Purpose

To explain OSC’s automatic processing of increments and provide agencies with related instructions.

Affected Employees

Eligible employees in Bargaining Units T8 and TC

Effective Date

Institution Pay Period 7 Current, paychecks dated 7/3/08

Background

Pursuant to the agreement between the City University of New York and the Professional Staff Congress/CUNY and NYS Education Law, Section 6220.

OSC Automatic Processing

After payroll processing is complete for Pay Period 7C, OSC will automatically apply Increments to annual salaried employees in grade 980 who are Active or on a Paid Leave of Absence based on the following increment codes and eligibility criteria:

• Increment Code is 0007 and the employee’s salary rate is equal to one of the steps below the Job Rate on the salary schedule.
• Increment Code is 0020 and the employee’s salary rate is at the Job Rate of the salary schedule; employee will be brought to the 1st additional step.
• Increment Code is 0030 and the employee’s salary rate is at the 1st Longevity Step of the salary schedule; employee will be brought to the 2nd additional step.

For eligible employees, a row will be automatically inserted into the employee’s Job Data record using the Action/Reason code of Pay Rate Chg/INC (Increment). This row will reflect the new incremented salary.

Transactions processed automatically will appear on the NHRP520, Daily Outbound Transaction file.

Updated Increment Codes

Increment Codes will be updated as follows:

• Employee’s Increment Code is 0007 and incremented salary is below Job Rate: Increment Code will remain 0007.
• Employee’s Increment Code is 0007 and incremented salary is equal to Job Rate:  Increment Code will be changed to 7708.(In preparation for the implementation of a new increment coding system for PSC employees, OSC will apply one of the new increment codes in the update process for employees on the July increment cycle. Employees who receive an increment in July, whose resulting salary is equal to Job Rate, will receive an updated increment code of 7708.)

Note: Increment code 7708 is not available for agency use at this time. Further information on the new increment codes will be made available after the July increments are processed.

• Employee’s Increment Code is 0008 and salary is below Job Rate:  Increment Code will be changed to 0007.
• Employee’s Increment Code is 0020 or 0030:  Increment Code is unchanged.

Employees whose increment codes are updated will have a row automatically inserted using the Action/Reason code of Data Chg/CIC (Correct Increment Code).

Specialized Title Listing

During the week of June 9, 2008, a list of employees in the specialized title of HEO/Univ Admin (Job Code 016855) will be sent to agencies.

Agencies must determine if the employee in the specialized title is entitled to receive a July increment. If the employee is entitled to receive the increment, agencies must request a Pay Rate Change using the Action/Reason code of Pay Rate Chg/INC effective 7/1/07. Agencies must request the new incremented salary and enter the Increment Code of 0003. A breakdown of the salary must be reported in the Status Reason field.

Control-D Reports

During the week of June 9, 2008, the following Control-D report will be available for agencies to review:

NHRP708 Mass Increment Payment Exception Report

This report identifies employees who will not receive the automatic increment because the Increment Code is missing, the salary is off step or Position Data and Job Data do not match.

After the automatic increment has been processed, the following Control-D reports will be available:

NHRP704 Mass Sal/Increment Report

This report identifies employees who received the automatic increment.

NHRP708 Mass Increment Payment Exception Report

This report identifies employees who did not receive the automatic increment because the Increment Code was missing, the salary was off step or Position Data and Job Data did not match.

Agency Instructions - Pay Period 8C

Agencies must submit transactions in Pay Period 8C to pay eligible employees who did not receive the automatic increment in Pay Period 7C. Agencies must request a Pay Rate Change using the Action/Reason code of Pay Rate Chg/INC effective 7/1/08, on the Job Action Request page. The incremented salary and the new increment code must be reported in the appropriate fields.

Revised Increment Code Chart

Effective Pay Period 8C, paychecks dated 7/17/08, agencies must use the revised Increment Code chart to determine increment codes when submitting pay changes, position changes and transfers.

Questions

Questions regarding this bulletin may be directed to the University Manager of Payroll Systems and Operations at CUNY Central Office.