The purpose of this bulletin is to provide instructions to campuses for processing United University Professions (UUP) Discretionary Increases.
SUNY Professional Services employees in Bargaining Unit 08 who meet the eligibility criteria and are selected by the campus President are affected.
Chapter 263 of Laws of 2018 implemented the agreement between the State of New York and UUP and provides for Discretionary Increases for UUP BU 08 employees. Payment of the increases is at the discretion of the Campus President and may be made to employees who are incumbents on the payroll on 6/30/2019.
Per the contract language, Article 20.8, the Discretionary Increase is comprised of two one-half percent parts. SUNY System Administration will provide campuses with details regarding the calculation and funding of these payments.
SUNY System Administration has designated Pay Period 18L, paychecks dated 12/24/2019 for each campus to submit their UUP 2019 Discretionary Increases. Rosters for Pay Period 18L are due to SUNY by 12/03/2019.
Effective dates of increases based on professional obligation:
|Pay Basis Code||Effective Date – 2019 Increase|
|ANN and CYF||07/01/2019|
|21P and CYP||08/22/2019|
|HRY or BIW||Based on Date of Obligation|
Campuses should make every effort to process the 2019 Discretionary Increases in Pay Period 18L. However, per the GOER side letter dated 11/12/2019, for campuses that require more time in order to insure the accurate analysis of the 2019 UUP Discretionary Increases for distribution, the following additional dates have been agreed upon:
- For all campuses (regardless of campus type) payments should be submitted in time for Pay Period 19L, paychecks dated 01/08/2020. Rosters for Pay Period 19L are due to SUNY by 12/17/2019.
- For University Centers and Health Science Centers payments should be submitted in time for Pay Period 21L, paychecks dated 02/05/2020. Rosters for Pay Period 21L are due to SUNY by 01/14/2020.
Employees selected by the campus president who meet the following criteria on 6/30/2019 AND on 12/11/2019 (Administration 18L Pay End Date) are eligible to receive the Discretionary Increase:
- Bargaining Unit = 08
- Salary Grade = 980
- Pay Basis Code = ANN, CYF, 21P, CAL, BIW, HRY, FEE
- Payroll Status = Active or Approved Leave
In addition, part-time employees who meet the above criteria on 4/30/2019 whose employment expired prior to 7/01/2019 are eligible for the discretionary increase if they are re-employed, meet the above criteria and are selected by the campus president.
Prior to processing the payments, campuses are required to complete a roster identifying employees who will receive a UUP 2019 Discretionary Increase amount. The roster must include the increased salary and must be signed by the campus president and forwarded to SUNY System Administration. A copy of this roster will be provided to OSC in Excel format.
To process the Discretionary Increase for eligible employees, agencies must submit a Job Action Request transaction using the Action/Reason code of Pay Rate Change/SIC (Salary Increase).
For eligible employees with the Pay Basis Code of ANN or CYF, the Action/Reason code of Pay Rate Change/SIC (Salary Increase) must be submitted effective 7/1/2019.
For eligible employees with the Pay Basis Code of 21P or CYP, the Action/Reason code of Pay Rate Change/SIC (Salary Increase) must be submitted effective 8/22/2019.
For eligible employees with the Pay Basis Code of CAL, the Action/Reason code of Pay Rate Change/SIC (Salary Increase) must be submitted effective 9/1/2019.
For eligible employees with the Pay Basis Code of BIW or HRY, the Action/Reason code of Pay Rate Change/SIC (Salary Increase) must be submitted based on date of obligation.
Agencies must submit Pay Rate Change transactions using the Action/Reason code of Pay Rate change/CSL (Correct Salary) to update any subsequent rows that appear on the employee’s Job Data record, provided the employee remained in BU08.
OSC 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 at 1.5 (OTA) and Lump Sum Annual (LSA), resulting from payment of the 2019 Discretionary Increase for employees in Bargaining Unit 08.
Campus Action – Retroactive Processing
Reporting Retroactive Adjustments
Time Entry earnings codes that are submitted with an amount will not be adjusted automatically. Therefore, beginning Administration Pay Period 17L or 18L, campuses must report the adjustment amount for earnings codes such as Balance of Contract (BAL), Lump Sum Payment Override (LSI) and FEE.
Correcting an Automatic Retroactive Adjustment
When certain conditions exist in an employee’s record, the automatic retroactive adjustment may be incorrect. Therefore, the campus 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
To process a retroactive adjustment or correct an automatic retroactive adjustment, campuses must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using the Earnings Code AJR.
|Earnings Begin Date:||The first date of Administration Pay Period 17L (or last date on payroll)|
|Earnings End Date:||The last date of Administration Pay Period 17L (or last date on payroll)|
|Amount:||Amount to be adjusted|
|Comments:||An explanation of the adjustment|
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:
|410||Health Care Spending Account|
|420||NY Dependent Care Contribution|
|425||Repay State Loans/Debt|
|426||Higher Ed Repay State Loan|
|433||Total Unemployment Ins Owed|
|501||Social Security Deficiency|
|502||NYS SS/Medicare Deficiency|
|HIATRG||Regular After Tax Health|
|HIATSP||Special After Tax Health Adj|
The adjustments (AJR and Retro (RXX)) are supplemental taxable income, 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).
If the campus has made an effort to deliver the check to the employee but the check has been returned and is undeliverable, the campus should forward the check to the NYS Department of Taxation and Finance, Division of Treasury, per instructions in Payroll Bulletin No. 908.
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. Campuses should utilize Locked Query #49 to identify a complete list of regular earnings and retroactive adjustments if there are more than 13 earnings codes.
Questions regarding eligibility for this payment may be directed to SUNY System Administration.
Questions regarding this bulletin may be directed to the Payroll Earnings Mailbox.