Purpose

The purpose of this bulletin is to provide agency instructions for processing the April 2021 and April 2022 Retroactive General Salary Increases and July 2021 and July 2022 Retroactive Discretionary Salary Increases.

Affected Employees

Employees designated Management or Confidential in SUNY - BU13, who meet the eligibility criteria and are selected by the campus president, are affected.

Background

Chapter 361 of the Laws of 2022 provides for retroactive salary increases of two percent (2.00%) for all eligible M/C members who are included in Bargaining Unit 13. Payment of the increases are at the discretion of the campus president and are effective 04/01/2021 and 04/01/2022.

In addition, Chapter 361 of the Laws of 2022 provides for retroactive salary increases comprised of two one-half percent parts for all eligible M/C members who are included in Bargaining Unit 13. Payment of the increases are at the discretion of the campus president and are effective 07/01/2021 and 07/01/2022.

These payments are authorized in the 09/21/2022 Memorandum from the SUNY Board of Trustees. SUNY System Administration will provide campuses with details regarding the calculation and funding of these payments.

Effective Dates

The April 2021 and April 2022 and July 2021 and July 2022 Retroactive SUNY M/C Salary Increases should be processed in Administration Pay Period 16L for the paycheck dated 11/23/2022 using the following effective dates:

Eligibility Criteria

Employees selected by the campus president who meet the criteria listed below are eligible for the following retroactive increases:

Agency Actions

Prior to processing the payments, campuses are required to complete a roster identifying employees who will receive April 2021 and April 2022 and July 2021 and July 2022 SUNY M/C Retroactive Salary Increases. The roster must include the increased salary, the amount of the increase, must be signed by the campus president, and forwarded to SUNY System Administration. Campuses must submit their rosters to SUNY Administration by 10/24/2022.

A copy of this roster must be provided to OSC in Excel format.

To pay the April 2021 and April 2022 and July 2021 and July 2022 SUNY M/C Retroactive Salary Increases to eligible employees, agencies must submit a Pay Change on the Job Action Requests page using the Reason code SIC (Sal Incr) with the appropriate effective date as indicated above. The Pay Rate field should be populated based on the information on the approved roster.

Subsequent Rows

If the employee has rows on the Job Data page subsequent to the row inserted above and remained eligible, the agency must submit a Pay Change using the Job Action Requests page as follows:

• Reason Code CSL (Correct Salary) - if the employee’s Comp Rate Code is ANN.
• Reason Code CRT (Chang Rate) - if the employee’s Comp Rate Code is HRY or BIW. 

Processing FEE Employees

To pay employees with a Comp Rate Code of FEE, agencies must calculate the monies submitted on the Time Entry page using the increased rate beginning with the appropriate effective date.

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 Overtime (OTA and OTK), resulting from payment of the April 2021 and April 2022 and July 2021 and July 2022 SUNY M/C Discretionary Salary Increases.

If an employee receives a payment 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 campus 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 Pay Period 16L, the agency must report the adjustment amount for earnings codes such as OT Override (OTO) 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 at 1.5 (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 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 or ARO:

Military Leave Stipend

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 cancelled by OSC with the exception of the following:

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.

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.

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.

Questions

Questions regarding eligibility for the salary increases may be directed to the SUNY System Administration.

Questions regarding this bulletin may be directed to the Payroll Earnings mailbox.

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

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