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Date: April 12, 2016

Bulletin Number: UCS-228

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Subject Implementation of the April 2016 State of New York Unified Court System (UCS) Judicial Longevity Payment (JLP)

Purpose To inform agencies of OSC’s automatic processing of the JLP payment and to provide instructions for payments not processed automatically.

Affected Employees

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

Civil Service Employees Association

Bargaining Unit 87

Unrepresented Non-Judicial Employees

Bargaining Unit 86, 88, CT


Background Chapter 400 of the Laws of 2014 implemented the 2011-2017 Agreement between the Unified Court System of the State of New York (UCS) and the Civil Service Employees Association (CSEA – BU 87) and provides for a new annual longevity lump sum payment beginning in April 1, 2016 in the amounts of $2,250, $4,600 or $6,900 for persons in allocated (graded) positions.  This payment will replace Longevity Increments and Longevity Bonuses (JLO), which have been ended. 

In addition, consistent with prior practice, when a CSEA Agreement is reached, the negotiated changes detailed in the Labor Relations Memorandum are extended to Management/Confidential and Unrepresented employees in Bargaining Units 86, 88, and CT.

Note, there is no provision in the above legislation for persons in unallocated (non-graded) positions to receive this payment.  The April 2016 memorandum from the Chief Administrative Judge instructs that unallocated (non-graded) Unrepresented employees will continue to receive the Longevity Bonus (JLO).

Effective Date(s)

The April 2016 Longevity Lump Sum Payment will be paid in the following check date.

Pay Cycle/Pay Period Type

Payment Effective Date

Check Date

Administration 1 Lag

04/07/2016

05/04/2016


Eligibility Criteria Employees in graded positions (Grade 501-537) are eligible for the April 2016 JLP payment provided the employee:
  • Is in an eligible bargaining unit on 04/01/2016: and
  • Has a Payroll Status of Active, Leave With Pay or Leave of Absence due to a Workers’ Compensation Leave or an Unpaid Military Stipend Leave on 04/01/16; and
  • Has a Pay Basis Code of ANN or BIW (only if the employee is on a Paid Military Stipend Leave on 04/01/16; and
  • Has completed four (4) years or more or eight (8) years or more or thirteen (13) years or more at a base annual salary equal to or greater than the Maximum Salary of the employee’s grade (based on the 4/1/15 Salary Schedule) on 04/01/16; and
  • Has completed 120 workdays in each fiscal year and
  • Received a performance rating of at least “Satisfactory” for service during the previous year

The following employees will become eligible for the April 2016 JLP payment during 2016-2017:

Leave of Absence on 04/01/16:  An employee who otherwise qualifies for the April 2016 JLP payment but is on an approved Leave of Absence (other than Workers’ Compensation Leave or Unpaid Military Leave) on 04/01/16 becomes eligible if they return to the payroll between 04/01/16 and 03/31/17. 

For instructions on submitting transactions to make the April 2016 JLP payment, see Agency Actions – Payments Not Processed Automatically.

OSC and Agency Actions Prior to Automatic Processing

Prior to the automatic processing of the April 2016 JLP payment, OSC will provide a preliminary listing of employees who appear to be eligible for this payment based on information available as of the date the listing is created. Agencies should review this listing to confirm eligibility and take appropriate action to make corrections to employee records as necessary.

OSC Actions – Automatic Processing OSC will process the April 2016 JLP payment for those employees who meet the eligibility criteria and have a Payroll Status of Active or Leave With Pay on 04/01/16 by inserting a row on the employee’s Additional Pay page as shown below. The payment amount is $2,250 for employees with four (4) or more years (identified by Increment Code 2009-2012) or $4,600 for employees with or eight (8) or more years (identified by Increment Code 2004-2008) or $6,900 for employees with thirteen (13) or more years (identified by Increment Code 1977-2003) at a base annual salary equal to or greater than the Maximum Salary of the employee’s grade.

Employees will receive an amount based on the employee’s increment code and percentage in effect on 04/01/16.  The full JLP 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 04/01/16.

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

Earnings Code:

JLP

Effective Date:

04/07/16

OT Eff Date:

04/07/16

Annual Addl Earnings:

$2250 or prorated amount (Increment Codes 2009-2012)
$4600 or prorated amount (Increment Codes 2004-2008)
$6900 or prorated amount (Increment Codes 1977-2003)

End Date:

04/05/2017


Agency Actions – Payments Not Processed Automatically Eligible employees who have a Payroll Status as described below
on the payment effective date will not be processed automatically.  Therefore agencies must submit the following information on the Additional Pay page using Earnings Code JLP as appropriate.  The JLP payment amount should be calculated as explained in OSC Actions – Automatic Processing.

Leave of Absence due to a Workers’ Compensation Leave or Unpaid Military Leave (Action/Reason code of Leave of Absence/WDL, MLL or MLS)
Transactions should be submitted in Administration Pay Period 1L.

Earnings Code:

JLP

Effective Date:

04/07/16

OT Eff Date:

04/07/16

Annual Addl Earnings:

$2250 or prorated amount (Increment Codes 2009-2012)
$4600 or prorated amount (Increment Codes 2004-2008)
$6900 or prorated amount (Increment Codes 1977-2003)

End Date:

04/05/17 OR the last date the employee is in an eligible position (see Overtime Calculation Information)

Leave of Absence on 04/01/16:  An employee who otherwise qualifies for the April 2016 JLP payment but is on an approved Leave of Absence (other than Workers’ Compensation Leave or Unpaid Military Leave on 04/01/16 becomes eligible if they return to the payroll between 04/01/16 and 03/31/16.  Transactions should be submitted in the pay period they return from leave; the effective date of the JLP should be the same as the return from leave date. 

Earnings Code:

JLP

Effective Date:

Date of return from leave

OT Eff Date:

Same as effective date

Annual Addl Earnings:

$2250 or prorated amount (Increment Codes 2009-2012)
$4600 or prorated amount (Increment Codes 2004-2008)
$6900 or prorated amount (Increment Codes 1977-2003)

End Date:

04/05/2017 OR the last date the employee is in an eligible position (see Overtime Calculation Information)


Control-D Report Available After Processing After the automatic processing of the April 2016 JLP 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 April 2016 JLP payment effective 04/07/16.

A listing of employees who appeared to be eligible but did not receive the April 2016 JLP payment will also be created and emailed to the agency for review.

Overtime Calculation Information The April 2016 JLP 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 > Time Entry Payments > Overtime Compensation). The 2016 JLP 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 JLP.

If an employee is appointed to an ineligible position (including a position which results in a salary below the Maximum of the grade of the new position) effective after receiving the April 2016 JLP payment, the payment cannot be included in the compensation calculation of any overtime earned on or after the date of the appointment.  Therefore, agencies must insert a row on the Additional Pay page at the Effective Date level of Earnings Code JLP 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

Same as original amount (populates automatically)

End Date

Same as Effective Date

Goal Balance

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


Retirement Information The Judicial Longevity Payment is not part of basic the annual salary, but it is considered pensionable earnings.

Tax Information The Judicial Longevity Payment is taxable income, will be included in the employee’s taxable gross and is subject to all employment taxes and income taxes.

Payroll Register and Employee’s Paycheck/Advice The Earnings Code JLP and the amount paid will be displayed on the Payroll Register.  The Earnings Description Judicial Long Lump Sum Payment 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.

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

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