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Date: September 8, 2017

Bulletin Number: 1588

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Subject October 2016 and April 2017 Civil Service Employees Association (CSEA) Longevity Lump Sum (LLS) Payments for Eligible Employees with Increment Codes of 0610, 1110, 2007 and 2012 (for Newly Eligible)

Purpose To inform agencies of OSC’s automatic processing of the October 2016 and April 2017 CSEA LLS payment for newly eligible employees and to provide instructions for payments not processed automatically.

Affected Employees

Employees in the following bargaining units with an increment code of 0610, 1110, 2007 or 2012 who meet the eligibility criteria.

Administrative Services BU02
Operational Services BU03
Institutional Services BU04
Division of Military and Naval Affairs BU47


Background

Due to the expiration of the previous contract (2011-2016), Longevity Lump Sum payments were not paid in October 2016 and April 2017 to CSEA employees who became eligible for a five (5) year payment for the first time after March 31, 2016 and CSEA employees who became eligible for a ten (10) year payment for the first time after March 31, 2016 and continued to receive the five (5) year amount.
 
Per Chapter 165 of the Laws of 2017 which implemented the 2016-2021 Agreement between the State of New York and CSEA, these employees now will be eligible to receive the October 2016 or April 2017 Longevity Lump Sum (LLS) payment.

Effective Date(s) Payments will be processed in a separate check dated 10/04/2017 (Administration Pay Period 12L) and 10/12/2017 (Institution Pay Period 13L).  There is no direct deposit for this payment.

Eligibility Criteria

Payment Eligibility Date

October 2016

09/30/2016

April 2017

03/31/2017

Employees in graded positions (Grades 001-025) and NS position (Grade 600) which are equated to grade (Grades 0001-025) are eligible for the October 2016 or April 2017 CSEA LLS payment provided the employee:

  • Is Active, on a Leave With Pay or on an Unpaid Military Stipend Leave in a BU02, BU03, BU04 or BU47 position on the appropriate payment eligibility date 09/30/16 (October) or 3/31/2017 (April); and
  • Has a Pay Basis Code of ANN or BIW (only if the employee is on a Paid Military Stipend Leave) on the appropriate payment eligibility date (09/30/16 (October) or 3/31/2017 (April)); and
  • Has five (5) or more years or ten (10) or more years of continuous service* at a base annual salary equal to or greater than the Job Rate of the employee’s grade (based on the 04/01/16 Salary Schedule) as of the appropriate payment eligibility date (09/30/16 (October) or 03/31/17 (April)); and
  • Did not receive an “Unsatisfactory” evaluation on their last rating date.  Employees who were not rated or not reported as “Unsatisfactory” in PayServ during the period will receive the payment.

*Continuous service, as used in determining eligibility for the LLS payment, is paid service (including part-time annual salaried service, Paid Military Leave and Sick Leave at Half Pay) or time on Workers’ Compensation Leave or Unpaid Military Leave.

Please refer to Payroll Bulletin No. 1505 and No. 1551 for further information and guidance on determining eligibility for the October 2016 or April 2017 LLS payment for employees in the following scenarios.

  • Employees who may become eligible for the October 2016 or April 2017 CSEA LLS payment upon processing of the April 2016, October 2016 or April 2017 CSEA Performance Advance which resulted in Job Rate:
    • Upward Reallocation
    • Lateral position change from a Non-CSEA position where the employee’s salary was equal to or greater than job rate to a CSEA position with a higher job rate.
  • Employees who may become eligible for the October 2016 or April 2017 CSEA LLS payment during 2016-2017 or 2017-2018:
    • Leave of Absence/Preferred List on 09/30/2016 (October) or 03/31/2017 (April)
    • Demotions after 09/30/2016 (October) or 03/31/2017 (April)
Control-D Report and Agency Actions Prior to Processing Prior to the automatic processing of the October 2016 or April 2017 CSEA LLS payment for newly eligible employees, the following report will be available on 08/30/2017 for agency use:

NPAY756 CSEA Longevity Eligibility Listing
This reportis a preliminary listing of employees who appear eligible for the five (5) year or ten (10) year LLS payment as of September 30, 2016 or March 31, 2017. 

Agencies should review this listing carefully, paying particular attention to the following:

  • Employees who appear on the listing but are ineligible due to an “Unsatisfactory” evaluation on their last rating date.
  • The “LAST LLS Date’ and ‘PMT AMT’ fields, if applicable.
    • For employees who appear to be eligible to receive the October 2016 LLS payment who were reported with a prior LLS payment with an effective date greater than 10/01/2015, ensure the payment represents an October 2015 payment and not a prior April payment.
    • For employees who appear to be eligible to receive the April 2017 LLS payment who were reported with a prior LLS payment with an effective date greater than 04/01/2016, ensure the payment represents an April 2017 payment and not a prior October payment.
    • If it is determined the cycle of the prior payment reported and the employee’s payment cycle in effect on the payment eligibility date (09/30/2016 (October) or 03/31/2017 (April)) is not consistent, the agency must review the employee’s increment code and, if necessary, contact OSC using the Payroll Earnings mailbox to request assistance in determining the appropriate action.

Corrections to the preliminary listing should be submitted on the Correction Sheet.  (The form may be duplicated if additional copies are needed.)  This form must be used to:

  • Add employees who do not appear on the listing, such as:
    • Eligible employees in NS positions where the equated grade does not appear on the Position Data page.  Agencies must submit documentation of the salary equation with the Correction Sheet.
    • Eligible employees who are in composite positions (identified by Increment Code 2222).
    • Eligible employees who received a downward reallocation (identified by Increment Code 0069).
  • Delete employees who should not appear on the listing, such as:
    • Employees with an “Unsatisfactory” evaluation during the period stated above.  In addition, in order to prevent the payment, the agency must submit a Data Chg on the Job Action Requests page using the employee’s last rating date as the effective date, the Reason code USP (Unsat Perf) and an increment code of 7777 in the Incr. Code field.
  • Identify employees appearing on the listing who have    incorrect information appearing in PayServ affecting their eligibility for the LLS payment.  In addition, the agency must submit the appropriate transaction to correct the information.
  • Corrections should be submitted as soon as possible and must be received no later than 09/18/2017.  Please fax corrections to (518) 474-2601 and send an email to the Payroll Earnings mailbox including the Department ID and ‘LLS Correction Sheet’ in the Subject line to inform OSC that a correction has been faxed.
OSC Actions – Automatic Processing For employees with an Increment Code of 1110 or 2012

OSC will process the October 2016 or April 2017 CSEA LLS payment for those employees who meet the eligibility criteria by inserting a row on the employee’s Additional Pay page to make the payment using the Earnings Code LLS provided the employee did not already receive an October 2016 or April 2017 LLS payment.  The payment amount is $1,250 or a prorated amount, as described below:

  • Employees who were on a Voluntary Reduction in Work Schedule (VRWS) on the payment eligibility date (09/30/2016 (October) or 03/31/2017 (April)) receive the full LLS payment amount based on the employee’s increment code.  Agencies must verify that the Full/Part field on the Job Data/Job Information page is ‘Voluntary’.
  • Employees who were on a Leave With Pay with an Action/Reason code of Paid Leave of Absence/SKL (Sick Lv) on the payment eligibility date (09/30/2016 (October) or 03/31/2017 (April)) receive an amount based on the employee’s increment code and percentage.  The full LLS payment amount based on the employee’s increment code is multiplied by the employee’s Empl Work Percent on the Job Data/Job Information page prior to the leave.
  • All other employees (including employees on a Leave With Pay, Paid Military Stipend Leave and Unpaid Military Stipend Leave) receive an amount based on the employee’s increment code and percentage in effect on the payment eligibility date (09/30/2016 (October) or 03/31/2017 (April)).  The full LLS payment amount based on the employee’s increment code is multiplied by the employee’s Empl Work Percent on the Job Data/Job Information page in effect on the payment eligibility date.

The Additional Pay page will be populated for eligible employees with the following:

Earnings Code:

LLS

Effective Date:

10/1/16 or 4/1/17, as appropriate

OT Effective Date:

10/1/16 or 4/1/17, as appropriate

Annual Additional Earnings:

$1250 or prorated amount

Earns End Date:

9/30/17 or 3/31/18, as appropriate

For employees with an Increment Code of 0610 or 2007

If an October 2016 or April 2017 LLS row already exists on the employee’s Additional Pay page and the amount in the Annual Additional Earnings field is less than or equal to $1,250, OSC will automatically double the earnings amount and pay the difference between the new Annual Additional Earnings and the existing Goal Balance.

The existing Additional Pay page will be updated for eligible employees with the following:

Earnings Code:

LLS

Effective Date:

Existing Effective Date

OT Effective Date:

Existing OT Effective Date

Annual Additional Earnings:

Full Payment amount

Earns End Date:

Existing End Date


Agency Actions – Payments Not Processed Automatically After the automatic payment has been processed, agencies must enter the following information into the Additional Pay page to pay an eligible employee who has not received the October 2016 or April 2017 LLS payment.  Transactions should be submitted beginning in Administration Pay Period 12L or Institution Pay Period 13L.
  • Increment Code 0069 on the Payment Eligibility Date (09/30/2016 (October 2016) or 03/31/2017 (April 2017)):  Agencies must submit transactions for eligible employees whose position on the applicable payment eligibility date was previously downward reallocated.  The effective date of the LLS payment should be 10/01/2016 or 04/01/2017, as appropriate.  The LLS payment amount should be calculated as explained in OSC Actions – Automatic Processing and based on the employee’s job rate credit in the grade prior to the reallocation.
  • Increment Code 2222 on the Payment Eligibility Date (09/30/2016 (October 2016) or 03/31/2017 (April 2017)):  Agencies must submit transactions for eligible employees who are in a composite position on the applicable payment eligibility date.  The effective date of the LLS payment should be 10/01/2016 or 04/01/2017, as appropriate.  The LLS payment amount should be calculated as explained in OSC Actions – Automatic Processing and based on the increment code of the employee’s qualifying position (noted in General Comments) and the percentage attributed to such position on the payment eligibility date.  Information regarding the composite position must be included on the General Comments page.
  • Upward Reallocation:  Agencies must submit transactions for eligible employees whose position in effect on applicable the payment eligibility date (09/30/2016 (October 2016) or 03/31/2017 (April 2017)) was previously upward reallocated and whose salary upon application of the April 2016 or October 2016 or April 2017 CSEA Performance Advance is equal to the Job Rate of the reallocated position as explained above.  The effective date of the LLS payment should be 10/01/2016 or 04/01/2017, as appropriate.  The LLS payment amount should be calculated as explained in OSC Actions – Automatic Processing and based on the employee’s adjusted increment code indicating job rate credit.
  • Lateral Position Change:  Agencies must submit transactions for eligible employees with a salary equal to or greater than the Job Rate in a non-CSEA position, who had a lateral position change to a CSEA position with a higher Job Rate and whose salary upon application of the October 2016 or April 2017 CSEA Performance Advance is equal to the Job Rate in the CSEA position as explained above.  The effective date of the LLS payment should be 10/01/2016 or 04/01/2017, as appropriate.  The LLS payment amount should be calculated as explained in OSC Actions – Automatic Processing and based on the employee’s adjusted increment code indicating job rate credit.
  • Leave of Absence on 03/31/16:  Agencies must submit transactions for employees who are otherwise eligible on the applicable the payment eligibility date (09/30/2016 (October 2016) or 03/31/2017 (April 2017)) to receive the payment but whose Payroll Status is Leave of Absence (except those on Unpaid Military Stipend Leave) and who return from such leave between 10/01/2016 and 9/30/2017 (October 2016) or 04/01/2017 and 03/31/2018 (April 2017) as explained above.  Transactions should be submitted in the pay period the return from leave is processed or in Administration Pay Period 12L or Institution Pay Period 13L if the employee has already returned; the effective date of the LLS payment should be the same as the return from leave effective date.  The LLS payment amount should be calculated as explained in OSC Actions – Automatic Processing.
  • Note:  The employee’s increment code may need to be adjusted as a result of the leave of absence in effect on the payment eligibility date (09/30/2016 (October 2016) or 03/31/2017 (April 2017)) and could impact the employee’s October 2016 or April 2017 CSEA LLS eligibility.

    • Preferred List on the Payment Eligibility Date (09/30/2016 (October 2016) or 03/31/2017 (April 2017)):   Agencies must submit transactions for employees who are otherwise eligible on the applicable the payment eligibility date (09/30/2016 (October 2016) or 03/31/2017 (April 2017)) to receive the payment but who are on a preferred list and who are appointed to an eligible position between 10/01/2016 and 9/30/2017 (October 2016) or 04/01/2017 and 03/31/2018 (April 2017) as explained above.  Transactions should be submitted in the pay period the appointment is processed or in Administration Pay Period 12L or Institution Pay Period 13L if the employee has already been appointed; the effective date of the LLS payment should be the same as the appointment effective date.  The LLS payment amount should be calculated as explained in OSC Actions – Automatic Processing and based on the percentage associated with the eligible position.

    Note:  The employee’s increment code may need to be adjusted as a result of time off the payroll and could impact the employee’s October 2016 or April 2017 CSEA LLS eligibility.

    • Demotions after the Payment Eligibility Date (09/30/2016 (October 2016) or 03/31/2017 (April 2017)):    Agencies must submit transactions for employees who are ineligible for the payment on 03/31/2016 but become eligible on or before 03/31/2017 due to a demotion as explained above.  Transactions should be submitted after the employee completes six (6) full pay periods in the lower grade; the effective date of the LLS payment should be the same as the effective date of the demotion.  The LLS payment amount should be calculated as explained in OSC Actions – Automatic Processing and based on information on the date of the demotion.  Information regarding the reason the demotion occurred must be included on the General Comments page.

    Earnings Code:

    LLS

    Effective Date:

    Enter eligibility date

    OT Effective Date:

    Same as Effective Date

    Annual Additional Earnings:

    Payment amount

    Earns End Date:

    9/30/2017 (for October 2016) or 3/31/2018 (for April 2017), as appropriate, or date eligibility ends (see Overtime Calculation Information)

    Goal Balance:

    Leave blank

To Correct an Increment Code If the employee did not receive an automatic LLS payment or the payment amount was incorrect because the Increment Code was incorrect, the agency must, in addition to submitting the LLS payment, submit a Job Action Request using the Action/Reason code of DTA/CIC (Data Change/Correct Increment Code).  The appropriate increment code must be entered in the Increment Code field.

Control-D Reports Available After Processing After the automatic processing of the October 2016 and April 2017 CSEA LLS payment is completed, the following Control-D report will be available for agency use.

NPAY770 – One Time Payment Report

This report identifies all employees who received the October 2016 or April 2017 CSEA LLS payment effective 10/1/16 or 4/1/17 as a result of this payment processing.

Overtime Calculation Information The LLS payment is 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 October 2016 or April 2017 CSEA LLS payment will be included in the calculation of overtime earned from the OT Eff Date through the End Date on the employee’s Additional Pay page for Earnings Code LLS.

If an employee is appointed to an ineligible position (including a position which results in a salary below the Job Rate of the grade of the new position) after the effective date of the October 2016 or April 2017 LLS payment, the payment cannot be included in the compensation calculation of any overtime earned after the date of the appointment.

Therefore, if an eligible employee was appointed to an ineligible position prior to or in Administration Pay Period 12L or Institution Pay Period 13L, OSC will update the End Date of those transactions processed automatically to reflect the last date the employee was in an eligible position.  If the appointment is made after Administration Pay Period 12L or Institution Pay Period 13L, agencies are responsible for inserting a row on the Additional pay page at the Effective Date level of Earnings Code LLS and entering 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:

Same as original amount (populates automatically)

End Date:

Same as Effective Date

Goal Balance:

Same as Annual Addl Earnings (to prevent making another payment)

The transaction should be submitted in the pay period the position change is processed.

Retroactive Adjustment
OSC will automatically calculate retroactive adjustments for overtime earned on or after the OT Eff Date associated with the October 2016 or April 2017 CSEA LLS payment and paid prior to the automatic processing of the CSEA LLS payment.

Agency Actions – Retroactive Processing Time Entry earnings codes that are submitted with an amount will not be adjusted automatically.  Therefore, beginning in Administration Pay Period 13L or Institution Pay Period 14L, agencies must report the adjustment amount for earnings codes such as Extra Time Override (EXO) and Regular Salary Override (RGO).

Correcting an Automatic Retroactive Adjustment

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 the following conditions and, if necessary, submitting the necessary adjustment.

  • If an employee has a check returned or exchanged on an AC-230 for dates on or after the effective date of the payment, the payroll system does not consider the AC-230 when calculating the automatic retroactive adjustment.
  • If earnings were previously reported using Earnings Code RGS and a date range that exceeded the number of days reported, the 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 OT for Annuals (OTA), will be calculated incorrectly if the dates previously reported as a single entry on the Time Entry page overlap the effective date of the payment.  The system will calculate an adjustment for all earnings reported in a single entry based on the salary in effect on the Earnings End Date.
  • For employees who had a change reported on the Job Data page, since the effective date of the payment and the action resulted in an overpayment of earnings, the automatic negative retroactive adjustment may not have been processed because the overpayment was either not recoverable or was recovered using an overpayment earnings code or an AC-230.  In this case, the negative retroactive adjustment may be re-generated when the payment is processed.  OSC will turn off (not process) the automatic negative adjustment for these employees since in most cases these overpayments were either not recoverable or recovered using another method.

If an overpayment of earnings is identified after the automatic 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.

Submitting an Adjustment

To process a retroactive adjustment or correct an automatic retroactive adjustment, agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using the Earnings Code AJR.

Earnings Begin Date:

The first date included in the adjustment

Earnings End Date:

The last date included in the adjustment

Earn Code:

AJR

Amount:

Amount to be adjusted

Comments:

An explanation of the adjustment

 

Retirement and Deduction Information The LLS payment is included as salary for retirement purposes.  Deductions will be taken from the LLS payment for normal retirement contributions, garnishments and federal levies.

Tax Information The LLS payment and AJR adjustment are supplemental taxable income, subject to all employment taxes and income taxes. 

Federal, State and New York City income tax withholding will be calculated using the Aggregate method.  Yonkers income tax withholding will be calculated using the Flat Rate method.  Yonkers Flat Rate Withholding is 1.61135% for Yonkers residents and 0.50% for Yonkers non-residents.

Payroll Register and Employee’s Paycheck/Advice The Earnings Code LLS and the amount paid will be displayed on the Payroll Register.  The Earnings Description Longevity LSP and the amount paid will appear on the employee’s paycheck stub and direct deposit advice (if applicable).

This payment will be made in a separate check regardless of when it is paid.  The separate check will be issued with the employee’s regular paycheck or direct deposit advice based on information for that check date. There is no direct deposit for this payment.

Undeliverable Checks 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 Taxation and Finance, Division of Treasury, per instructions in Payroll Bulletin No. 908.

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

Questions regarding deductions and retirement may be directed to the Payroll Deduction mailbox.

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