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Date: September 9, 2009

Bulletin Number: 923

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Subject

Arbitration Award Implementation of Retroactive General Salary Increases and Other Payments for Employees Represented by Security Supervisors Unit, Council 82 (BU61)

Purpose

To explain OSC’s automatic processing and to provide instructions for processing adjustments and changes.

Affected Employees

Employees represented by Council 82 Security Supervisors Unit (BU61).


Effective Date(s)

Retroactive General Salary Increases will be processed in Pay Period 13L - paychecks dated 10/8/09 (Institution) and 10/14/09 (Administration).

Background

Pursuant to Chapter 213 of the Laws of 2009 which implements the Arbitration Award between New York State and Council 82 Security Supervisors Unit (BU61) and provides for salary increases and additional payments for those employees covered by the award.

Contract Provisions and Eligibility

April 1, 2005 General Salary Increase
The legislation provides for a 2.25% Salary Increase for employees who, on or after the effective date of the increase, have a status of Active, Paid Leave, or Leave of Absence due to Workers’ Compensation or Military Leave, and are in graded positions.

  • Payable 3/31/05 Institution and 4/7/05 Administration.
  • Revised April 1, 2005 Salary Schedule.

April 1, 2006 General Salary Increase
The legislation provides for a 2.75% Salary Increase for employees who, on or after the effective date of the increase, have a status of Active, Paid Leave, or Leave of Absence due to Workers’ Compensation or Military Leave, and are in graded positions.

  • Payable 3/30/06 Institution and 4/6/06 Administration.
  • Revised April 1, 2006 Salary Schedule.

March 31, 2007 General Salary Increase
The legislation provides for salaries to be increase by $3,050 as the payments for the Security Enforcement Differential ($1,550) and Corrections Clothing Allowance ($1,500) are ended and moved into the base salary.

  • Payable 3/29/07 Institution and 4/5/07 Administration.
  • Revised March 31, 2007 Salary Schedule.

Correction Clothing Maintenance Allowance

Legislation provides for the discontinuation of the Clothing Maintenance Allowance for employees in the following title:

Correction Lieutenant

The Correction Clothing Maintenance Allowance will be discontinued and recovered effective 3/31/07 and the amount of the payment ($1,500) shall be rolled into the employee’s base salary.

Security Enforcement Differential

Legislation provides for an increase to the Security Enforcement Differential (SED) as follows:

  • April 1, 2005,  Increased to $850 annually
  • April 1, 2006,  Increased to $1100 annually
  • March 31, 2007, Payment of SED will be discontinued and $1,550 will be added to base salary

Location Pay and Supplemental Location Pay

Legislation provides for increases to and the combining of Location Pay and Supplemental Location Pay beginning effective 4/1/05 in the following amounts:

4/1/05

Orange, Putnam and Dutchess Counties

$1,092

 

NYC and Rockland and Westchester Counties

$2,938

 

Nassau and Suffolk Counties

$3,093

Legislation provides for increases to and the combining of Location Pay and Supplemental Location Pay beginning effective 4/1/06 in the following amounts:

4/1/06

Orange, Putnam and Dutchess Counties

$1,126

 

NYC and Rockland and Westchester Counties

$3,026

 

Nassau and Suffolk Counties

$3,093

Inconvenience Pay
The legislation provides for an increase to Inconvenience Pay using new defined night and evening shifts in the following amounts:

4/1/06

Night Shift (as determined by facility)

$900

 

Evening Shift (as determined by facility)

$1,800

Such amounts shall be offset by payments already received as Inconvenience Pay in each year and the remainder shall be calculated as part of the retroactive payment.

Calculation of Salaries for Employees Who Change Bargaining Units

Whenever an employee has movement between different bargaining units within a fiscal year, the salary must be reconstructed as if the employee has been in the new bargaining unit as of the beginning of the fiscal year in which the employee moved.

Refer to Payroll Bulletin No. 702, issued February 22, 2007, for more information.

New Earnings Codes

OSC has created the following new Additional Pay and Time Entry earnings codes to pay the new Inconvenience Pay amounts:

Additional Pay:

  • FIE - Inconvenience Full Evenings (replaces Earnings Code IPF)
  • AFE - Adjust Inconvenience Full Evenings (replaces Earnings Code AIF)
  • FIN - Inconvenience Full Nights (replaces Earnings Code IPF)
  • ACF - Adjust Inconvenience Full Nights (replaces Earnings Code AIF)
  • PIC - Inconvenience Part (replaces Earnings Code IPP)
  • APC - Adjust Inconvenience Part (replaces Earnings Code AIP)

Time Entry:

  • IEI - Intermittent Inconvenience Pay Evenings (replaces Earnings Code IIP)
  • INI - Intermittent Inconvenience Pay Nights (replaces Earnings Code IIP)
  • OEI - Overtime with IEI (replaces Earnings Code (OIS)
  • ONI - Overtime with INI (replaces Earnings Code (OIS)

OSC Actions

Salary Increases

After payroll processing for Pay Period 13L is complete, OSC will automatically insert rows in the Job Data page to reflect the April 2005, 2006 and 2007 retroactive Salary Increases for employees who are in Bargaining Unit 61 on or after the effective dates of the increases.

These increases will be processed in the following manner:

  • For employees in Bargaining Unit 61 who, on the effective dates of the increases have a status of Active, Paid Leave (except those on Military Stipend), OSC will insert a row on the employee’s Job record, effective the dates of the increases, using the Action/Reason codes of PAY/SAC (Pay Rate Change/Mass Salary Increase).
  • For the above employees, OSC will update all subsequent Job rows in which the employee is in Bargaining Unit 61, regardless of status, using the Action/Reason codes of PAY/CSL (Pay Rate Change/Correct Salary).
  • For employees who were not Active in Bargaining Unit 61 on the effective date of an increase  or in a Bargaining Unit other than 61, but who became Active in Bargaining Unit 61 after the effective date of the increase, OSC will insert a row to reflect the Salary Increase, effective the date that the employee became Active.  The Action/Reason codes of PAY/CSL (Pay Rate Change/Correct Salary) will be used.
  •  For the above employees, OSC will update subsequent Job rows, regardless of the employee’s status, using the Action/Reason codes of PAY/CSL.

Correction Clothing Maintenance Allowance (CA2)

  • OSC will automatically inactivate the Time Entry code (CA2) effective 4/4/07 or later and remove it from Earnings Program N61.
  • OSC will automatically add the amount of the Correction Clothing Maintenance Allowance to the employee’s base salary effective 3/31/07.
  • OSC has created the new Time Entry code CCA to recover the 2007 and 2008 Correction Clothing Maintenance Allowance payments. There will be two (2) entries using the same effective dates as the original payments and will be in the amount of -$1,500 each.
  • All negative retroactive adjustments for the Correction Clothing Maintenance Allowance from 2007 and 2008 will be offset by the addition of the payment to the base salary.

Security Enforcement Differential (SED)

Increase to Security Enforcement Differential (SED)

  • OSC will automatically update rows on the Additional Pay page for all employees receiving Security Enforcement Differential Pay with an effective date of 3/31/05 (Institution) or 4/7/05 (Administration) or later and increase the amount to $850.
  • OSC will automatically update rows on the Additional Pay page for all employees receiving Security Enforcement Differential Pay with an effective date of 3/30/06 (Institution) or 4/6/06 (Administration) or later and increase the amount to $1,100.

Inactivation and Recovery of Security Enforcement Differential (SED) 

  • OSC will insert an end date on the Additional Pay page to inactivate the Additional Pay Code SED with an effective date of 3/29/07 (Institution) and 4/5/07 (Administration) or later and remove it from Earnings Program N61.
  • All negative retroactive adjustments for the Security Enforcement Differential from 2007 through present will be offset by the addition of the payment to the base salary.

Addition to Base Salary

  • OSC will automatically add the amount of the Security Enforcement Differential Pay to the employee’s base salary effective 3/31/07 in the amount of $1,550.

Location Pay  and Supplemental Location Pay (NYC and Rockland, Westchester, Nassau and Suffolk Counties)

Location (LOC)

4/1/05

NYC and Rockland and Westchester Counties

$2,938

 

Nassau and Suffolk Counties

$3,093

OSC will automatically update all existing Location Pay (LOC) rows on the Additional Pay page for all employees who have an existing Location Pay (LOC) row effective 3/31/05 (Institution) and 4/7/05 (Administration) or later with the appropriate annual earnings amount listed above.

4/1/06

NYC and Rockland and Westchester Counties

$3,026

 

Nassau and Suffolk Counties

$3,093

OSC will automatically update all existing Location Pay (LOC) rows on the Additional Pay page for all employees who have an existing Location Pay (LOC) row effective 3/30/06 (Institution) and 4/6/06 (Administration) or later with the appropriate annual earnings amount listed above.

OSC will automatically insert an end date on all Supplemental Location Pay (SUP) rows with an effective date of 3/31/05 (Institution) and 4/7/05 (Administration) or later.

Supplemental Location Pay (Orange, Putnam and Dutchess Counties)

Employees who currently receive only Supplemental Location Pay (SUP) will have their earnings code changed to Location Mid-Hudson Pay (LMH) and SUP ended effective 3/31/05 (Institution) and 4/7/05 (Administration).

The Retro process will be allowed to process as normal.  This will recover any Supplemental Location Pay (SUP) row that has been paid since April 2005.

Location Mid-Hudson (LMH)

4/1/05

Orange, Putnam and Dutchess Counties

$1,092

  • OSC will automatically insert new Location Mid-Hudson Pay (LMH) rows on the Additional Pay page for all eligible employees effective 3/31/05 (Institution) and 4/7/05 (Administration) or later with the annual earnings amount listed above.

4/1/06

Orange, Putnam and Dutchess Counties

$1,126

  • OSC will automatically insert new Location Mid-Hudson Pay (LMH) rows on the Additional Pay page for all eligible employees effective 3/30/06 (Institution) and 4/6/06 (Administration) or later with the annual earnings amount listed above.

OSC will insert any Location Mid-Hudson Pay (LMH) rows on the Additional Pay page to reflect any status, eligibility or percentage changes on the Job Data page 3/31/05 (Institution) and 4/7/05 (Administration) or later.

OSC will automatically insert an end date on any Supplemental Location Pay (SUP) row with an effective date of 3/31/05 (Institution) and 4/7/05 (Administration) or later.

The Retro process will be allowed to process as normal.  This will recover any Supplemental Location Pay (SUP) row that has been paid since April 2005.

Inconvenience Pay

OSC will end any Inconvenience Pay rows that exist for an employee from 3/30/06 (Institution) or 4/6/06 (Administration) to the current date.

  • For employees who have been paid Inconvenience Pay (IPF or IPP) prior to April 2006 and have no rows dated 3/30/06 (Institution) or 4/6/06 (Administration) or after on the Additional Pay page, OSC will insert an End Date of 3/29/06 or 4/5/06 (last day payment is due) on the last row.
  • Employees with IPP or IPF on 3/30/06 (Institution) or 4/6/06 (Administration) or later will have an End Date added to the row using the Effective Date of the row as the End Date.

The Retro process will be allowed to process as normal.  This will recover any Inconvenience Pay that has been paid since April 2006 as well as any Earnings that use Inconvenience Pay in the calculation (i.e. overtime, lost time, holiday, etc.).

Automatic Retroactive Processing

OSC will automatically calculate retroactive payments resulting from the above increases.

For eligible employees who have worked in more than one (1) agency and have been paid by all agencies using the same Employee Record Number since the effective date of the increases, all retroactive adjustments will be paid in the most current agency.

For eligible employees who have worked in more than one (1) agency and have been paid from more than one (1) Employee Record Number since the effective date of the increases, the retroactive adjustment for earnings in each Employee Record Number will be paid in the most current agency, on the appropriate pay cycle, under each Employee Record Number.

Retroactive Adjustments for Time Entry Earnings
Time Entry earn codes that are calculated based on an employee’s additional salary factors such as overtime (OTA) and holiday (HPA) will be automatically adjusted.

Pre-Shift Briefing (PS6) paid in Time Entry will also be automatically adjusted due to the above increases.

PS2 adjustments must be submitted by the agency in Time Entry.

Agency Actions

In Pay Period 13L, agencies may begin submitting the new Inconvenience Pay amounts for eligible employees using the new earnings codes listed above.  All transactions must be entered in the same pay period that OSC ends the old Inconvenience Pay.  These transactions must be completed by the agency cutoff unless permission is received from OSC.

Inconvenience Pay Full or Partial
Agencies are responsible for entering all rows on Inconvenience Pay necessary to re-create the earnings for the employee.

  • If the employee worked one shift on a continual basis prior to April 2006, the agency must enter one (1) row to start the proper shift on 3/30/06.
  • If the employee needs entries for any combination of the new shifts, the agency must end the first shift before starting the new shift.  An End Date can be added directly to the row starting the earnings.
  • The factor rows for 2007 and 2008 must be entered if applicable.
  • If the employee has any row on the Job Data page that created a row on the IPF or IPP earnings, the agency must add a row using the new earn code with the effective date of the Job transaction.  For example, if an employee went on Sick Leave at Half Pay, a row must be added using the date of the sick leave.  Another row with the date of the Return from Leave must also be added.
  • If an employee was on a leave of absence without pay, the agency must enter a row to end the Inconvenience Pay on the date before the leave or add the End Date to the row that started the Inconvenience Pay.

Agencies must use the following procedures when reporting the new Inconvenience Pay on the Additional Pay page.

For eligible employees on the evening shift (evening shifts are defined as any shift that begins at or between 11:00 a.m. and 6:59 p.m.):

Earnings Code:

FIE

Effective Date:

3/30/06 (Institution) or 4/6/06 (Administration) or the date the employee becomes eligible

End Date:

If necessary

Annual Addl Earnings:

$1800.00

Adjustments to FIE must be made using the new Earnings Code AFE.

For eligible employees on the night shift (night shifts are defined as any shift that begins at or between 7:00 p.m. and 2:59 a.m.):

Earnings Code:

FIN

Effective Date:

3/30/06 (Institution) or 4/6/06 (Administration) or the date the employee becomes eligible

End Date:

If necessary

Annual Addl Earnings:

$900.00

Adjustments to FIN must be made using the new Earnings Code ACF.

For eligible employees working part of their regular schedule on an evening and/or night shift in the same biweekly pay period:

Earnings Code:

PIC

Effective Date:

3/30/06 (Institution) or 4/6/06 (Administration) or the date the employee becomes eligible

End Date:

If necessary

Annual Addl Earnings:

Appropriate Amount

Note: The amount for PIC must be in multiples of $90, not to exceed $1,710.

Adjustments to PIC must be made using the new Earnings Code APC.

Intermittent Inconvenience Pay
Agencies must report the increased amount of Intermittent Inconvenience Pay using the following procedures:

Agencies must recover the original Intermittent Inconvenience Pay by entering an IIP transaction using a minus sign on the Time Entry page and the same earnings Begin and End Dates for the entire period of the payments.

Agencies may then enter the number of units for the new shifts by entering the following on the Time Entry page:

Earnings Code:

IEI or INI

Earn Begin Date:

Same as previously reported IIP transaction date

Earn End Date:

Same as previously reported IIP transaction date

Hours/Units:

Total number of shifts (by each shift)

Overtime Codes
The same procedure must be used to recover the Overtime Inconvenience Pay earnings and to pay the new amounts.

  • Note:  The total number of the new earnings paid must not exceed the number shifts or overtime hours recovered.

Earnings Code:

OEI or ONI

Earn Begin Date:

Same as previously reported OIS transaction date

Earn End Date:

Same as previously
reported OIS transaction date

Hours/Units:

Total number of overtime hours (for each shift)



Agency Actions for Retroactive Processing

Retroactive adjustments will be automatically calculated for certain regular, Additional Pay and certain miscellaneous earnings based on the Salary Increases.

Time Entry earnings submitted with an amount will not be retroactively adjusted. Therefore, the agency must report the adjustments when the following earn codes were used to report earnings on or after 3/31/05 (Institution) and 4/7/05 (Administration):  PS2, PS6, RGO, OTO, LTO, PLO, SOO, OTT, ADJ, APB and ES2.

Additional Miscellaneous Information and Procedures Regarding Retroactive Processing

  • If a check was returned on an AC 230 for dates on or after 3/31/05 (Institution) and 4/7/05 (Administration) or 3/30/06 (Institution) and 4/6/06 (Administration), the agency must review the retroactive adjustment for that employee, as the payroll system does not always consider AC 230s when processing retroactive adjustments. Therefore, the agency may need to report an adjustment of earnings.
  • If an employee received earnings on an AC 39 (Typewritten Payroll) prepared by OSC for earnings on or after 3/31/05 (Institution) and 4/7/05 (Administration) or 3/30/06 (Institution) and 4/6/06 (Administration), the agency must submit an adjustment for all earnings paid on the typewritten payroll.
  • If RGS was previously submitted using a date range that exceeded the number of days reported, the payroll system will calculate the adjustment of earnings based on the number of workdays within the range. Therefore, the agency must report an adjustment to reduce the automatic retroactive adjustment.
  • Adjustments for earnings that are calculated automatically, such as overtime, will be calculated incorrectly if the dates previously reported as a single entry on the Time Entry page overlap the effective date of a salary increase. The payroll system will calculate an adjustment for all earnings reported in the single entry based on the salary in effect on the Earnings End Date. Therefore, the agency must submit the necessary adjustment to reduce the automatic payment.

Agency Actions for Reporting Adjustments in Time Entry

Agencies must use the Earn Code AJR (Adjust Raise) on the Time Entry page to report the retroactive changes due to the implementation of the Salary Increases.

Earnings Code:

AJR

Earns Begin Date:

First date of adjustment

Earns End Date:

Last date of adjustment

Amount:

Amount to be adjusted

Comments:

Enter explanation of adjustment



Control-D Report Available After Processing

The following Control-D report will be available for agency review after processing of the automatic increases:
NHRP704 Mass Salary Increase Report
This report identifies all employees who received the Salary or Longevity Increase and identifies all employees’ salaries that were automatically increased in an eligible bargaining unit. Other fields on the report include the EmplID, Employee Record Number, Employee Name, Effective Date, Effective Sequence, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Action Reason and Increment Code.

Recalculation of Military Stipends

For employees who were placed on a Military Stipend Leave With or Without Pay on or after the effective date of the retroactive increases, OSC will recalculate the amount of Military Stipend. The recalculations will be processed in Pay Period 14L, paychecks dated 10/22/09 (Institution) and 10/28/09 (Administration).

  • For those employees who received a stipend, the increase in biweekly stipend will be updated on the Job Data record by inserting a new row to reflect the new biweekly stipend amount.  Any additional adjustment that is required due to the change in stipend that will not be calculated automatically by the Retro process will be reported by OSC in the Time Entry page using the Earn Code AMS (Adjust Military Stipend).
  • For those employees who did not receive a stipend but became eligible for a stipend because of the increased salary, OSC will take the necessary action on the Job Data and/or Time Entry pages to pay the required increases.

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

233

PEF Member

247

PEF Non-Member A/S

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



Undeliverable Checks

Inactive employees may be eligible for a payment as a result of the adjustments.  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. 908.

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 check.

Payroll Register and Employee

All retroactive adjustments will be displayed on the payroll register and the employee’s paycheck stub or direct deposit advice statement.

Paycheck/Advice

Note: Due to the retroactive ending of the Corrections Clothing Maintenance Allowance and the Supplemental Location Pay, a negative amount will appear on the employee’s paycheck stub or direct deposit advice statement.

Questions

Questions about general salary increases may be directed to the Salary Determination mailbox.

Questions about the recalculation of Military Stipends may be directed to the Military Stipend mailbox.

Additional Pay and Time Entry questions may be directed to the Payroll Audit mailbox.