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Date: March 14, 2014

Bulletin Number: 1312

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Subject

April 2014 Longevity Payment for Long-Term Seasonal Employees

Purpose

To provide agency instructions for processing the April 2014 Longevity Payment for Long-Term Seasonal Employees.

Affected Employees

Seasonal hourly employees of the Department of Environmental Conservation and the Office of Parks, Recreation and Historic Preservation in the following bargaining units who meet the eligibility criteria.

CSEA

 

Administrative Services

BU02

Operational Services

BU03

Institutional Services

BU04

 

 

PEF

 

Professional, Scientific & Technical Services

BU05


Background

Pursuant to a side letter contained in the 2011-2016 Agreements between the State of New York and the Civil Service Employees Association (CSEA) and the 2011-2015 Agreement between the State of New York and the Public Employees Federation (PEF), a lump sum award of $500 will be paid in the first pay period of the fiscal year to employees who have at least 1500 hours in pay status in seasonal positions during each of the previous five years.

Effective Date(s)

Payments may be submitted for Institution Extra Lag paychecks dated 05/01/14 or Administration Extra Lag paychecks dated 05/07/14.

Eligibility Criteria

Employees who meet the following criteria are eligible to receive the April 2014 Longevity Payment:

  • Active on the appropriate payment effective date; and
  • In a BU02, BU03, BU04 or BU05 seasonal hourly position; and
  • In the Department of Environmental Conservation (Department ID 09180) or the Office of Parks, Recreation and Historic Preservation (Department ID 49xxx); and
  • Has at least 1,500 hours in pay status as a seasonal employee during each of the previous five years in either department.

Employees who otherwise qualify but are not Active on the appropriate payment effective date, become eligible for the payment if they return to the payroll in a seasonal hourly position within the fiscal year.

Agency Actions

To pay the April 2014 Longevity Payment to eligible employees, agencies must submit the following information on the Additional Pay page using the Earnings Code LPS.

Earnings Code:

LPS

Effective Date:

03/27/14 (Deptid 09180)
04/03/14 (Deptid 49xxx)
Or the date the employee returned to the payroll in an eligible seasonal position

OT Eff Date:

Same as Effective Date

Annual Addl Earnings:

$500

End Date:

Leave blank*

Goal Balance:

Leave blank

*The End Date field can be left blank since PayServ does not automatically include the earnings in the overtime compensation calculation for hourly employees.  Overtime that should include the April 2014 Longevity Payment must be adjusted using the instructions in Overtime Calculation and Retirement Information.

Overtime Calculation

The Longevity Payment for Long-Term Seasonal Employees is included as salary for retirement purposes and must be included in the calculation of overtime compensation (refer to the Online Payroll Manual accessed from the PayServ Bulletin Board – Payroll Manual > Earnings Manual > Payments\Withholdings > Overtime Compensation).  The April 2014 Longevity Payment must be included from the OT Eff Date on the employee’s Additional Pay page for Earnings Code LPS through the end of the fiscal year, provided the employee remains in an eligible seasonal position.  Since PayServ does not include these monies in the overtime compensation calculation for hourly employees, an overtime adjustment is required.

To pay the overtime adjustment to eligible employees, agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Code LAO.

Earnings Begin Date:

The first overtime date to include LPS

Earning End Date:

The last overtime date to include LPS

Earn Code:

LAO

Hours:

The number of overtime hours to include LPS

The system will multiply the number of hours reported above by $.38 to determine the overtime adjustment amount.

If an eligible seasonal employee is appointed to a non-seasonal position (e.g. Pay Basis Code ANN) and has received the April 2014 Longevity Payment, the payment cannot be included in the compensation calculation of any overtime earned after the appointment date.  Therefore, agencies must insert a row on the Additional Pay page at the Effective Date level of Earnings Code LPS and enter the following information.

Effective Date:

Last date in eligible position (date prior to appointment)

OT Eff Date:

Same as original OT Eff Date

Annual Addl Earnings:

$500 (populates automatically)

End Date:

Same as Effective Date

Goal Balance:

$500 (to prevent making another payment)


Payroll Register and Employee’s Paycheck/Advice The Earnings Code LPS and LAO (if applicable) and the amount paid will be displayed on the Payroll Register.  The Earnings Description Longevity Payment Seasonal and Longevity Adjustment Overtime (if applicable) and the amount paid 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.