Purpose
To inform the agency of OSC’s automatic processing and provide instructions for payments not processed automatically
Affected Employees
Employees of the Division of State Police in the State Police Troopers Unit – BU07 and the State Police Commissioned/Non-Commissioned Officers Unit (CO/NCO) – BU17 who meet the eligibility criteria
Background
Chapter 24 of the Laws of 2019 implements the 2018-2023 Agreement between New York State and the Police Benevolent Association and provides for increases to certain payments effective April 1, 2018 and April 1, 2019 for employees in Bargaining Unit 07 and Commissioned/Non-Commissioned Officers in Bargaining Unit 17.
OSC will systematically process the increases for eligible employees in Bargaining Unit 07 and Bargaining Unit 17.
Effective Date(s)
The increases to Hazard Duty Pay, Location Pay (Bargaining Units 07 and 17), and Command Pay (Bargaining Unit 17) will be paid using the following effective dates and check date:
| Bargaining Units | Payments | Pay Cycle/Pay Period Type | Payment Effective Dates | Check Date |
| 07, 17 | Hazard Duty Pay | Administration 1 Lag | 11/01/2018 | 05/01/2019 |
| 07, 17 | Location Pay | Administration 1 Lag | 04/04/2019 | 05/01/2019 |
| 17 | Command Pay | Administration 1 Lag | 04/04/2019 | 05/01/2019 |
Eligibility Criteria and Contract Provisions
Employees in Bargaining Unit 07 or Bargaining Unit 17 who have a Payroll Status of Active, Leave With Pay, or Leave of Absence with an Action/Reason code of Leave of Absence/MLS (Mil Stip), Leave of Absence/MTS (Military Training Stipend), or Leave of Absence/MLL (Mil Lv) on the payment effective date of 04/04/2019 (Administration) are eligible for increases to Hazard Duty Pay, Location Pay (Bargaining Units 07 and 17), and Command Pay (Bargaining Unit 17).
Hazard Duty Pay (HZS)
Bargaining Units 07 and 17
Effective 11/01/2018, Hazardous Duty Pay will be increased to $3,734 annually.
Location Pay (LPO)
Bargaining Units 07 and 17
Effective 04/04/2019, Location Pay will be increased to $1,686 annually.
Command Pay (COM)
Bargaining Unit 17
Effective 04/04/2019, Command Pay will be increased to $1,519 annually.
OSC Actions
OSC will automatically update rows on the Additional Pay page to reflect the following increases for employees in Bargaining Unit 07 and Commissioned/Non-Commissioned Officers in Bargaining Unit 17 that meet the eligibility criteria:
Hazardous Duty Pay (HZS)
OSC will automatically update the Additional Pay page for the 11/01/2018 effective dated rows to increase the amount from $2,450 to $3,734 for all employees in BU 07 and BU17 receiving Hazard Duty Pay.
| Earnings Code: | HZS |
| Effective Date: | 11/01/2018 (Administration) |
| OT Eff Date: | Same as Effective Date |
| Annual Addl Earnings: | $3,734 |
OSC will automatically update any eligible subsequent rows.
Location Pay (LPO)
OSC will automatically insert a row to update the Additional Pay page with an effective date of 04/04/2019 and increase the amount from $1,536 to $1,686 for all employees in BU07 and BU17 receiving Location Pay.
| Earnings Code: | LPO |
| Effective Date: | 04/04/2019 (Administration) |
| OT Eff Date: | Same as Effective Date |
| Annual Addl Earnings: | $1,686 |
OSC will automatically update any eligible subsequent rows.
Command Pay (CMD)
OSC will automatically insert a row to update the Additional Pay page with an effective date of 04/04/2019 and increase the amount from $319 to $1,519 for all employees in BU17 receiving Command Pay.
| Earnings Code: | CMD |
| Effective Date: | 04/04/2019 (Administration) |
| OT Eff Date: | Same as Effective Date |
| Annual Addl Earnings: | $1,519 |
OSC will automatically update any eligible subsequent rows.
Agency Actions
To pay Hazard Duty Pay, Location Pay (Bargaining Units 07 and 17) or Command Pay (Bargaining Unit 17) to eligible employees not processed automatically or who return from an authorized leave of absence, the agency must submit the following information on the Additional Pay page using the appropriate Earnings Code:
Hazardous Duty Pay (HZS)
| Earnings Code: | HZS |
| Effective Date: | 11/01/2018 or the date the employee returns from an authorized leave of absence |
| OT Eff Date: | Same as Effective Date |
| Annual Addl Earnings: | $3,734 |
| Earnings End Date: | Leave Blank |
| Goal Balance | Leave Blank |
Location Pay (LPO)
| Earnings Code: | LPO |
| Effective Date: | 04/04/2019 or the date the employee returns from an authorized leave of absence |
| OT Eff Date: | Same as Effective Date |
| Annual Addl Earnings: | $1,686 |
| Earnings End Date: | Leave Blank |
| Goal Balance | Leave Blank |
Command Pay (CMD)
| Earnings Code: | CMD |
| Effective Date: | 04/04/2019 or the date the employee returns from an authorized leave of absence |
| OT Eff Date: | Same as Effective Date |
| Annual Addl Earnings: | $1,519 |
| Earnings End Date: | Leave Blank |
| Goal Balance | Leave Blank |
Automatic Retroactive Processing
OSC will automatically calculate retroactive payments based on the increases to Additional Pay earnings.
Additional Pay earnings that were previously reported as adjustments such as Adjust Expanded Duty Pay (AED) will not be retroactively adjusted.
Time Entry earnings that are paid as an amount such as ADJ and OTO will not be automatically adjusted.
The agency must calculate and submit adjustments to these earnings using the Time Entry Earn Code of AJR (Adjust Raise).
Control-D Report Available After Processing
The following Control-D report will be available after processing of the automatic increases:
NHRP703 Mass Salary Additional Pay Report
This report identifies all employees receiving an automatic increase for Location Pay (LPO) and Command Pay (CMD). Fields on this report include EmplID, Employee Record Number, Employee Name, Earn Code, Grade, Salary Plan, Bargaining Unit, and Additional Pay Amount.
NPAY770 – One Time Payment Report
This report identifies employees who received a Retroactive Increase to Hazardous Duty Pay (HZS).
Deduction Information
All general deductions for employees whose status is Terminated, Retired, or Deceased will be automatically cancelled by OSC with the exception of percentage based dues and the following:
| Code | Narrative |
| 406 | Strike/Disciplinary Fine |
| 410 | Health Care Spending Account |
| 420 | NY Dependent Care Contribution |
| 425 | Repay State Loans/Debt |
| 426 | Higher Ed Repay State Loan |
| 428 | Dependent Care |
| 433 | Total Unemployment Ins Owed |
| 500 | Medicare Deficiency |
| 501 | Social Security Deficiency |
| 502 | NYS SS/Medicare Deficiency |
| GARNSH | Garnishments |
| HIATRG | Regular After Tax Health |
| HIATSP | Special After Tax Health Adj |
Tax Information
These monies are taxable income and are subject to all employment taxes and income taxes. These monies will be included in the employee’s taxable gross and will be reported on the employee’s Form W-2.
Earning Codes HZS and AJR are supplemental taxable wages, will be included in the employee’s taxable gross, and are 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 (1.61135% for Yonkers residents and 0.50% for Yonkers non-residents).
Payroll Register and Employee’s Paycheck/Advice
All retroactive adjustments will be displayed on the Payroll Register using the appropriate earnings code and the associated amount. The description of each earnings code and the associated amount will appear on the employee’s paycheck stub or direct deposit advice unless there are more than 13 earnings codes. For these employees, agencies should utilize Locked Query LQ_049_ARCHIVED_EE_PAYSTUB to identify a complete list of all regular earnings and retroactive adjustments.
Undeliverable Checks
If the agency has made an effort to deliver the check to the employee but the check has been returned and is undeliverable, the agency must complete form AC3340, Request for Payroll Check Stop Payment, and email it to the Annual Uncashed Payroll Check Outreach mailbox. Please refer to Payroll Bulletin No. 1684 for instructions.
Checks issued to eligible employees who are now deceased should be returned with a completed Next of Kin Affidavit (Form AC 934-P), original death certificate, and a Report of Check Exchange (Form AC 1476-P). If a Next of Kin Affidavit has been previously submitted for a deceased employee’s payroll check, OSC will accept a photocopy of this form along with a new Report of Check Exchange.
Questions
Questions regarding transactions may be emailed to the Payroll Earnings mailbox.
Questions regarding deductions may be directed to the Payroll Deduction mailbox.
Questions regarding taxes may be directed to the Tax and Compliance mailbox.