/01/2017 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 04/01/2016 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 04/01/2017 Salary Schedule, whichever is greater.
  • If the employee has a Comp Rate Code of ANN, a Grade equal to 101-125 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 04/01/2016 Salary Schedule, OSC will automatically increase the salary to the same salary step on the 04/01/2017 Salary Schedule.
  • If the employee has a Comp Rate Code of ANN, a Grade equal to 101-125 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 04/01/2016 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 04/01/2016 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 04/01/2017 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 04/01/2016 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 04/01/2017 Salary Schedule, whichever is greater.

2018 Retroactive 2% Increase Processing

  • If the employee has a Comp Rate Code of HRY and a Grade equal to 600 or 800, 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 101-125 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 04/01/2017 Salary Schedule, OSC will automatically increase the salary to the same salary step on the 04/01/2018 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 2222 and the salary is not equal to a salary step of the employee’s grade on the effective date based on the 04/01/2017 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 04/01/2017 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 04/01/2018 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 04/01/2017 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 04/01/2018 Salary Schedule, whichever is greater.
  • If the employee has a Comp Rate Code of ANN, a Grade equal to 101-125 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 04/01/2017 Salary Schedule, OSC will automatically increase the salary to the same salary step on the 04/01/2018 Salary Schedule.
  • If the employee has a Comp Rate Code of ANN, a Grade equal to 101-125 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 04/01/2017 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 04/01/2017 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 04/01/2018 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 04/01/2017 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 04/01/2018 Salary Schedule, whichever is greater.

2019 Retroactive 2% Increase Processing

  • If the employee has a Comp Rate Code of HRY and a Grade equal to 600 or 800, 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 101-125 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 04/01/2018 Salary Schedule, OSC will automatically increase the salary to the same salary step on the 04/01/2019 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 2222 and the salary is not equal to a salary step of the employee’s grade on the effective date based on the 04/01/2018 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 04/01/2018 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 04/01/2019 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 04/01/2018 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 04/01/2019 Salary Schedule, whichever is greater.
  • If the employee has a Comp Rate Code of ANN, a Grade equal to 101-125 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 04/01/2018 Salary Schedule, OSC will automatically increase the salary to the same salary step on the 04/01/2019 Salary Schedule.
  • If the employee has a Comp Rate Code of ANN, a Grade equal to 101-125 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 04/01/2018 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 04/01/2018 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 04/01/2019 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 04/01/2018 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 04/01/2019 Salary Schedule, whichever is greater.

2020 Retroactive 2% Increase Processing

  • If the employee has a Comp Rate Code of HRY and a Grade equal to 600 or 800, 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 101-125 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 04/01/2019 Salary Schedule, OSC will automatically increase the salary to the same salary step on the 04/01/2020 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 2222 and the salary is not equal to a salary step of the employee’s grade on the effective date based on the 04/01/2019 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 04/01/2019 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 04/01/2020 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 04/01/2019 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 04/01/2020 Salary Schedule, whichever is greater.
  • If the employee has a Comp Rate Code of ANN, a Grade equal to 101-125 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 04/01/2019 Salary Schedule, OSC will automatically increase the salary to the same salary step on the 04/01/2020 Salary Schedule.
  • If the employee has a Comp Rate Code of ANN, a Grade equal to 101-125 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 04/01/2019 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 04/01/2019 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 04/01/2020 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 04/01/2019 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 04/01/2020 Salary Schedule, whichever is greater.

2021 Retroactive 2% Increase Processing (BU 61 only)

  • If the employee has a Comp Rate Code of HRY and a Grade equal to 600 or 800, 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 101-125 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 101-125 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 101-125 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 101-125 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.

2021 Retroactive Salary Increase due to the Adjustment to the Salary Schedule Processing (BU 91 only)

The compensation rate on each inserted row will be calculated as follows:

  • The April 2021 Council 82 BU91 Retroactive Salary Adjustment Increase will be calculated using an employee’s base salary.
  • If an employee’s compensation rate includes a longevity, the value of the longevity based on the 04/01/2020 Salary Schedule must be subtracted from the compensation rate to determine base salary. The employee’s increment code identifies the number of longevities included in the employee’s compensation rate. (see Increment Code Chart below)
  • If the employee has a Comp Rate Code of ANN, a Grade equal to 101-125 and an increment code other than 2222 and the base salary is equal to a salary step of the employee’s grade based on the 04/01/2020 Salary Schedule, OSC will automatically increase the base 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 101-125 and an increment code other than 2222 and the base salary is not equal to a salary step of the employee’s grade based on the 04/01/2020 Salary Schedule, OSC will process as follows:
    • If the base salary is less than the Job Rate of the employee’s grade based on the 04/01/2020 Salary Schedule, OSC will determine the amount above the lower of the two steps the base salary falls between and apply that amount to the corresponding step on the 04/01/2021 Salary Schedule.
    • If the base salary is greater than the Job Rate of the employee’s grade based on the 04/01/2020 Salary Schedule, OSC will determine the amount above Job Rate and apply that amount to the Job Rate 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 101-125 and an increment code other than 2222 and the base salary is equal to a salary step of the employee’s grade based on the 04/01/2020 Salary Schedule, OSC will automatically increase the base 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 101-125 and an increment code other than 2222 and the base salary is not equal to a salary step of the employee’s grade based on the 04/01/2020 Salary Schedule, OSC will process as follows:
    • If the base salary is less than the Job Rate of the employee’s grade based on the 04/01/2020 Salary Schedule, OSC will determine the amount above the lower of the two steps the base salary falls between and apply that amount to the corresponding step on the 04/01/2021 Salary Schedule.
    • If the base salary is greater than the Job Rate of the employee’s grade based on the 04/01/2020 Salary Schedule, OSC will determine the amount above Job Rate and apply that amount to the Job Rate on the 04/01/2021 Salary Schedule.
  • If the employee has a Comp Rate Code of ANN and a Grade equal to 800, OSC will automatically process the parity salary increase in the same manner as a graded employee using the equated grade of the employee’s traineeship level.
  • If the employee’s compensation rate includes a longevity, the value of the longevity based on the 04/01/2021 Salary Schedule must be added to the new base salary to determine the compensation rate. The employee’s increment code identifies the number of longevities included in the employee’s compensation rate. (see Increment Code Chart below)

If the employee’s compensation rate does not include a longevity, the base salary calculated above is the employee’s new compensation rate.

Note: Hourly employees will not be processed automatically. Please refer to Agency Actions.

2021 $500 Increase to 25 Year Longevity Step

The compensation rate on each inserted row will be calculated as follows:

  • The value of the longevity of the employee’s grade or equated grade based on the 04/01/2021 Salary Schedule must be subtracted from the compensation rate to determine base salary. The employee’s increment code identifies the number of longevities included in the employee’s compensation rate. (see Increment Code Chart below)
  • There is no change to the base salary determined above.
  • OSC will automatically apply the value of the longevity of the employee’s grade based on the 10/01/2021 salary schedule.
  • The resulting salary is the employee’s new compensation rate:
    • If the employee’s salary was equal to the 25 Year Longevity Step of their grade or equated grade on the 04/01/2021 salary schedule, the new salary will be equal to the same step on the 10/01/2021 salary schedule.
    • If the employee’s salary was not equal to the 25 Year Longevity Step of their grade or equated grade on the 04/01/2021 salary schedule, the new salary will remain off-step on the 10/01/2021 salary schedule.

2022 Retroactive 2% Increase Processing

  • If the employee has a Comp Rate Code of HRY and a Grade equal to 600 or 800, 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 101-125 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 10/01/2021 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 2222 and the salary is not equal to a salary step of the employee’s grade on the effective date based on the 10/01/2021 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 10/01/2021 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 10/01/2021 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 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 10/01/2021 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 101-125 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 10/01/2021 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 10/01/2021 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 10/01/2021 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.

Increment Code Chart

Increment Code Description
004X Below Job Rate; Holding 1 Long Pay (10 Year)
005X Below Job Rate; Holding 2 Long Pays (10 & 15 Year)
007X Below Job Rate; Holding 3 Long Pays (10, 15 & 20 Year)
9900 Below Job Rate; Holding 4 Long Pays (10, 15, 20 & 25 Year)
003X At Job Rate; Holding 1 Long Pay (10 Year)
002X At Job Rate; Holding 2 Long Pays (10 & 15 Year)
008X At Job Rate; Holding 3 Long Pays (10, 15 & 20 Year)
0099 At Job Rate; Holding 4 Long Pays (10, 15, 20 & 25 Year)

Exceptions to Automatic Processing

  • Employees in a composite position (identified by Increment Code 2222).

Exceptions Due to Movement to a Non-Security Supervisors Unit Position

The salaries of employees who moved from a Security Supervisors Unit position to a non-Security Supervisors Unit position during the retroactive raise period (after 03/31/2016 (Institution) and 04/07/2016 (Administration) through payment processing) must be reviewed to determine if the salary of the non-Security Supervisors Unit position must be recalculated as a result of the increase to the salary of the prior Security Supervisors Unit position

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

  • Effective Dated Job Rows where a Security Supervisors Unit Position is in Effect - The salary will be updated to reflect the April 2016, April 2017, April 2018, April 2019, April 2020, April 2021, and April 2022 Retroactive Salary Increases and October 2021 Increase to 25 Year Longevity Step, as appropriate. The retroactive monies due the employee as a result of the update(s) will be included in the 11/09/2022 (Administration) and 11/17/2022 (Institution) paychecks.
  • Effective Dated Job Rows where a Non-Security Supervisors Unit Position is in Effect – The salary will not be updated at the time the April 2016, April 2017, April 2018, April 2019, April 2020, April 2021, and April 2022 Security Supervisors Unit Retroactive Salary Increases and October 2021 Increase to 25 Year Longevity Step are processed. Once the review and recalculation are complete, OSC will update the salary on all Non-Security Supervisors Unit effective dated rows, as appropriate. 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.

Employees Who Moved Into or Out of Bargaining Unit 91 During FY2021-2022

For employees with movement between bargaining units with differing raises in a fiscal year, the raise received in the prior bargaining unit must be removed and replaced with the raise of the new bargaining unit (refer to Payroll Bulletin 702).

The salary increase due to the adjustment of the April 2021 salary schedule for BU 91 to equal the salary April 2021 schedule of BU 61 consists of the difference between the salary steps for each salary grade on the April 2020 BU 91 salary schedule compared to the April 2021 BU 61 salary schedule. This difference includes the 2021 2% salary increase paid to BU 61.

Per guidance from the Office of Employee Relations (OER), if an employee moves out of BU 91, the employee is entitled to retain the parity increase minus the 2% increase.

If an employee moves into BU 91, the employee would not receive the parity increase but would be entitled to receive the following depending on the position change, as noted:

  • Promotion: Hiring rate of the new grade or the promotion percentage increase plus the 2% increase for Council 82 BU 61, whichever is greater.
  • Lateral: Attained salary of prior position (minus the raise of that BU) plus the 2% increase for Council 82 BU 61 or hiring rate of the new grade, whichever is greater.
  • Demotion: Reconstruct following normal demotion procedures.

Employees Who Switch Cycles

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.
  • Effective date rows on the Institution cycle will be updated when the program runs for the Institution cycle.
  • All retroactive adjustments will be paid in the Institution check dated 11/17/2022.

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 Administration cycle will be updated when the program runs for the Administration cycle. The retroactive adjustment will be paid in the Administration check dated 11/09/2022.
  • 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 Administration check dated 11/23/2022.

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 Security Supervisors Unit April 2016, April 2017, April 2018, April 2019, April 2020, April 2021, and April 2022 Retroactive Salary Increases and the October 2021 Increase to the 25 Year Longevity Step 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 Security Supervisors Unit April 2016, April 2017, April 2018, April 2019, April 2020, April 2021, and April 2022 Retroactive Salary Increases and the October 2021 Increase to the 25 Year Longevity Step. 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 Administration and Institution Pay Period 15L

The following procedures must be used by the agency when submitting transactions in Administration or Institution Pay Period 15L:

Retroactive Salary Increases

  • For pay changes, position changes, and transfers requested on the Job Action Requests or Transfer Requests page with an effective date on or after 03/31/2016 (Institution) or 04/07/2016 (Administration):
    • The agency must not include the April 2016, April 2017, April 2018, April 2019, April 2020, April 2021, and April 2022 Security Supervisors Unit Retroactive Salary Increases and the October 2021 Increase to 25 Year Longevity Pay in the salary reported in the Pay Rate field.
    • The 04/01/2015 Salary Schedule must be used to calculate the salary.

Increase to the 25 Year Longevity Step

When submitting pay changes, position changes and transfers in Administration and Institution Pay Period 15L on the Job Action Requests or Transfer Requests page with an effective date on or after 09/30/2021 (Administration) or 10/07/2021 (Institution), the agency must not include the October 2021 Security Supervisors Unit Increase to the 25 Year Longevity Step in the salary reported in the Pay Rate field.

Institution Agencies Only

New Hire transactions submitted in Institution Pay Period 15L must use the Hiring Rate of the employee’s grade on the effective date from the 04/01/2015 Salary Schedule. Since the 04/01/2016 through 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 Administration or Institution Pay Period 16L

Composite Positions

Beginning in Administration or Institution Pay Period 16L 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.

April 2021 Retroactive Salary Increase due to the Adjustment to the Salary Schedule Processing (BU 91 only) – Hourly Employees

Employees with a Comp Rate Code of HRY are eligible to receive the April 2021 Council 82 BU 91 Retroactive Salary Increase due to the Adjustment to the Salary Schedule. If their position is not associated with a salary grade, please contact DOB for guidance. If their position is associated with a salary grade, the amount of the increase due is calculated as follows:

  • Determine the salary grade associated with the employee’s hourly position.
  • Annualize the employee’s hourly rate by multiplying the rate by 2088.
    Note: The hourly rate used should reflect the retroactive BU 91 April 2020 2% increase.
  • Compare the annualized salary to the applicable salary grade on the 04/01/2020 Salary Schedule to determine if the salary is equal to a salary step. If the annualized salary falls below the Hiring Rate of the applicable salary grade, use the Hiring Rate.
  • If the annualized salary is equal to a salary step on the 04/01/2020 Salary Schedule, the salary of the comparable step on the 04/01/2021 Salary Schedule is the new annualized salary.
  • If the annualized salary is not equal to a salary step on the 04/01/2020 Salary Schedule, determine the new annualized salary as follows:
    • Compare the employee’s annualized salary determined above to the 04/01/2020 Salary Schedule to determine the closest lower step to the employee’s annualized salary.
    • Determine the difference between the step identified above and the annualized salary. (Annualized Salary – Step Amount = Difference)
    • Using the step identified above, determine the value of the same step on the 04/01/2021 Salary Schedule.
    • Add the value of the Difference calculated above to the salary of the step on the 04/01/2021 Salary Schedule.
  • Divide the resulting annualized salary by 2088 to determine the employee’s new hourly rate.
  • Agencies must enter a General Comment indicating the grade associated with the employee’s hourly position and the calculation used to determine the employee’s new hourly rate.

Agencies may submit a Pay Change on the Job Action Requests page using the appropriate Reason code (see below) to pay the parity salary increase, if eligible, as explained above.

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 Security Supervisors Unit April 2016, April 2017, April 2018, April 2019, April 2020, April 2021, and April 2022 Retroactive Salary Increases and the October 2021 Increase to the 25 Year Longevity Step. 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 XL or Administration Pay Period XL.

To Process Payment Manually

Retroactive Salary Increases

The following Action/Reason Code(s) must be used to pay the Retroactive Security Supervisors Unit April 2016, April 2017, April 2018, April 2019, April 2020, April 2021, and April 2022 Salary Increases and October 2021 Increase to 25 Year Longevity Step to eligible employees not processed automatically:

  • Reason Code SAC (Mass Salary Increase – for transactions effective:
    • 2016 Increase – on 03/31/2016 (Institution) or 04/07/2016 (Administration)
    • 2017 Increase – on 03/30/2017 (Institution) or 04/06/2017 (Administration)
    • 2018 Increase – on 03/29/2018 (Institution) or 04/05/2018 (Administration)
    • 2019 Increase – on 03/28/2019 (Institution) or 04/04/2019 (Administration)
    • 2020 Increase – on 03/26/2020 (Institution) or 04/02/2020 (Administration)
    • 2021 Increase – on 03/25/2021 (Institution) or 04/01/2021 (Administration)
    • 2021 Increase to 25 Year Longevity Step – on 10/07/2021 (Administration) or 09/30/2021 (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:
    • 2016 Increase – after 03/31/2016 (Institution) or 04/07/2016 (Administration)
    • 2017 Increase – after 03/30/2017 (Institution) or 04/06/2017 (Administration)
    • 2018 Increase – after 03/29/2018 (Institution) or 04/05/2018 (Administration)
    • 2019 Increase – after 03/28/2019 (Institution) or 04/04/2019 (Administration)
    • 2020 Increase – after 03/26/2020 (Institution) or 04/02/2020 (Administration)
    • 2021 Increase – after 03/25/2021 (Institution) or 04/01/2021 (Administration)
    • 2021 Increase to 25 Year Longevity Step – after 10/07/2021 (Administration) or 09/30/2021 (Administration)
    • 2022 Increase – after 04/07/2022 (Institution) or 03/31/2022 (Administration)

Institution Agencies Only

Institution agencies submitting transactions in Institution 15L to pay the 25 Year Longevity Pay for the first time to newly eligible employees must use the longevity pay amount of the employee’s grade from the 04/01/2021 Security Supervisors Unit Salary Schedule.

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 Holiday Pay (HPA), resulting from payment of the April 2016, April 2017, April 2018, April 2019, April 2020, April 2021, and/or April 2022 Security Supervisors Unit Retroactive Salary Increases and the October 2021 Increase to the 25 Year Longevity Step.

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 Administration or Institution Pay Period 16L, 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
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
428 Dependent Care
433 Total Unemployment Ins Owed
442 Pre-Tax Adoption
500 Medicare Deficiency
501 Social Security Deficiency
502 NYS SS/Medicare Deficiency
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.