State Agencies Bulletin No. 1398

Subject
April 2015 Security Salary Increases and Additional Pay Increases
Date Issued
March 25, 2015

Purpose

To inform agencies of OSC’s automatic processing of the April 2015 Security Salary Increases and Additional Pay Increases and provide instructions for payments not processed automatically.

Affected Employees

Employees in the following bargaining units who meet the eligibility criteria:

Security Services Unit (SSU) BU01 and BU21
Security Supervisors Unit (SSPU) BU61 and BU91

Background

The following Chapter Laws provide for a salary increase of two percent (2.00%) and increases to specific Additional Pay earnings for fiscal year 2015-2016.

Chapter 261 of the Laws of 2012 implemented the 2009-2016 Agreement between the State of New York and the NYS Correctional Officers and Police Benevolent Association, Inc. (NYSCOPBA) for interest arbitration eligible members of the Security Services Unit (BU01) and includes the April 1, 2015 SSU BU01 Salary Schedule.

Chapter 67 of the Laws of 2012 implemented the 2009-2016 Agreement between the State of New York and the NYSCOPBA for interest arbitration ineligible members of the Security Services Unit (BU21) and includes the April 1, 2015 SSU BU21 Salary Schedule.

Chapter 257 of the Laws of 2012 implemented the 2009-2016 Agreement between the State of New York and the NYS Law Enforcement Officers’ Union, District Council 82 (Council 82) for interest arbitration eligible members (BU61) and interest arbitration ineligible members (BU91) of the Security Supervisors Unit and includes the April 1, 2015 SSPU BU61 Salary Schedule and the April 1, 2015 SSPU BU91 Salary Schedule.

Effective Date(s)

The April 2015 Security Increases will be paid using the following effective dates and check dates:

Pay Cycle/Pay Period Type Payment Effective Date Check Date
Administration Lag 03/26/15 04/22/15
Institution Extra Lag 03/26/15 04/30/15
Institution Lag 04/02/15 04/30/15
Administration Extra Lag 04/02/15 05/06/15

Eligibility Criteria

April 2015 Salary Increase

The following employees are eligible to receive the April 2015 Security Salary Increase:

  • Employees with a Pay Basis Code of HRY (Grade 600 or 800)
  • Employees with a Pay Basis Code of ANN who are in a traineeship (Grade 800)
  • Employees with a Pay Basis Code of ANN who are in an NS position (Grade 600)
  • Employees with a Pay Basis Code of ANN who are in an NS position (Grade 600) which is equated to a grade (Grade 101-125)
  • Employees with a Pay Basis Code of ANN who are in a graded position (Grade 101-125)

Employees with a Pay Basis Code of FEE are not eligible for the salary increase unless the employee is budgeted as per diem but is paid using FEE.

April 2015 Additional Pay Increases

Employees with an active Additional Pay record for any of the following earnings codes on or after the payment effective date and while in an eligible bargaining unit are eligible to receive the April 2015 Security Additional Pay Increase for the specified earnings code provided the employee has a Payroll Status of Active or Leave With Pay on the payment effective date or the Effective Date of the Additional Pay record, whichever is greater.

Earnings Code Eligible Bargaining Unit(s)
CCP – Security Supervisor Command Py Bargaining Units 61 & 91
IFE – Inconvenience Full Evenings Bargaining Unit 01
IFN – Inconvenience Full Nights Bargaining Unit 01
LMH – Location Mid-Hudson Bargaining Units 21 & 91
LOC – Location Pay Bargaining Units 21 & 91

Control-D Report Available Prior to Processing

The following Control-D report will be available for agency use on 03/26/15 (Administration) and 04/02/15 (Institution). This will give agencies time to correct employees’ records, if necessary, prior to the automatic processing of the April 2015 Security Salary Increase. The report will be sorted by Department ID, then by employee name in alphabetical order.

NHRP709 – Mass Salary Increase Exception Report

This report is a preliminary listing of employees who appear ineligible to receive the April 2015 Salary Increase based on information available as of the date the report is produced. Included on the report is one or more of the following messages which identifies the reason(s) the employee’s record will not be updated.

  • NYS Position Has Both Equated Grade and NTE – if the employee’s Grade on the Position Data page (based on the NYS Position Number) is equal to 600 and a value exists in both the Equated to Grade field and the Approved Salary Rate field
  • Position and Job do not match – if the Position Number equals the NYS Position Number on the employee’s Job Data page but the Bargaining Unit, Salary Administration Plan or Grade on the Job Data page and the Position Data page are not equal
  • Increment Code Missing – if the Grade on the Position Data page (based on the NYS Position Number) is equal to 101-125 or 600 with a value of 101-125 in the Equated to Grade field, and the Pay Basis Code is ANN and the increment code on the employee’s Job Data page is blank or ‘0000’
  • Increment Code Invalid – if the Grade on the Position Data page (based on the NYS Position Number) is equal to 101-125 or 600 with a value of 101-125 in the Equated to Grade field, and the Pay Basis Code is ANN and the increment code on the employee’s Job Data page is other than 300X, 001X, 004X, 005X, 007X, 9900, 0008, 006X, 003X, 002X, 008X, 0099, 2222 or 6900
  • Increment Code Requires Manual Calculation – if the increment code on the employee’s Job Data page is 2222
  • Sal Below Hiring Rate – if the Grade on the Position Data page (based on the NYS Position Number) is equal to 101-125 or 600 with a value of 101-125 in the Equated to Grade field, and the Pay Basis Code is ANN and the employee’s salary on any of the Job Data rows being evaluated is less than the Hiring Rate for the employee’s grade on the effective date based on the appropriate 04/01/14 Salary Schedule

If an employee appears on this report but is due a salary increase, the agency must take the following action:

  • Submit the appropriate transaction(s) on the Job Action Requests page to correct the information on the Job Data row(s). If the row(s) is corrected prior to Administration or Institution Pay Period 1, the automatic salary increase will be processed.
  • Submit a Position Change Request to the Position Management Unit if the position information is incorrect on the Position Data page in PayServ but is correct in NYSTEP. The position will be updated to reflect the change and the automatic salary increase will be processed provided the agency’s position request contains the same information as the position information in NYSTEP.

Transactions Submitted in Administration or Institution Pay Period 1

The following procedures must be used by the agency when submitting transactions in Administration or Institution Pay Period 1:

For pay changes, position changes and transfers requested on the Job Action Requests or Transfer Requests page with an effective date on or before 03/26/15 (Administration) or 04/02/15 (Institution):

  • The agency must not include the April 2015 Security Salary Increase or Performance Advance, if applicable, in the salary reported in the Pay Rate field. The appropriate 04/01/14 Salary Schedule must be used to calculate the salary.
  • The agency must report the proper increment code for April 2015 in the Incr. Code field.

For pay changes, position changes and transfers requested on the Job Action Requests or Transfer Requests page with an effective date after 03/26/15 (Administration) or 04/02/15 (Institution):

  • The agency must not include the April 2015 Security Salary Increase in the salary reported in the Pay Rate field but must include the April 2015 Security Performance Advance from the appropriate 04/01/14 Salary Schedule, if applicable.
  • The agency must report the projected increment code based on the employee’s next performance advance cycle in the Incr. Code field.
Institution Agencies Only

New Hire transactions submitted in Institution Pay Period 1 must use the Hiring Rate of the employee’s grade on the effective date from the appropriate 04/01/14 Salary Schedule. Since the 04/01/15 Salary Schedule is loaded in PayServ as part of processing for the Administration cycle, the agency will receive the automatic validation salary warning message, “Requested salary rate must be at the hiring rate when Action of PAY and Reason of NEW is used”. Please ignore this warning message.

Agency Actions – Beginning in Administration or Institution Pay Period 1

Additional Pay Earnings Code IPC

The payment amount for Inconvenience Part (Earnings Code IPC) is calculated based on the number of days in a pay period an employee works the evening and/or night shift and is not calculated automatically. Since the value of Inconvenience Full Evenings (Earnings Code IFE) and Inconvenience Full Nights (Earnings Code IFN) is being increased as part of the automatic processing of the April 2015 Security Additional Pay Increases, employees receiving Inconvenience Part on or after the payment effective date are entitled to an increased amount. Therefore, the agency is responsible for submitting transactions on the Additional Pay page to update the payment amount as follows:

Evening Shift Night Shift
1 Day $200.60 1 Day $100.30
2 Days $401.20 2 Days $200.60
3 Days $601.80 3 Days $300.90
4 Days $802.40 4 Days $401.20
5 Days $1,003.00 5 Days $501.50
6 Days $1,203.60 6 Days $601.80
7 Days $1,404.20 7 Days $702.10
8 Days $1,604.80 8 Days $802.40
9 Days $1,805.40 9 Days $902.70
Combination of Evening Shift & Night Shift
1 Day Evenings & 9 Days Nights $1,103.30
2 Days Evenings & 8 Days Nights $1,203.60
3 Days Evenings & 7 Days Nights $1,303.90
4 Days Evenings & 6 Days Nights $1,404.20
5 Days Evenings & 5 Days Nights $1,504.50
6 Days Evenings & 4 Days Nights $1,604.80
7 Days Evenings & 3 Days Nights $1,705.10
8 Days Evenings & 2 Days Nights $1,805.40
9 Days Evenings & 1 Day Nights $1,905.70

OSC Actions – Salary Increase

OSC will process the April 2015 Security Salary Increase for the following employees:

  • If the employee meets the eligibility criteria and has a Payroll Status of Active or Leave With Pay on the payment effective date, OSC will automatically insert a row on the employee’s Job Data page effective 03/26/15 (Administration) or 04/02/15 (Institution) using the Action/Reason code of Pay Rate Change/SAC (Mass Salary Increase).
  • If the employee meets the eligibility criteria but has a Payroll Status of Terminated, Retired or Leave of Absence on the payment effective date and returns to Active status in an eligible position in Administration or Institution Pay Period 1 but after the payment effective date, OSC will automatically insert a row on the employee’s Job Data page using the Action/Reason code of Pay Rate Change/CSL (Correct Salary) if the Pay Basis Code is ANN or the Action/Reason code of Pay Rate Change/CRT (Change Rate) if the Pay Basis Code is HRY. The row will be inserted using the effective date of the Rehire or Return from Leave action.
  • If the employee is newly hired or transfers into an eligible position in Administration or Institution Pay Period 1 but after the payment effective date, OSC will automatically insert a row on the employee’s Job Data page using the Action/Reason code of Pay Rate Change/CSL (Correct Salary) if the Pay Basis Code is ANN or the Action/Reason code of Pay Rate Change/CRT (Change Rate) if the Pay Basis Code is HRY. The row will be inserted using the effective date of the Hire, Position Change or Transfer action.
  • OSC will automatically insert a row on the employee’s Job Data page using the Action/Reason code of Pay Rate Change/CSL (Correct Salary) if the Pay Basis Code is ANN or the Action/Reason code of Pay Rate Change/CRT (Change Rate) if the Pay Basis Code is HRY for all subsequent rows provided the employee remains in an eligible position.
Calculating the New Compensation Rate

The salary on each inserted row will be calculated as follows:

  • If the employee has a Pay Basis Code of HRY and a Grade equal to 600 or 800, OSC will automatically increase the salary by applying 2.00% rounded to the nearest cent.
  • If the employee has a Pay Basis Code of ANN and a Grade equal to 600 (not equated to a grade) or 800, OSC will automatically increase the salary by applying 2.00% rounded to the nearest dollar.
  • If the employee has a Pay Basis Code of ANN, a Grade equal to 101-125 or 600 with an equated grade equal to 101-125, the new compensation rate will be calculated based on the employee’s increment code.
    • If the employee’s increment code is 001X, 006X, 300X or 0008 (indicates the employee is not holding longevity) and the salary is equal to a salary step of the employee’s grade on the effective date based on the appropriate 04/01/14 Salary Schedule, OSC will automatically increase the salary to the same salary step on the same 04/01/15 Salary Schedule.
    • If the employee’s increment code is 001X, 006X, 300X or 0008 (indicates the employee is not holding longevity) and the salary is not equal to a salary step of the employee’s grade on the effective date based on the appropriate 04/01/14 Salary Schedule, OSC will process as follows:
      • If the salary is less than the Job Rate of the employee’s grade on the effective date based on the appropriate 04/01/14 Salary Schedule, OSC will automatically increase the salary by applying 2.00% rounded to the nearest dollar. If the resulting salary is greater than the Job Rate based on the same 04/01/15 Salary Schedule, OSC will reduce the salary to the Job Rate.
      • If the salary is greater than the Job Rate of the employee’s grade on the effective date based on the appropriate 04/01/14 Salary Schedule, OSC will automatically increase the salary by applying 2.00% rounded to the nearest dollar OR increase the salary to the Job Rate based on the same 04/01/15 Salary Schedule, whichever is greater.
    • If the employee’s increment code is 002X, 003X, 004X, 005X, 007X, 008X, 9900 or 0099 (indicates the employee is holding longevity) and the basic annual salary is equal to a salary step of the employee’s grade on the effective date based on the appropriate 04/01/14 Salary Schedule, OSC will automatically increase the basic annual salary to the same salary step on the same 04/01/15 Salary Schedule. The appropriate Longevity amount (determined by the employee’s increment code - see Increment Code Chart) based on the same 04/01/15 Salary Schedule will be added to the new basic annual salary.
    • If the employee’s increment code is 002X, 003X, 004X, 005X, 007X, 008X, 9900 or 0099 (indicates the employee is holding longevity) and the basic annual salary is not equal to a salary step of the employee’s grade on the effective date based on the appropriate 04/01/14 Salary Schedule, OSC will process as follows:
      • If the basic annual salary is less than the Job Rate of the employee’s grade on the effective date based on the appropriate 04/01/14 Salary Schedule, OSC will automatically increase the basic annual salary by applying 2.00% rounded to the nearest dollar. If the resulting basic annual salary is greater than the Job Rate based on the same 04/01/15 Salary Schedule, OSC will reduce the basic annual salary to the Job Rate.
      • If the basic annual salary is greater than the Job Rate of the employee’s grade on the effective date based on the appropriate 04/01/14 Salary Schedule, OSC will automatically increase the basic annual salary by applying 2.00% rounded to the nearest dollar OR increase the basic annual salary to the Job Rate based on the same 04/01/15 Salary Schedule, whichever is greater.
      • The appropriate Longevity amount (determined by the employee’s increment code – see Increment Code Chart) based on the same 04/01/15 Salary schedule will be added to the new basic annual salary.
Increment Code Chart
Increment Code Description
004X Below Job Rate; Holding 1 Long Pay (10 Year)
005X Below Job Rate; Holding 2 Long Pays (10 & 15 Year)
007X Below Job Rate; Holding 3 Long Pays (10, 15 & 20 Year)
9900 Below Job Rate; Holding 4 Long Pays (10, 15, 20 & 25 Year)
003X At Job Rate; Holding 1 Long Pay (10 Year)
002X At Job Rate; Holding 2 Long Pays (10 & 15 Year)
008X At Job Rate; Holding 3 Long Pays (10, 15 & 20 Year)
0099 At Job Rate; Holding 4 Long Pays (10, 15, 20 & 25 Year)

Note: The Longevity amount is determined by subtracting the Job Rate from the appropriate Longevity Step (determined by the employee’s increment code) for the employee’s grade.

Exceptions

The following employees will not be processed automatically:

  • Employees in a composite position (identified by Increment Code 2222).
  • Employees in a position which was previously downward reallocated (identified by Increment Code 6900).

OSC Actions – Additional Pay Increase

OSC will automatically insert a row for eligible employees on the Additional Pay page effective 03/26/15 (Administration) or 04/02/15 (Institution), if a row does not already exist, and update the Annual Addl Earnings amount for the following earnings codes with the 2015 Amount. If a row already exists or there is a row(s) with an effective date greater than 03/26/15 (Administration) or 04/02/15 (Institution), the Annual Addl Earnings amount for the following earnings codes will be updated on the existing row with the 2015 Amount provided the employee remains eligible.

Earnings Code 2015 Amount
CCP – Security Supervisor Command Py $1,774
IFE – Inconvenience Full Evenings $2,006
IFN – Inconvenience Full Nights $1,003
LMH – Location Mid-Hudson $919
LOC – Location Pay $1,722

The payment amount for Intermitt Inconv Pay Evening (Earnings Code IIE) and Overtime with IIE (Earnings Code OIE) is based on the annual earnings amount for Inconvenience Full Evenings (Earnings Code IFE). The payment amount for Intermitt Inconven Pay Nights (Earnings Code IIN) and Overtime with IIN (Earnings Code OIN) is based on the annual earnings amount for Inconvenience Full Nights (Earnings Code IFN). Since these annual earnings amounts are being increased as part of the April 2015 Security Additional Pay Increase, the unit/override rate used to calculate the payment amount will be increased for the following Time Entry Earnings Codes:

Earnings Code Unit/Override Rate
IIE – Intermitt Inconv Pay Evening $7.69
IIN – Intermitt Inconven Pay Nights $3.85
OIE – Overtime with IIE $1.50
OIN – Overtime with IIN $0.75

Control-D Reports Available After Processing

The following Control-D reports will be available for agency review after the automatic increases have been processed. All reports will be sorted by Department ID, then by employee name in alphabetical order.

NHRP704 – Mass Salary Increase Report

This report identifies all employees who received the automatic April 2015 Salary Increase and includes all employees’ salaries that were increased in an eligible bargaining unit.

NHRP709 – Mass Salary Increase Exception Report

This report identifies employees who did not receive the automatic April 2015 Salary Increase. Included on the report is one or more of the following messages which identifies the reason(s) the employee’s record was not updated.

  • NYS Position Has Both Equated Grade and NTE – if the employee’s Grade on the Position Data page (based on the NYS Position Number) is equal to 600 and a value exists in both the Equated to Grade field and the Approved Salary Rate field
  • Position and Job do not match – if the Position Number equals the NYS Position Number on the employee’s Job Data page but the Bargaining Unit, Salary Administration Plan or Grade on the Job Data page and the Position Data page are not equal
  • Increment Code Missing – if the Grade on the Position Data page (based on the NYS Position Number) is equal to 101-125 or 600 with a value of 101-125 in the Equated to Grade field, and the Pay Basis Code is ANN and the increment code on the employee’s Job Data page is blank or ‘0000’
  • Increment Code Invalid – if the Grade on the Position Data page (based on the NYS Position Number) is equal to 101-125 or 600 with a value of 101-125 in the Equated to Grade field, and the Pay Basis Code is ANN and the increment code on the employee’s Job Data page is other than 300X, 001X, 004X, 005X, 007X, 9900, 0008, 006X, 003X, 002X, 008X, 0099, 2222 or 6900
  • Increment Code Requires Manual Calculation – if the increment code on the employee’s Job Data page is 2222
  • Sal Below Hiring Rate – if the Grade on the Position Data page (based on the NYS Position Number) is equal to 101-125 or 600 with a value of 101-125 in the Equated to Grade field, and the Pay Basis Code is ANN and the employee’s salary on any of the Job Data rows being evaluated is less than the Hiring Rate for the employee’s grade on the effective date based on the appropriate 04/01/14 Salary Schedule
NHRP703 – Mass Additional Pay Report

This report identifies all employees who received the automatic April 2015 Security Additional Pay Increase for any of the following earnings codes:

  • CCP – Security Supervisor Command Py
  • IFE – Inconvenience Full Evenings
  • IFN – Inconvenience Full Nights
  • LMH – Location Mid-Hudson
  • LOC – Location Pay

Agency Actions – Beginning in Administration or Institution Pay Period 2

Composite Positions and Previously Downward Reallocated Positions

Beginning in Administration and Institution Pay Period 2, agencies must review employees in composite positions (identified by Increment Code 2222) or in positions which were previously downward reallocated (identified by Increment Code 6900) and submit a Pay Change on the Job Action Requests page using the appropriate Reason code (see below) to pay the salary increase. Information regarding the composite position or the downward reallocation must be included on the General Comments page.

  • Reason code SAC (Mass Salary Increase) – for transactions effective on 03/26/15 (Administration) or 04/02/15 (Institution).
  • Reason code CSL (Correct Salary) – for transactions effective after 03/26/15 (Administration) or 04/02/15 (Institution).

Questions

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

Questions regarding Position information may be directed to the Position Management mailbox.