Purpose

To explain OSC’s automatic processing and to provide agencies with instructions for payments not processed automatically

Background

Pursuant to Chapter 15 of the Laws of 2012 which implements the agreement between New York State and PBANYS (BU31) and provides for salary increases for those employees covered by the agreement:

• General salary increases to base and longevity pay
• Ending of Security Enforcement Differential (SED) as a separate payment and addition to base salary
• Ending of Uniform Allowance (UA1) as a separate payment and addition to base salary
• Change to Clothing Allowance (CA1) as a separate payment – partial will continue as a separate payment and partial will be an addition to base salary

Note: Increases to payments other than salary and longevity pay will be processed in fiscal year 2012 -13 in a second payment and will be covered in a separate payroll bulletin.

Affected Employees

Agency Police Services Unit (APSU) in BU 31 in the following titles:

• Environmental Conservation Officer Trainee 1
• Environmental Conservation Officer Trainee 2
• Environmental Conservation Officer Trainee 1 (SPL)
• Environmental Conservation Officer Trainee 2 (SPL)
• Environmental Conservation Officer 
• Environmental Conservation Officer (SPL)
• Supervising Environmental Conservation Officer
• Chief Environmental Conservation Officer
• Park Patrol Officer Trainee
• Park Patrol Officer Trainee (SPL)
• Park Patrol Officer
• Park Patrol Officer (SPL)
• Sergeant Park Patrol
• Lieutenant Park Patrol
• Captain Park Patrol
• University Police Officer 1
• University Police Officer 1 (SPL)
• University Police Officer 2
• Forest Ranger 1
• Forest Ranger 2
• Forest Ranger 3
• Environmental Conservation Investigator 1
• Environmental Conservation Investigator 2
• Environmental Conservation Investigator 3
• Environmental Conservation Investigator 4
• University Police Investigator 1
• University Police Investigator 2

Note: Environmental Conservation Investigator 4 was reallocated and designated as BU 31 from Management Confidential BU06 effective 4/3/08. Employees in this title on or after 4/3/08 are eligible for the retroactive increases from this date forward.

Effective Date(s)

Paychecks dated 3/22/12 (Institution Lag and Extra Lag)* and 3/28/12 (Administration Lag and Extra Lag)

*All Agency Police Services Unit (APSU) positions are on the Administration Lag and Extra Lag payrolls. However, there are employees currently on the Institution Lag and Extra Lag payrolls that will receive their respective retroactive increases due to prior service in an eligible position: payment will be made based on their current departments and pay cycles.

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, Leave of Absence due to Workers’ Compensation, or Military Leave.

• Effective 3/31/05 (Administration Extra Lag) and 4/7/05 (Administration Lag)
• Revised April 1, 2005 Salary Schedule is attached.

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, Leave of Absence due to Workers’ Compensation, or Military Leave.

• Effective 3/30/06 (Administration Extra Lag) and 4/6/06 (Administration Lag)
• Revised April 1, 2006 Salary Schedule is attached.

April 1, 2007 General Salary Increase

The legislation provides for a 3.0% Salary increase for employees who, on or after the effective date of the increase, have a status of Active, Paid Leave, Leave of Absence due to Workers’ Compensation, or Military Leave.

• Effective 3/29/07 (Administration Extra Lag) and 4/5/07 (Administration Lag)
• Revised April 1, 2007 Salary Schedule is attached.

April 1, 2008 General Salary Increase

The legislation provides for a 3.0% Salary increase for employees who, on or after the effective date of the increase, have a status of Active, Paid Leave, Leave of Absence due to Workers’ Compensation, or Military Leave.

• Effective 3/27/08 (Administration Extra Lag) and 4/3/08 (Administration Lag)
• Revised April 1, 2008 Salary Schedule is attached.

April 1, 2009 General Salary Increase

The legislation provides for a 3.0% Salary increase for employees who, on or after the effective date of the increase, have a status of Active, Paid Leave, Leave of Absence due to Workers’ Compensation, or Military Leave.

• Effective 3/26/09 (Administration Extra Lag) and 4/2/09 (Administration Lag)
• Revised April 1, 2009 Salary Schedule is attached.

April 1, 2010 General Salary Increase

The legislation provides for a 4.0% Salary increase for employees who, on or after the effective date of the increase, have a status of Active, Paid Leave, Leave of Absence due to Workers’ Compensation, or Military Leave.

• Effective 3/25/10 (Administration Extra Lag) and 4/1/10 (Administration Lag)
• Revised April 1, 2010 Salary Schedule is attached.

March 31, 2011 General Salary Increase

The legislation provides for a $2,625 Salary increase for employees who, on or after the effective date of the increase, have a status of Active, Paid Leave, Leave of Absence due to Workers’ Compensation, or Military Leave.

• Effective 3/31/11 (Administration Lag)
• Revised March 31, 2011 Salary Schedule is attached.

OSC Actions

Salary Increases

In order to be automatically processed by OSC an employee must not have service in any bargaining unit other than BU31 from fiscal year 2005 begin through the pay end date of the pay period in which payment is processed.

Note: Employees who had service in BU31 and any other bargaining unit at any time from fiscal year 2005 begin through the pay end date of the pay period payment is processed, here to referred to as “manuals,” will require agencies to enter pay change transactions through Job Action Requests in PayServ. See instructions below:

After payroll processing for Pay Period 25 (Administration Lag) is complete, OSC will automatically insert rows in the Job Data records to reflect the salary increases listed above for employees who are in Bargaining Unit 31 on or after the effective dates of the increases provided they do not have service in any other bargaining unit after fiscal year 2005 begins.

These increases will be processed in the following manner:     

• For employees in Bargaining Unit 31 who on the effective dates of the increases have a status of Active or Paid Leave, or on a Workers’ Compensation Leave (with a Reason code of WDL, WSP, orWPS) 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, regardless of status, using the Action/Reason codes of PAY/CSL (Pay Rate Change/Correct Salary) for ANN and PAY/CRT (Pay Rate Change/Correct Rate for HRY.
• For employees who were not active in Bargaining Unit 31 on the effective date of an increase but who became Active in Bargaining Unit 31 (new hires) after the effective date of the increase, OSC will insert a row to reflect the Salary Increase, effective the date the employee became Active. The Action/Reason codes of PAY/CSL (Pay Rate Change/Correct Salary) for ANN and PAY/CRT (Pay Rate Change/Correct Rate for HRY will be used.
• For the above employees, OSC will update all subsequent Job rows, regardless of status, using the Action/Reason codes of PAY/CSL (Pay Rate Change/Correct Salary) for ANN and PAY/CRT (Pay Rate Change/Correct Rate for HRY.

Change to Uniform Allowance, Clothing Allowance and Security Enforcement Differential

The increase to base salary of $2,625 effective 3/31/11 is due to the following changes:

• Ending of Uniform Allowance (UA1) as a separate payment
• Change to Clothing Allowance (CA1) as a separate payment: partial will continue as a separate payment and partial will be an addition to base salary. The value of Clothing Allowance effective 3/31/11 is $1,475. This amount reflects the application of the general salary increases provided for in the agreement to the amount currently in effect. The amount of $1,075 will be added to base salary and $400 will remain as a separate payment.
• Ending of Security Enforcement Differential (SED) as a separate payment and addition to base salary. The value of SED added to base salary effective 3/31/11 is $1,550. This amount reflects the application of the general salary increases provided for in the agreement beginning to the amount currently in effect.

Note: Increases to payments described above effective fiscal year 2005 through 2010 will not be processed at this time. These increases will be made in a second payment during fiscal year 2012-13.

Ending Uniform Allowance (UA1)

For all affected employees with a row on the Time Entry page effective 11/9/11 with an Earn Code of UA1 and an amount of $625, OSC will insert a row to update the record as follows:

• Earns Begin Date: 11/09/11
• Earns End Date: 11/09/11
• Amount: -$625

For affected employees with a row effective greater than 11/09/11 for the above Earn Code, OSC will insert a row to update the record as indicated above using the effective date of the row for the Begin Earns and End Earns Dates.

Change to Clothing Allowance (CA1)

For all affected employees with a row on the Time Entry page effective 11/9/2011 with an Earn Code of CA1 and an amount of $1000, OSC will insert a row to update the record as follows:

• Earns Begin Date: 11/09/11
• Earns End Date: 11/09/11
• Amount: -$600

For affected employees with a row effective greater than 11/09/11 for the above Earn Code, OSC will insert a row to update the record as indicated above using the effective date of the row for the Begin Earns and End Earns Dates

Ending Security Enforcement Differential (SED)

For all affected employees with and Active SED row in effect on 3/30/11 and later OSC will update the Additional Pay page as described below:

SED effective dated 3/30/11 and later and end date is blank:

• An end date will be inserted equal to the effective date of the row being evaluated.

SED effective dated 3/30/11 and later with an end date greater than 3/30/11:

• The existing end date will be updated to equal the effective date of the row being evaluated.

SED effective dated less than 3/30/11 and end date is blank:

• An end date of 3/30/11 will be inserted on the row being evaluated.

SED effective dated less than 3/30/11 and end date is greater than 3/30/11:

• The existing end date will be updated to 3/30/11.

Note: The updates to the Time Entry page and Additional Pay page described above will be processed by OSC for all affected employees regardless of whether they receive the salary increases through automatic or manual processing.

OSC Actions – Recalculation of Military Stipends

Upon application of the increases to Location Pay and Supplemental Location Pay with the second installment of the retroactive payment scheduled for FY2012-13, OSC will recalculate paid Military Stipends as well as determine whether an employee now would be eligible to receive a paid Military Stipend as a result of the implementation of this contract. Additional information will be provided at that time.

Agency Actions – Employees Requiring Manual Processing in Institution 24L and Administration Pay Period 25L

The following employees will not be included in automatic processing but are eligible to receive the increase(s):

• Employees who were in Bargaining Unit 31 and any other Bargaining Unit at any time since fiscal year 2005 begin
• Employees in a composite position (identified by increment code 2222)
• Employees whose title was previously downward reallocated (identified by increment code 6900)

Agencies must calculate the new salary, including longevity pay if applicable, and enter the appropriate pay rate change(s) through the Job Action Request page in PayServ as described below:

• For employees in Bargaining Unit 31 who on the effective dates of the increases have a status of Active or Paid Leave, or on a Workers’ Compensation Leave (with a Reason code of WDL, WSP, or WPS):
  • Action/Reason codes of PAY/SAC (Pay Rate Change/Mass Salary Increase) effective date of fiscal year begin for the year of increase being applied. Use sequence number 0 where no row exists or the next available sequence number to update an existing effective dated row.
  • Action/Reason codes of PAY/CSL (Pay Rate Change/Correct Salary) for ANN and PAY/CRT (Pay Rate Change/Correct Rate for HRY to update all subsequent rows affected. Use the next available sequence number to update an existing effective dated row.
• Each effective dated row beginning with the earliest eligibility date in Bargaining Unit 31 and forward must be evaluated to determine what monies are due. Recalculations of salaries for service in positions in bargaining units other than Bargaining Unit 31 may be required depending on the individual history and the effective date of the change in bargaining unit.

In addition, agencies should review the salary of employees who were in a traineeship (grade 800) since the effective date of the increases to determine accuracy.

Note: Refer to Payroll Bulletin 702 “Movement Between Bargaining Units With Differing Raises” for assistance with the above calculations.

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 salary rate and additional salary factors such as Overtime (OTA) and Holiday Pay (HPA) will be automatically adjusted.

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

Agency Actions for Retroactive Processing

Reporting Retroactive Adjustments

Time Entry earnings submitted with an amount will not be adjusted automatically. Therefore, beginning in the pay period the increases are processed (Pay Period 25 Administration Lag and Pay Period 24 Institution Lag) the agency may report the adjustments when the following earn codes were used to report earnings on or after 3/31/05 (Administration Extra Lag) and 4/7/05 (Administration Lag):

Reporting An Adjustment When Automatic Retroactive Adjustment Is Incorrect

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 these conditions and, if required, must submit the necessary adjustment of earnings in the Time Entry page, using the Earn Code AJR and appropriate Begin and End Dates.

If an overpayment of earnings is identified after the automatic Performance Advance 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.

• If an employee had a check returned or exchanged on an AC 230 for service dates on or after the effective date of the increase, the payroll system does not consider the AC 2030 when calculating the automatic retroactive adjustment. Therefore, the agency should review the automatic retroactive adjustment and determine the amount of the adjustment to be reported.
• If an employee was paid on an AC 39 (Typewritten Payroll), the payroll system will not adjust the earnings processed on the AC 39. The agency must report the adjustment of earnings.
• 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.
• 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.
• For employees who had a Job Action or Additional Pay change reported since the effective date of the increases and the action reported resulted in an overpayment of earnings, the automatic negative retroactive adjustment may not have been processed because the overpayment was either not recoverable or recoverable using the overpayment earn code or the AC-230. In this case, the negative retroactive adjustment may be re-generated when the automatic increases are processed. OSC will manually turn off (not process) the automatic negative adjustment for these employees, since in most cases, the overpayment was either not recoverable or recovered using another method. The agency is responsible for reviewing employees who meet these conditions to determine if an additional adjustment is required.

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:

Control-D Reports

The following Control-D report will be available prior to processing:

NHRP702 ALES Manual Retroactive Raise Processing 2005-2011*

This report identifies employees who will not be processed automatically and who require manual processing by the current agency as instructed above. Fields on the report include the EmplID, Employee Record Number, and Employee Name.

*This report was created prior to the renaming of ALES to APSU.

The following Control-D report will be available after processing:

NHRP704 – Mass Salary Increase Report/ Mass Increment Payment Report

This report identifies all employees who received the salary 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, Old Comp Rate, New Comp Rate, and Increment Code.

NPAY771–Time Entry Payment Report

This report will be available after the automatic processing of the Uniform Cleaning and Maintenance adjustments are loaded into the Time Entry page. Fields on the report include EmplID, Employee Record Number, Employee Name, Earn Code, Earns End Date, Grade, Bargaining Unit, Amount, Number of Payments Processed, and Total Payment Amount.

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:

Undeliverable Paychecks

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 check 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’s Paycheck/Advice

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

Questions

Questions related to eligibility and payment may be directed to the Payroll Earnings mailbox.

Questions related to Deductions may be directed to the Payroll Deductions mailbox.

Questions related to withholding taxes may be directed to the Tax and Compliance mailbox.