Purpose

To explain OSC’s automatic processing of the portion of the 2010 Salary Increases not already paid

Affected Employees

SUNY Construction Fund employees in Bargaining Unit 97 who meet the eligibility criteria

Background

Legislation has been enacted authorizing the payment of the 4% retroactive increase for the payroll periods dated 4/1/10-4/28/10 (Administration).

OSC will be processing the retroactive salary increases in paychecks dated August 4, 2010.

Effective Dates

Effective 4/01/10- 4/28/10, paychecks dated 8/4/10

Contract Provisions and Eligibility Criteria

2010 General Salary Increase

The legislation provides for a 4% salary increase for employees in NS (SG 600) positions and hourly employees.

• Annual employees receive a 4% increase rounded to the nearest dollar
• Hourly employees receive a 4% increase rounded to the nearest cent

Exception:

• No increase for employees who were on a Leave of Absence (other than Workers’ Compensation Leave) on the effective date of the increase until the employee returns from leave.

OSC Actions: Automatic Processing of Increases

After payroll processing for Pay Period 8 is completed, OSC will process the Salary Increase for the dates listed above for eligible employees whose Pay Basis Code is ANN or HRY as follows:

• OSC will automatically insert a row in the employee’s Job Data page to reflect the Salary Increase using the Action/Reason code of PAY/SAC (Pay Rate Change/Mass Salary Increase) for employees who are Active, on a Paid Leave of Absence (except Military Stipend) or on Worker’s Compensation Leave. The row will be inserted using the payment effective date.
• OSC will automatically insert a row in the employee’s Job Data page to reflect the Salary Increase using the Action/Reason code of PAY/CSL (Pay Rate Change/Correct Salary) for annual employees and PAY/CRT (Pay Rate Change/Change Rate) for hourly employees who are Inactive or on a Leave of Absence (except Workers’ Compensation Leave) only if the employee subsequently returned to Active status in an eligible position within the retroactive period but after the effective date of the increase. The row will be inserted using the effective date of the Rehire or Return from Leave action.
• OSC will automatically insert a row in the employee’s Job Data page to reflect the Salary Increase using the Action/Reason code of PAY/CSL (Pay Rate Change/Correct Salary) for annual employees and PAY/CRT (Pay Rate Change/Change Rate) for hourly employees who had been newly appointed or who had transferred into an eligible position within the retroactive period but after the effective date of the increase. The row will be inserted using the effective date of the Hire, Position Change or Transfer action.
• OSC will automatically insert rows in the employee’s Job Data page to reflect the Salary Increase using the Action/Reason code of PAY/CSL (Pay Rate Change/Correct Salary) for annual employees and PAY/CRT (Pay Rate Change/Change Rate) for hourly employees for all subsequent rows through the last day of the retroactive period, provided the employee remained in an eligible position.

Exceptions:

• If the employee is on Military Stipend, a row will not be automatically inserted. However, employees who were placed on Military Stipend due to new military orders on or after the effective date of the payment are eligible for a recalculated military stipend based on the increase. Eligible employees’ records will be updated manually by OSC to reflect the increase.
• If the employee’s Job Data information does not match the information on Position Data, a row will not be automatically inserted.

Automatic Retroactive Processing

OSC will automatically calculate retroactive payments resulting from the retroactive salary increases.

For eligible employees who have worked in more than one (1) agency and have been paid by all agencies using the same Employee Record Number since the effective date of the increases, all retroactive adjustments will be paid in the most current agency.

For eligible employees who have worked in more than one (1) agency and have been paid from more than one (1) Employee Record Number since the effective date of the increases, the retroactive adjustment for earnings in each Employee Record Number will be paid in the most current agency, on the appropriate pay cycle, under each Employee Record Number.

Retroactive Adjustments for Time Entry Earnings

Time Entry earn codes that are calculated based on an employee’s salary rate and additional salary factors such as Overtime (OTA) and Holiday Pay (HPA) will be automatically adjusted.

The following Earn Codes will be adjusted automatically:

• Extra Time (EXT), Holiday Pay (HPA), Lump Sum Payment-Vacation (LSA), Lump Sum Payment-OT Accruals (LSB), Lost Time (LT1), OT for Annuals (OTA), OT Straight Rate for Annuals (OTB), Regular Pay Salary Employee (RGS), Salary LSP Annuals (SLS)

Retroactive Adjustments for Employees Currently Inactive Who Have An Outstanding Overpayment

For employees who are Inactive at the time of payment, the retroactive Salary Increase adjustment will be applied to any Overpayment (OVP) set up in Additional Pay that has a Goal Amount and Goal Balance that are not equal. The payroll system will determine the difference between the Goal Balance and Goal Amount and will deduct the difference from the employee’s check and update the Goal Balance. If the amount of the positive earnings is not sufficient to deduct the entire overpayment, the system will deduct the amount of positive earnings possible and update the OVP Goal Balance accordingly.

Agency Actions for Retroactive Processing

Reporting Retroactive Adjustments

The following Time Entry and Additional Pay earnings will not be adjusted automatically. Therefore, commencing in the pay period in which the Salary Increase is being processed, the agency may report the appropriate retroactive adjustments in the Time Entry page, using the Earn Code AJR and the appropriate Earnings Begin and End Dates. An explanation of the adjustment must be included in the Time Entry comments or on the General Comments page.

• ADJ Adjustment
• AIF Adjust Inconvenience Pay
• AIP Adjust Inconvenience Pay Part
• BSA Back Salary Award
• ES2 Extra Service Amount
• LSI Lump Sum Payment Override
• LTO Lost Time Override
• OTT Out of Title Overtime
• RGO Regular Salary Override
• SLO Salary Lump Sum Payment Override

Reporting An Adjustment When Automatic Retroactive Adjustment Is Incorrect

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 these conditions and, if required, must submit the necessary adjustment of earnings in the Time Entry page, using the Earn Code AJR and appropriate Begin and End Dates.

If an overpayment of earnings is identified after the automatic Salary Increase 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.

• If an employee had a check returned or exchanged on an AC 230 for service dates on or after the effective date of the increase, the payroll system does not consider the AC 230 when calculating the automatic retroactive adjustment. Therefore, the agency should review the automatic retroactive adjustment and determine the amount of the adjustment to be reported.
• If an employee’s Pay Basis Code changed from HRY or ANN, the agency must review the automatic retroactive adjustment and determine if it is correct. If the adjustment is not correct, the agency must report an adjustment of earnings.
• If an employee was paid on an AC 39 (Typewritten Payroll), the payroll system will not adjust the earnings processed on the AC 39. The agency must report the adjustment of earnings.
• For employees who had a Job Action or Additional Pay change reported since the effective date of the Salary Increase and the action reported resulted in an overpayment of earnings, the automatic negative retroactive adjustment may not have been processed because the overpayment was either not recoverable or recoverable using the OVP Earn Code or the AC 230. In this case, the negative retroactive adjustment may be re-generated when the automatic increases are processed. OSC will manually turn off (not process) the automatic negative adjustment for these employees, since in most cases, the overpayment was either not recoverable or recovered using another method. The agency is responsible for reviewing employees who meet these conditions to determine if an additional adjustment is required.

Control-D Reports Available After Processing

The following Control-D reports will be available for agency review on after processing of the automatic increases on 7/23/10:

NHRP704 Mass Salary Increase Report

This report identifies all employees who received the salary increase and identifies all of the employee’s salaries that were automatically increased. Fields on the report include the EmplID, Employee Record Number, Employee Name, Effective Date, Effective Sequence, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Action Reason and Increment Code.

Deduction Information

All general deductions for employees whose status is Terminated, Retired or Deceased will be automatically cancelled by OSC with the exception of the following:

Code	Narrative
410	Health Care Spending Account
420	NY Dependent Care Contribution
425	Repay State Loans/Debt
426	Higher Ed Repay State Loan
428	Dependent Care
433	Total Unemployment Ins Owed
500	Medicare Deficiency
501	Social Security Deficiency
502	NYS SS/Medicare Deficiency
GARNSH	Garnishments
HIATRG	Regular After Tax Health
HIATSP	Special After Tax Health Adj
HIBTRG	Regular Before Tax Health
HIBTSP	Special Before Tax Health Adj

Undeliverable Checks

Inactive employees may be eligible for a payment as a result of the adjustments. 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 Tax and Finance, Division of Treasury, per instructions in Payroll Bulletin No. 456.

Checks issued to eligible employees who are now deceased should be returned with a completed Next of Kin Affidavit Form AC 934-P and a Report of Check Exchange Form AC 1476-P.

For recipients of a previously deceased employee's payroll checks where a Next of Kin Affidavit and Report of Check Exchange forms have been submitted, OSC will accept a photocopy of these forms to process the exchange of the check.

Payroll Register and Employee's Paycheck/Advice

All retroactive adjustments will be displayed on the payroll register and the employee’s paycheck stub or direct deposit advice.

Questions

Questions regarding the salary increase may be directed to the Salary Determination mailbox.

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

Questions about Deductions may be directed to the Payroll Deductions mailbox.