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Date:August 24, 2006
Bulletin Number:648-A
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Subject

Cash Advance Payment for Eligible Employees Represented by NYSCOPBA (BU01)

Purpose

To explain OSC’s automatic processing of payments.

Affected Employees

Arbitration-eligible Department of Corrections employees represented by NYSCOPBA (BU01) in the following titles:
Correction Officer
Correction Officer Spanish Language
Correction Officer Trainee*
Correction Officer Trainee Spanish Language*
Correction Sergeant
Community Correctional Center Assistant
Institution Safety Officer

*Correction Officer Trainees who are in Department 10410 are not eligible for this Cash Advance Payment.

Background

Pursuant to Chapter 113 of the Laws of 2006 which implements the Arbitration Award between New York State and the New York State Correctional Officers and Police Benevolent Association (NYSCOPBA) and provides for salary increases and other payments for those employees covered by the award.

Due to the complexity of processing the General Salary Increases and the length of time required to program their implementation, OSC will provide a one-time Cash Advance Payment to employees eligible to receive the retroactive increases.  When the General Salary Increases are actually processed and paid, the advance amount will be deducted from the retroactive earnings generated.  
                                                                                       
This revision reflects a change in the methodology to maximize the amount of the advance payment while avoiding overpayments.

Effective Date(s)

The Cash Advance Payment (CAP) will be processed in Pay Period 10L, paychecks dated 8/31/06 (Institution) and 9/6/06 (Administration).

Cash Advance Payment Eligibility and Payment Amounts

OSC has provided for a Cash Advance Payment (CAP) for employees affected by the arbitration award.

Correction Officers, Correction Officers Spanish Language, Correction Sergeants and Community Correctional Center Assistants
For eligible employees in the titles of Correction Officer, Correction Officer Spanish Language, Correction Sergeant and Community Correctional Center Assistant, the maximum Cash Advance Payment amount is $7,500.

Employees in these titles who were on the payroll full-time in BU01 from 3/27/03 through 8/9/06 (Administration) or 4/3/03 through  8/2/06 (Institution) with no break in service and remained in one of these titles will be eligible for $7,500. Employees not Active for the entire period are eligible for a prorated share of the $7,500, as follows:

FY 2003-04

$32.70 per pay period, maximum $850

FY 2004-05

$75.00 per pay period (Institution), maximum $1,950
$72.20 per pay period (Admin), maximum $1,950

FY 2005-06

$121.20 per pay period, maximum $3,150

FY 2006-07

$172.20 per pay period, maximum $1,550

Employees on paid Leave with a part-time percentage will receive a prorated amount based on the percentage.

Correction Officer Trainees, Correction Officer Trainees Spanish Language, and Institution Safety Officers
For eligible employees in the title of Institutional Safety Officer (grade 109), as well as Correction Officer Trainees who did not or have not reached full Correction Officer status (current trainees or those who terminated or transferred prior to completion of traineeship), the maximum Cash Advance Payment amount is approximately $5,000. Cash advance payment amounts are derived using the result for each year according to the above schedule, and adjusting as follows:

For advance amounts between:

Update with new amount:

$0.01

$500.00

Amt * .667

$500.01

$600.00

$367.00

$600.01

$700.00

$434.00

$700.01

$800.00

$500.00

$800.01

$900.00

$567.00

$900.01

$1,000.00

$634.00

$1,000.01

$1,100.00

$700.00

$1,100.01

$1,200.00

$767.00

$1,200.01

$1,300.00

$834.00

$1,300.01

$1,400.00

$900.00

$1,400.01

$1,500.00

$967.00

$1,500.01

$1,600.00

$1,034.00

$1,600.01

$1,700.00

$1,101.00

$1,700.01

$1,800.00

$1,167.00

$1,800.01

$1,900.00

$1,234.00

$1,900.01

$2,000.00

$1,301.00

$2,000.01

$2,100.00

$1,367.00

$2,100.01

$2,200.00

$1,434.00

$2,200.01

$2,200.01

$1,501.00

$2,300.01

$2,400.00

$1,567.00

$2,400.01

$2,500.00

$1,634.00

$2,500.01

$2,600.00

$1,701.00

$2,600.01

$2,700.00

$1,768.00

$2,700.01

$2,800.00

$1,834.00

$2,800.01

$2,900.00

$1,901.00

$2,900.01

$3,000.00

$1,968.00

$3,000.01

$3,100.00

$2,034.00

$3,100.01

$3,150.00

$2,101.00

Time served as a Correction Officer Trainee in Department 10410 during the eligibility period does not count toward the total number of eligible pay periods. 

Employees on paid Leave with a part-time percentage will receive a prorated amount based on the percentage.

OSC Actions in Pay Period 10L

In Pay Period 10L, OSC will automatically process the Cash Advance Payment (CAP) as follows:

Correction Officer Trainees, Correction Officer Trainees Spanish Language,  Correction Officers, Correction Officers Spanish Language, Correction Sergeants and Community Correctional Center Assistants

OSC will insert a row in Time Entry using the Earn Code CAP for each fiscal year in which the employee was eligible for a Cash Advance Payment.  Maximum amounts for each payment are described above.  The Begin and End Dates in Time Entry will be the last date the employee was eligible for the payment in the appropriate fiscal year. The earnings will insert under the Department in which the employee was located as of the Earnings End Date.

Deduction Information

All general deductions for employees whose status is Terminated, Retired or Deceased will be automatically cancelled by OSC with the exception of the following:

Code

           Narrative

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

GARNSH

Garnishments

HIATRG

Regular After Tax Health

HIATSP

Special After Tax Health Adj

HIBTRG

Regular Before Tax Health

HIBTSP

Special Before Tax Health Adj

Employees whose current employee status in PayServ is Terminated, Retired, or on a Leave with or without pay who have since died should have the employee status changed to Deceased by entering a transaction in PayServ using Terminate/Deceased (DEC) with the date of death.  Any paycheck issued to a deceased employee on record will then be correctly taxed with any applicable Federal or State taxes.

Undeliverable Checks

Inactive employees may be eligible for a payment as a result of the salary adjustment. 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 should forward the check to the NYS Department of Tax and Finance, Division of Treasury, per instructions in Payroll Bulletin No. 456.

Checks issued to eligible employees who are now deceased should be returned with a completed Next of Kin Affidavit (Form AC 934-P) and a Report of Check Exchange (Form AC 1476-P).

For recipients of a previously deceased employee's payroll checks where a Next of Kin Affidavit and Report of Check Exchange forms have been submitted, OSC will accept a photocopy of these forms to process the exchange of the Cash Advance Payment.

Payroll Register and Employee’s Paycheck/Advice

The Earn Code CAP and the payment amount will be displayed on the payroll register.

The earnings description, Cash Advance Payment, and amount will appear on the employee's paycheck stub or direct deposit advice.  A separate CAP entry will appear for each year in which the employee was eligible for a Cash Advance Payment.

Questions

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