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Date:December 3, 2013

Bulletin Number: 1289

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Subject

2013 Year-End Adjustment for Members of the NYS Legislature

Purpose

To inform the Senate and Assembly payroll offices of OSC’s automatic processing and to provide instructions for reporting transactions in Pay Period 19C.


Affected
Employees

Members of the NYS Legislature who are paid using the LEG Pay Basis Code in the following departments:

  • 04210  NYS Senate Members
  • 04220  NYS Assembly Members
  • 04320  NYS Assembly Special Allowance

Effective Date(s)

Administration Pay Period 19C, paychecks dated 12/18/13.

Background

Pursuant to Article 2, Section 5 of the Legislative Law, the total regular earnings received by Senate and Assembly Members each calendar year must equal the amount of their statutory salary, provided the Member serves the entire year. The total regular earnings received by Members who serve only part of the year must equal the prorated statutory salary, based on the number of calendar days actually served in the calendar year.

In addition, if a Member on the Assembly Special Allowance payroll has an allowance change during the year, the total earnings received for the year must equal the composite statutory salary, based on the number of calendar days served at each statutory salary rate.

To ensure that Members are paid their statutory salary, prorated statutory salary or composite statutory salary, whichever is applicable, an adjustment of regular earnings must be paid in the final paycheck of the calendar year.

Members are not eligible to receive 27 paychecks in a calendar year.  Therefore, since calendar year 2013 contains 27 pay periods, the adjustment is paid in the 26th paycheck.  Payroll Bulletin #1276 (Impact of 27 Pay Periods in Calendar Year 2013 on NYS Legislative Members) includes information regarding OSC’s processing for Pay Period 20C.


Eligibility Criteria

Departments 04210 and 04220
Members who serve the entire calendar year are eligible for a year-end adjustment in the final paycheck of the year since the Member’s statutory salary of $79,500 is not evenly divisible by 26 pay periods.  Members who serve only part of the year but are active on 12/31/13 are also eligible for a year-end adjustment in the final paycheck of the year, unless the total amount of regular earnings paid in the calendar year equals the Member’s prorated statutory salary.

Department 04320
Members of the Assembly Special Allowance payroll who serve all or part of the year and are active on 12/31/13 are eligible for a year-end adjustment, unless the total amount of regular earnings paid within the calendar year provides the Member with their statutory, prorated statutory or composite statutory salary, whichever is applicable.

Exception Listings and
Control-D Report
Available Prior
to Processing

Exception listings and a Control-D report will be available for agency review on 11/29/13 (after the paychecks for 12/04/13 are confirmed):

  • The exception listings identify Members who will not receive an automatic year-end adjustment based on the following exception criteria.  OSC will, however, calculate normal biweekly earnings for these employees.  These listings will be emailed to the Senate and Assembly payroll offices.
    • Members who have a Q06-Q13 balance for calendar year 2013.
    • Employees who transferred into a Member position on 12/21/12 or later.
    • Members who were returned to the payroll using the Action Rehire or Return from Leave on 12/21/12 or later.
    • Members who have RGS earnings paid in calendar year 2013 but earned in a previous year.
  • Control-D Report NPAY586 (Pay Basis Code LEG Year End Adjustment) identifies Members tentatively scheduled to receive the automatic year-end adjustment. The amount identified in the “RGS Balance Due” column is the amount of RGS that will be paid in the final paycheck of the year.


Agency Actions
in Pay Period
19C

The agency must calculate and submit a transaction in Pay Period 19C as follows to pay the year-end adjustment for those Members who appear on any of the exception listings:

  1. Determine the amount of salary entitlement for calendar year 2013 using the statutory, prorated statutory or composite statutory salary calculation provided in the section entitled “Statutory Salary Calculation”.
  2. Total all monies the Member earned and was paid in calendar year 2013 using Earnings Codes RGS, RGO, RRS and ADJ.  In addition, include monies that will be calculated by the payroll system using Earnings Code RGS in Pay Period 19C.
  3. Subtract the total earnings in Step #2 from the Member’s statutory salary determined in Step #1.
  4. The difference from Step #3 must be submitted on the Time Entry page using Earnings Code ADJ (Adjustment) with the following information.

Earnings Begin Date:

12/05/13

Earnings End Date:

12/18/13

Earn Code:

ADJ

Amount:

The year-end adjustment calculated in Step #3

Comments:

Refer to General Comments

Information regarding the ADJ calculation must be included on the General Comments page.

Automatic OSC
Processing

OSC will automatically calculate the year-end adjustment for Members who meet the following criteria who do not appear on any of the exception listings.

  • Members who have a Pay Basis code of LEG and a Payroll Status of Active or Leave With Pay on 12/20/12 and who do not have a status change or change in salary through 12/31/13.
  • Members who are newly appointed using the Action Hire or Concurrent Hire with a Pay Basis Code of LEG and a Payroll Status of Active or Leave With Pay on or after 12/20/12 and who do not have a status change or change in salary through 12/31/13.
  • Members on the Assembly Special Allowance payroll who have a Pay Basis Code of LEG and a Payroll Status of Active or Leave With Pay on 12/20/12 and who do not have a status change through 12/31/13 but who do have a change in salary.
  • Members newly appointed to the Assembly Special Allowance payroll using the Action Hire or Concurrent Hire with a Pay Basis Code of LEG and a Payroll Status of Active or Leave With Pay on or after 12/20/12 and who do not have a status change through 12/31/13 but who do have a change in salary.

Statutory
Salary Calculation

The Member’s salary entitlement will be determined using one of the following methods.

Statutory Salary:  The Member served the entire calendar year at one salary.

  • Use the Member’s Annual salary on the Compensation tab on the Job Data page as the Member’s statutory salary.

Prorated Statutory Salary:  The Member served a portion of the calendar year at one salary.

  1. Determine the number of calendar days the Member served beginning with 01/01/13 through 12/31/13.
  2. Divide the number of days determined in Step #1 by 365 and round to seven (7) decimal places.
  3. Multiply the result from Step #2 by the Member’s Annual salary on the Compensation tab on the Job Data page and round to two (2) decimal places to determine the Member’s prorated statutory salary.

Composite Statutory Salary:  A Member on the Assembly Special Allowance payroll who served the entire calendar year at more than one salary or a portion of the calendar year at more than one salary.

  1. Determine the number of calendar days the Member served in each LEG salary beginning with 01/01/13 through 12/31/13.
  2. Divide the number of days at each LEG salary determined in Step #1 by 365 and round to seven (7) decimal places.
  3. Multiply each result from Step #2 by the Member’s Annual salary on the Compensation tab on the Job Data page for that period of time and round to two (2) decimal places.
  4. Add each result from Step #3 to determine the Member’s composite statutory salary.

Automatic
Year-
End
Adjustment Calculation

OSC will calculate the Member’s year-end adjustment as follows:

  1. Total all monies the Member earned and was paid in calendar year 2013 (12/20/12 through 12/04/13) using Earnings Codes RGS, RGO, RRS and ADJ.
  2. Subtract the total earnings calculated in Step #1 from the Member’s statutory salary, prorated statutory salary or composite statutory salary as determined above.
  3. The difference from Step #2 will be paid in Administration Pay Period 19C using Earnings Code RGS.

Removal of Members

Members Removed from the Payroll in Pay Period 19C
If a Member does not serve through 12/31/13 and the removal transaction is effective and reported in Pay Period 19C, the year-end adjustment will not be automatically calculated. The agency must report the Earnings Code RGO with the appropriate amount of earnings the Member is eligible to receive in the final paycheck of the year. When this code is used, the earnings code RGS will not be processed.

Members Whose Term Ends 12/31/13
Agencies must not submit transactions to remove a Member whose term will be ending on 12/31/13 in Pay Period 19C.  These transactions should be submitted in Pay Period 20C after checks dated 12/18/13 have been confirmed on 12/12/13.  Since Members will receive their statutory salary in paychecks dated 12/18/13, the effective date of the termination must be 12/19/13.

Control-D Report Available After Processing

The following Control-D report will be available for agency review on 12/11/13, after the year-end adjustment has been processed:

 NPAY586 - Pay Basis Code LEG Year End Adjustment
This report identifies all Members who automatically received a year-end adjustment in the paycheck dated 12/18/13.

Payroll Register
and Employee’s
Paycheck/Advice

The Earnings Code RGS will be displayed on the payroll register and the earnings code description “Regular Pay Salary Employee” and amount will appear on the employee’s paycheck stub or direct deposit advice.

If applicable, the Earnings Code ADJ will be displayed on the payroll register and the earnings description “Adjustment” and amount will appear on the employee’s paycheck stub or direct deposit advice, in addition to the Earnings Code RGS.

If the Earnings Code RGO is reported, this earnings code will replace Earnings Code RGS and will be displayed on the payroll register and the earnings code description “Regular Pay Override” and amount will appear on the employee’s paycheck stub or direct deposit advice.

Questions

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