Purpose

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

Affected Employees

Arbitration eligible employees represented by NYSCOPBA Security Services Unit in Bargaining Unit 01

Background

Pursuant to Chapter 261 of the Laws of 2012 which implements the negotiated 2009– 2016 agreement between New York State and NYSCOPBA Security Services Unit (Bargaining Unit 01) and provides for General Salary increases to base and increases to Longevity Pay and other payments.

Effective Dates and Payment Dates

Effective Dates:

Year	Administration		Institution
	Lag	Extra Lag	Lag	Extra Lag
2009	4/02/09	3/26/09	3/26/09	3/19/09
2010	4/01/10	3/25/10	3/25/10	3/18/10
2011	3/31/11	3/24/11	4/07/11	3/31/11

Payment Dates:

Paychecks dated 10/4/12 (Institution Lag and Extra Lag) and 10/10/12 (Administration Lag and Extra Lag).

Contract Provisions and Eligibility

April 1, 2009 General Salary Increase

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

• Revised April 1, 2009 Salary Schedule is attached.

April 1, 2010 General Salary Increase

The legislation provides for a 4.0% General Salary Increase for hourly and annual-salaried employees who, on or after the effective date of the increase, have a status of Active, Leave with Pay, or Leave of Absence due to Workers’ Compensation or Military Leave.

• Revised April 1, 2010 Salary Schedule is attached

Location Pay (LOC)

The legislation provides for an increase to Location Pay for employees  in New York City, Nassau, Rockland, Suffolk or Westchester Counties in the following amounts:

• 4/1/09	$3,306
  4/1/10	$3,438

Location Pay Mid-Hudson (LMH)

The legislation provides for an increase to Mid-Hudson Location Pay for employees in Orange, Putnam or Dutchess Counties in the following amounts:

• 4/1/09	$1,231
  4/1/10	$1,280

Inconvenience Pay (IFE and IFN)

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

Evening (IFE)

• 4/1/09	$1,854
  4/1/10	$1,928

Night (IFN)

• 4/1/09	$927
  4/1/10	$964

Expanded Duty Pay (CED)

The legislation provides for an increase to Expanded Duty Pay in the following amount:

• 3/31/11

  $2,600

OSC Actions

Salary Increases

After payroll processing for Pay Period 12L (Institution) and 13L (Administration) is complete, OSC will automatically insert rows in the Job Data records to reflect the April 2009 and 2010 Salary Increases for annual-salaried employees. These increases will be processed in the following manner:

• For employees in Bargaining Unit 01 who on the effective dates of the increases have a status of Active or Leave with Pay, or on Workers Compensation Leave or Military Leave 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 code of PAY/CSL (Pay Rate Change/Correct Salary).
• For employees who were not active in Bargaining Unit 01 on the effective date of an increase but who became Active in Bargaining Unit 01 after the effective date of the increase, OSC will insert a row to reflect the Salary Increase, effective the date the employee became Active using the Action/Reason code of PAY/CSL (Pay Rate Change/Correct Salary).
• 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).

Updates to Payments in Additional Pay

OSC will automatically insert a row or update an existing row on the Additional Pay page for those employees receiving the payments described below.

For employees who have the following Additional Pay rows who have subsequently become ineligible due to movement out of BU 01, OSC will insert a new Additional Pay row at the previous amount effective the date of the position change.

Location Pay (LOC)

For employees who, on or after the effective date of the payment have an existing LOC row, OSC will insert or update the LOC row on the Additional Pay page with the following appropriate effective dates and annual earnings amounts:

New York City, Nassau, Rockland, Suffolk or Westchester Counties

Effective 3/26/09 (I), 4/2/09 (A)	$3,306
Effective 3/25/10 (I), 4/1/10 (A)	$3,438

Location Pay Mid-Hudson (LMH)

For employees who, on or after the effective date of the payment have an existing LMH row, OSC will insert or update the LMH row on the Additional Pay page with the following appropriate effective dates and annual earnings amounts:

Orange, Putman or Dutchess Counties

Effective 3/26/09 (I), 4/2/09 (A)	$1,231
Effective 3/25/10 (I), 4/1/10 (A)	$1,280

Inconvenience Pay (IFE and IFN)

For employees who, on or after the effective date of the payment have an existing IFE row, OSC will insert or update the IFE row on the Additional Pay page with the following appropriate effective dates and annual earnings amounts:

Effective 3/26/09 (I), 4/2/09 (A)	$1,854
Effective 3/25/10 (I), 4/1/10 (A)	$1,928

For employees who, on or after the effective date of the payment have an existing IFN row, OSC will insert or update the IFN row on the Additional Pay page with the following appropriate effective dates and annual earnings amounts:

Effective 3/26/09 (I), 4/2/09 (A)	$927
Effective 3/25/10 (I), 4/1/10 (A)	$964

Expanded Duty Pay (CED)

For employees who, on or after the effective date of the payment have an existing CED row, OSC will insert or update the CED row on the Additional Pay page with the following appropriate effective dates and annual earnings amount:

Effective 3/31/11 (A), 4/7/11 (I)

$2,600

OSC Actions - Recalculation of Military Stipends

The above salary increases will result in an increase to Military Stipends for employees who have received paid stipends during the raise periods. The salary increases may also result in an employee becoming eligible to receive a stipend if the employee’s new NYS salary now exceeds their military salary.

OSC will recalculate paid Military Stipends as well as determine whether an employee would now be eligible to receive a paid Military Stipend.

• For employees who received a stipend, the increase in biweekly stipend will be updated on the Job Data record by inserting a new row with the Action/Reason of Pay/MSC (Pay Rate Change/Military Stipend Change) (to reflect the new biweekly stipend amount beginning with the date the employee was entitled to the increased stipend and for each affected subsequent row.
• For employees who did not receive a stipend but became eligible for a stipend because of the increased salary, OSC will insert a row in the Job Data page with the Action/Reason of PLA/MLS Paid Leave of Absence/Military Stipend beginning the date the employee is entitled to the stipend. A row will be inserted in the Job Data page with the Action/Reason of PAY/MSC (Pay Rate Change/Military Stipend Change) for each affected subsequent row. A row will be entered in the Time Entry page using the Earn 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 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).

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.

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 following the automatic processing (Pay Period 13L Institution and Pay Period 14L Administration), the agency must report the adjustments when the following earn codes were used to report earnings on or after the effective date of the payments.

ADJ	Adjustment
APB	Adjust Pre Shift Briefing
BSA	Back Salary Award
ES2	Extra Service Amount
LSI	Lump Sum Payment Override
LTO	Lost Time Override
OTO	Overtime Override
OTT	Out of Title Overtime
PLO	Payback LSP Override
RGO	Regular Salary Override
SOO	Standby OT Override

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 increases are 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-230 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 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.

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

Additional Pay and Time Entry Earn Codes Affected by the Increases but Not Processed Automatically

Certain Additional Pay amounts, such as IPC (Inconvenience Part) are eligible to be increased as a result of the payments described above but will not be processed automatically. Agencies must review the records of eligible employees and update Additional Pay(s) as appropriate.

Certain Time Entry amounts, IIE (Inconv Pay Evening), IIN (Intermitt Inconven Pay Nights), OIE (Overtime with IIE), OIN (Overtime with IIN), are eligible to be increased as a result of the payments described above but will not be processed automatically. Agencies must review the records of eligible employees and submit an adjustment in Time Entry using the Earn Code AJR, as appropriate. The earnings amounts below are based on the annual earnings amount in effect for each fiscal year as noted.

Effective Date	IIE	IIN	OIE	OIN
3/26/09 (I), 4/2/09 (A)	$7.11	$3.56	$1.39	$0.70
3/25/10 (I), 4/1/10 (A)	$7.40	$3.70	$1.45	$0.72
3/31/11 (A), 4/7/11 (I)	$7.37	$3.69	$1.45	$0.72
3/29/12 (A), 4/5/12 (I)	$7.40	$3.70	$1.45	$0.72

Control-D Reports

The following Control-D reports will be available after all processing is completed:

NHRP704 – Mass Salary Increase 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.

NHRP703 Mass Additional Pay Report

This report identifies all employees who received an automatic increase for Location Pay (LOC), Location Pay Mid-Hudson (LMH), Expanded Duty Pay (CED) or Inconvenience Pay (IFE and IFN). Fields on this report include EmplID, Employee Record Number, Employee Name, Earn Code, Grade, Salary Plan, Bargaining Unit, Additional Pay Amount and Part-time Percentage.

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 Loans
428	Dependent Care
433	Total Unemployment Ins Owed
500	Medicare Deficiency
501	Social Security Deficiency
502	NYS SS/Medicare 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

Tax Administration

This payment is subject to all income and employment withholding taxes. Income taxes will be calculated using the current marital status and withholding allowances(s) in the employee’s tax data record.

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 unless the earnings codes exceed 13. Agencies should utilize Locked Query #49 to identify a complete list of all regular earnings and retroactive adjustments if the employee has more than 13 earnings codes.

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.