Purpose
To revise the guidelines governing OSC's review and approval of retroactive salary transactions
Affected Employees
Agencies that submit retroactive salary transactions on behalf of their employees
Effective Date
Immediately
Background
Agencies should process salary changes in the payroll system as soon as possible. However, the Office of the State Comptroller recognizes that it is not always possible for agencies to complete their required processing steps by the effective date for all transactions. Additionally, OSC recognizes that the current guidelines governing retroactive salary transactions do not adequately reflect the time frames necessary for many agencies to process such transactions. Accordingly, OSC has revised the guidelines in certain areas to increase flexibility and improve processing efficiency.
Summary of Revisions to Retroactive Salary Transaction Guidelines
The chart on the following page summarizes the revised guidelines governing the submission of retroactive salary transactions to OSC.
Transactions that fall within the revised guidelines:
In general, OSC will not require agencies to obtain advance approval or provide documentation on retroactive salary transactions that fall within the revised guidelines. However, OSC reserves the right to require agencies to provide an explanation and/or documentation to substantiate specific transactions when warranted.
Transactions that exceed the revised guidelines:
For transactions that exceed the revised guidelines, the agency must provide an explanation/justification for the retroactive transaction in the General Comments panel. In some cases, OSC may request supporting documentation to further substantiate the proposed transaction.
| Appointments, excluding adjunct appointments (e.g., hires, rehires, concurrent hires) Reinstatements from leaves Corrections to appointment, reinstatement, leaves and separation dates Promotions Salary increases including Longevity Increments, Longevity Differentials and Service Increments reported on the Additional Pay panel* Changes in percentage of time worked |
May be reported no more than five (5) payroll periods retroactive without justification. This allows for a total of 60 business days (the current pay period plus five retroactive periods). |
| Teaching and non-teaching adjunct appointments | Appointments for the semester currently being processed require no justification. Appointments for a prior semester may be reported no more than five (5) payroll periods retroactive without justification. |
| Miscellaneous payments submitted via the Time Entry panel (e.g. overtime, adjunct, lump sum payments, additional job) Assignment Differentials for Security Titles (Arms, Canine, Special Assistance for Events (SAFE) Team Leader) |
May be reported no more than nine (9) payroll periods retroactive without justification. This allows payment for a total of 100 business days (the current pay period plus nine retroactive periods). |
*For increases submitted for classified staff whose pay basis code is ANN, a CUNY Classified Staff Payroll Authorization Form (OFSR-607) signed by Sam Phillips or Carmello Batista must be submitted to OSC in the same payroll period the Action is requested on the Job Action Request panel or the Additional Pay panel.
There is no time limit on the correction of payroll errors (e.g., failure to pay increments to unclassified staff or contractual salary increases to eligible employees). If an employee has been paid a salary less than that authorized by a union agreement, an adjustment will be paid retroactive to the date of the error.
Agency Responsibility
Transactions that fall within the revised guidelines:
In general, OSC will not require agencies to obtain advance approval or provide documentation on retroactive salary transactions that fall within the revised guidelines. However, OSC reserves the right to require agencies to provide an explanation
and/or documentation to substantiate specific transactions when warranted.
Transactions that exceed the revised guidelines:
For transactions that exceed the revised guidelines, the agency must provide an explanation/justification for the retroactive transaction in the General Comments panel. In some cases, OSC may request supporting documentation to further substantiate the proposed transaction.
Questions
Questions regarding this bulletin may be directed to the University Manager of Payroll Systems and Operations at CUNY Central Office.