Purpose

To inform agencies of OSC’s automatic processing and to provide instructions for processing adjustments and changes.

Affected Employees

Classified CUNY employees represented by:

• District Council 37 (DC 37) - Bargaining Units TG, TH, TM (excluding High Pressure Plant Tenders), TR, TX T9, SF, TU, SJ, TJ, TP, U6 TK, TY and U3
• Service Employees International Union (SEIU) - Bargaining Unit S6
• International Association of Theatrical and Stage Employees (IATSE) - Bargaining Unit T3
• New York State Nursing Association (NYSNA) – Bargaining Unit TE

Effective Date(s)

General Salary Increases will be processed in Pay Period 16C, paychecks dated 11/6/08

Background

The Memorandum of Understanding for Successor Agreements to the 2006-2009 Blue & White Collar Agreement between CUNY and DC 37, SEIU and IATSE and the 2007-2010 NYSNA agreement provides for General Salary Increases for certain eligible employees.

Contract Provisions

DC 37

2006 Increases

The following Increases are effective 10/1/06 for DC 37 represented employees:

• 3.15% General Salary Increase, rounded to the nearest dollar for salaried employees or the nearest cent for hourly employees (.5 rounds up, less than .5 rounds down)
• 3.15% Service Increment (SIC, SIP) Increase
• 3.15% Longevity Differential (LDN, LDP)Increase
• 3.15% Increase to MV1, MV2, MV3 and MV4

2007 Increases

The following Increases are effective 10/1/07 for DC 37 represented employees:

• 4% General Salary Increase, rounded to the nearest dollar for salaried employees or the nearest cent for hourly employees (.5 rounds up, less than .5 rounds down)
• 4% Service Increment (SIC, SIP) Increase
• 4% Longevity Differential (LDN, LDP) Increase
• 4% Increase to MV1, MV2, MV3 and MV4

2008 Increases

The following Increases are effective 10/1/08 for DC 37 represented employees:

• 4% General Salary Increase, rounded to the nearest dollar for salaried employees or the nearest cent for hourly employees (.5 rounds up, less than .5 rounds down)
• 4% Service Increment (SIC, SIP) Increase
• 4% Longevity Differential (LDN, LDP) Increase
• 4% Increase to MV1, MV2, MV3 and MV4

SEIU and IATSE

2006 Increases

The following Increases are effective 7/1/06 for SEIU and IATSE represented employees:

• 3.15% General Salary Increase, rounded to the nearest dollar for salaried employees or the nearest cent for hourly employees (.5 rounds up, less than .5 rounds down)

2007 Increases

The following Increases are effective 7/1/07 for SEIU and IATSE represented employees:

• 4% General Salary Increase, rounded to the nearest dollar for salaried employees or the nearest cent for hourly employees (.5 rounds up, less than .5 rounds down)

2008 Increases

The following Increases are effective 7/1/08 for SEIU and IATSE represented employees:

• 4% General Salary Increase, rounded to the nearest dollar for salaried employees or the nearest cent for hourly employees (.5 rounds up, less than .5 rounds down)

NYSNA

2007 Increase

The following Increases are effective 8/16/07 for NYSNA represented employees:

• 3.15% General Salary Increase, rounded to the nearest dollar for salaried employees or the nearest cent for hourly employees (.5 rounds up, less than .5 rounds down)
• Uniform Allowance Increase
• Health Specialty Differential Increase

2008 Increase

The following Increases are effective 8/16/07 for NYSNA represented employees:

• 4% General Salary Increase, rounded to the nearest dollar for salaried employees or the nearest cent for hourly employees (.5 rounds up, less than .5 rounds down)
• Uniform Allowance Increase
• Health Specialty Differential Increase

NYSNA Uniform Allowance Increase

Paycheck date	Full-time or Hourly employees 1715 or more hours	Hourly Employees 914 - 1224 hours	Hourly Employees 1225 - 1714 hours
Old rate paid December 2007	$217.00	$108.50	$162.75
New rate December 2007	$223.84	$111.92	$167.88
2007 Adjustment	$6.84	$3.42	$5.13
December 2008	$232.79	$116.40	$174.60

Adjustments will be submitted by the agencies for those employees who received a December 2007 Uniform Allowance payment.

NYSNA Health Specialty Differential

Paycheck date	Full Time employee	Hourly employee – 950 or more hours	Hourly employee – less than 950 hours
Old rate paid February 2008	$678.13	$379.75	$189.88
Paycheck date	Full Time employee	Hourly employee – 950 or more hours	Hourly employee – less than 950 hours
New rate February 2008	$699.49	$391.71	$195.86
2008 Adjustment	$21.36	$11.96	$5.98
February 2009	$727.47	$407.38	$203.69

In February 2009, adjustments will be submitted by the agencies for those employees who received a February 2008 HSD payment. OSC will publish the HSD bulletin in February 2009 with instructions for paying the adjustment HSD is a separate check.

General Salary Increase Eligibility Criteria

For employees in DC 37:

• All salaried and hourly employees who were Active or on a Leave of Absence Without Pay on 9/30/06 are eligible for a 3.15% Increase effective 10/1/06.
• All salaried and hourly employees who were Active or on a Leave of Absence Without Pay on 9/30/07 are eligible for a 4% compounded Increase effective 10/1/07.
• All salaried and hourly employees who were Active or on a Leave of Absence Without Pay on 9/30/08 are eligible for a 4% compounded Increase effective 10/1/08.

For employees in SEIU and IATSE:

• All salaried and hourly employees who were Active or on a Leave of Absence Without Pay on 6/30/06 are eligible for a 3.15% Increase effective 7/1/06.
• All salaried and hourly employees who were Active or on a Leave of Absence Without Pay on 6/30/07 are eligible for a 4% compounded Increase effective 7/1/07.
• All salaried and hourly employees who were Active or on a Leave of Absence Without Pay on 6/30/08 are eligible for a 4% compounded Increase effective 7/1/08.

For employees in NYSNA:

• All salaried and hourly employees who were Active or on a Leave of Absence Without Pay on 8/15/07 are eligible for a 3.15% Increase effective 8/16/07.
• All salaried and hourly employees who were Active or on a Leave of Absence Without Pay on 8/15/08 are eligible for a 4% compounded Increase effective 8/16/08.

Note: Employees who are appointed on or after the effective date of an increase are not eligible for the increase except if the employee’s salary is below the new minimum in which case the employee is eligible for the new minimum.

Exceptions to Above Eligibility Criteria and Additional Information

For additional eligibility criteria including exceptions to the above stated criteria and additional information regarding increases, refer to Carmelo Batista’s memorandum dated July 9, 2008.

Automatic Processing of Salary Increases For Salaried Employees in DC 37 Bargaining Units Only

After payroll processing for Pay Period 16C is complete, OSC will automatically update Job Records to reflect the 2006, 2007 and 2008 Salary Increases for eligible salaried employees in DC 37 bargaining units only as follows:

• For salaried employees, all raise rows effective 10/1/06, 10/1/07 and 10/1/08 will be inserted with the Action/Reason code of PAY/SAC All subsequent rows for Annual employees will be updated using Reason code CSL.
• Percentage increases will be applied on the General Salary Increase effective dates.
• Employees must be in Active, Leave of Absence, or Paid Leave of Absence status on the day prior to and the day of the salary increase to be eligible to receive the raise (Increases will be applied upon Return from Leave for employees who are in Leave of Absence status on the effective date of an increase.)
• Employees who are not in Active, Leave of Absence, Paid Leave of Absence status on the day prior to and the day of the salary increase and become active after the effective date of the salary increase are not eligible for the General Salary Increase, except those salaries below minimum will be brought to the new minimum.
• Job rows with Action/Reason code of PAY/CMI (Merit) or PAY/LGI(Longevity Increment) will be updated with the value of the raise.
• Job rows with an Action of PAY and a Reason of CSI, CST or CIB will be updated by the percentage increase.
• OSC will evaluate and process all Job rows with an Action of PAY and a Reason of CIH, CLH, CLV, CSL and SIC.
• Subsequent rows will be updated by the percentage increase, the value of the raise, or brought to the new minimum, whichever is applicable.
• OSC will automatically insert a row on the Additional Pay page effective 10/1/06, 10/1/07 and 10/1/08 to add Longevity Differential Non Pensionable (LDN), Longevity Differential Pensionable (LDP), Service increment Non Pensionable (SIC) and Service Increment Pensionable (SIP) earnings, with the amounts provided in the CUNY Memorandum dated 7/9/08, for all employees who have an existing row effective during the raise period.
• OSC will also update existing rows effective 10/1/06 or later.

Automatic Processing of Salary Increases For Hourly Employees in DC 37 Bargaining Units

After payroll processing for Pay Period 16C is complete, OSC will automatically update Job Records to reflect the 2006, 2007 and 2008 Salary Increases for eligible hourly employees in DC 37 bargaining units only as follows:

• For hourly employees, all raise rows effective 10/1/06, 10/1/07 and 10/1/08 will be inserted with the Action/Reason code of PAY/SAC All subsequent rows for hourly employees will be inserted using Reason code CRT.
• Percentage increases will be applied on the General Salary Increase effective dates.
• Employees must be in Active, Leave of Absence or Paid Leave of Absence status on the day prior to and the day of the salary increase to be eligible to receive the raise.
• Employees who are not in Active, Leave of Absence or Paid Leave of Absence status on the day prior to and the day of the salary increase and become active after the effective date of the salary increase are not eligible for the General Salary Increase, except those salaries below minimum will be brought to the new minimum.
• Subsequent rows will be updated by the percentage increase or brought to the new minimum, whichever is applicable.
• Subsequent rows will an Action of PAY or POS will be updated by the value of the increase or brought to the new minimum, whichever is applicable.
• Eligibility for the raise will be evaluated on each general salary increase effective date (i.e. 10/1/06, 10/1/07, 10/1/08) based on eligibility criteria noted above Increases will be applied accordingly.
• Exception: Increases for employees in College Assistant (Job Code 016168) and Sign Language Interpreter (Job Code 016141) positions will be applied only if the employee had a paycheck with RGH earnings in the six (6) months prior to the effective date of an increase. If an employee does not have RGH earnings in the preceding six (6) months, no increase will be applied However, if the employee’s salary is below the new minimum Salary rate, then a row will be inserted to apply the new minimum Salary rate.

Automatic Retroactive Processing

OSC will automatically calculate retroactive payments resulting from the General Salary Increases and the increases in Longevity Differential (LDN, LDP) and Service Increments (SIC, SIP).

Retroactive Adjustments for Additional Pay and Time Entry Earnings

Time Entry earn codes that are calculated based on an employee’s Salary rate and additional salary factors such as overtime (OTD) and holiday (HPJ) will be automatically adjusted.

The following earn codes will be automatically adjusted for salaried employees:

Time Entry Codes

AS1	(Addtl sft comp UCS/CUNY 35hr)
AS2	(Addtl sft comp CUNY 40hr)
HPJ	(Holiday Pay Cuny/ANN)
LSJ	(LSP Vacation CUNY/ANN)
LT1	(Lost Time)
OTC	(OT st rt CUNY/UCS 35hr)
OTD	(OT 1.5 CUNY/UCS 35hr)
OTE	(OT at 1.5 CUNY 40hr)
OTJ	(OT straight rate CUNY 40hr)
RGS	(Regular Pay Salaried)
SLS	(Salary LSP-annuals)

Additional Pay Codes

CPD	(CUNY Payroll Differential)
LDN	(Longevity Dif non-pen)
LDP	(Longevity dif pen)
SIC	(Service inc non-pen)
SIP	(Service Inc pensionable)

The following Time Entry earn codes will be automatically adjusted for hourly employees in DC 37 bargaining units and NYSNA (increases submitted manually by the agency):

AS5	(Addtl sft comp hry)
LSL	(LSP vacation hry)
OTK	(OT hourly/biweekly)
RGH	(Regular pay hourly)

The following earn codes will not be adjusted automatically for salaried employees:

Time Entry Codes

ADJ	(Adjustment)
BSA	(Back Salary Award)
HPL	(Holiday Pay Override)
LTO	(Lost Time Override)
MV1	(MV Operator- Asgn Dif)
MV2	(MV Operator- Asgn Dif)
MV3	(MV Operator- Asgn Dif)
MV4	(MV Operator- Asgn Dif)
OMD	(OT Meals $7.50)
OME	(OT Meals $8.00)
OMF	(OT Meals $10.00)
OMG	(OT Meals $11.00)
OMH	(OT Meals $12.00)
OTO	(OT Override)
OWO	(OT waiver override)
PLO	(Paback LSP Override)
RGO	(Regular Pay Override)
SLO	(Salary LSP Override)
UA6	(Uniform Allowance)

Additional Pay Codes

AAD	(Adj Assignment Differential)
AL1	(Adj long dif pensionable)
AL2	(Adj long dif non-pensionable)
API	(Adj Service Increment Pensionable)
ASI	(Adjust Service Increment)
OVP	(Overpayment Recovery)

The following Time Entry earn codes will not be adjusted automatically for hourly employees:

ADJ	(Adjustment)
AJB	(Additional Job)
BO5	(Bonus Overtime HRY CUNY 35)
BO6	(Bonus Overtime HRY CUNY 40)
BOO	(Bonus Overtime Hourly Override)
SD7	(Shift Differential Override)
UA6	(Uniform Allowance)

Additional Information Regarding Retroactive Payments

• For employees who have worked in more than one agency since the effective date of the Increase, all retroactive adjustments will be paid in the most current agency, provided the employee was paid by all agencies using the same Employee Record Number.
• For employees who have worked in more than one agency and have been paid from more than one Employee Record Number since the effective date of the Increase, the retroactive adjustment for earnings in each Employee Record Number will be paid in the most current agency, under each Employee Record Number.
• For employees who are Inactive or on Leave Without Pay at the end of Pay Period 15C, the retroactive raise 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 system will recover the entire overpayment, provided the check is sufficient Otherwise, the entire check will be taken.
• Employee’s status is Active or Paid Leave on the last day of the pay period being processed: The system withholds the amount stated in the Earnings field or an amount equal to the difference between the Goal Balance and the Goal Amount, whichever is less. If the check is not sufficient to recover the amount determined by the system, the system will take the entire check Note: The agency may wish to increase the Earnings amount in order to recover a greater amount, or the full amount ,of an outstanding overpayment by:
  • Inserting a row in Additional Pay using the Earn Code OVP.
  • For the effective date, enter the first day of the current pay period.
  • Enter the increased amount of earnings to be deducted that pay period in the Earnings field This amount must be preceded by a minus sign.
  • Do not change any other fields Save changes.
  • If the goal amount is not recovered in full by this change, the agency must submit another OVP row the next pay period and reduce the Earnings amount appropriately.
• Agencies should refer to Payroll Bulletin No. 470 and attachments for complete OVP recovery procedures.

Agency Actions

The agency is responsible for submitting the General Salary Increases for certain employees in the following bargaining units in accordance with the instructions in this bulletin and in Carmelo Batista’s memorandum dated July 9, 2008.

When submitting increases, the following action/reason codes should be used:

Salaried Employees:

• Use Pay/CFS (Cor Fy Sal) to report increases that are effective on the effective date of an increase (i.e. 7/1/06, 10/1/06, 7/1/07, 8/16/07, 10/1/07, 7/1/08, 8/16/08, 10/1/08).
• Use Pay/CSL (Correct Salary) to report increases for dates other than the above.

Hourly Employees:

• Use Pay/CRT (Chg rate) to report all increases in hourly rate, regardless of effective date.

If a pay change is required and the employee is now in another agency, the new agency must report the increase on the Job Request page.

When submitting RGS transactions in Pay Period 16C, report the increase considering the new rate.

Manual Submission for DC 37 Bargaining Units

• In Pay Period 16C, agencies must continue to use the 9/30/06 salary schedule when submitting PAY, POS or Transfer transactions.
• CUNY PAYROLL DIFFERENTIAL (CPD) - Agency 70050 must submit the appropriate Additional Pay effective dated rows for CPD earnings for the only in CUNY who is eligible for an increase to the earnings.
• Hourly employees – Agencies should review the records of hourly employees who had a Position Change or Transfer during the raise period. The automatic raise processing only applied the new minimum rate to these rows Based on the eligibility criteria for hourly employees, the agency may determine that a PAY/CRT request is needed to correct the rate.

Manual Submission for Bargaining Unit SEIU, IATSE and NYSNA

• Increases for employees in these bargaining units will not be processed automatically by OSC.
• Agencies are responsible for submitting the General Salary Increases for all eligible employees.
• Agencies are also responsible for submitting the Uniform Allowance (UA6) adjustments, as noted in the chart in Contract Provisions above, for eligible NYSNA employees.

Adjustments for Additional Pay and Time Entry Earnings

Additional Pay adjustments are required for all earnings that will be increased on other than the first day of a pay period.

Agencies must calculate retroactive adjustments for Time Entry earnings listed in the automatic retroactive processing section above that will not be automatically calculated by OSC. Adjustments for these earnings should be reported using Earn Code AJR. Adjustments for Nonresident Aliens should be made using the Earn Codes XAR, YAR, or ZAR. AJR may be paid in a single lump sum amount or broken down into raise periods (i.e. 10/1/06-9/30/07 or 7/1/07-6/30/08). Detailed General Comments or a detailed worksheet must be available to OSC upon request. AJR must be entered on the Time Entry page as follows:

Earn Code:	AJR (Adjust Raise)
Earns Begin Date:	Enter first date to be adjusted.
Earns End Date:	Enter the last date to be adjusted.
Amount:	Enter the total adjustment amount (may be negative if recovering an overpayment).
Comments:	Enter an explanation of the adjustment.

Adjustments need to be made using Earn Code AJR for RGS transactions that span the date of a salary increase because the payroll system will automatically calculate the adjustment for the entire pay period.

Unit Override amounts for Motor Vehicle Operators Assignment Differential are as follows:

Earn Code	10/1/06	10/1/07	10/1/08
MV1	$4.66	$4.85	$5.04
MV2	$9.30	$9.67	$10.06
MV3	$13.96	$14.52	$15.10
MV4	$18.60	$19.34	$20.12

OT Meals Increase and Adjustment

Effective July 8, 2008, the meal allowance increased as follows:

OMD - For two continuous hours of overtime	$8.25
OME - For five continuous hours of overtime	$8.75
OMF - For seven continuous hours of overtime	$10.75
OMG - For ten continuous hours of overtime	$11.75
OMH - For fifteen continuous hours of overtime	$12.75

• The rates will not be updated on the PayServ system until Bargaining Unit IBT has settled. Agencies must submit an adjustment on the Time Entry page using the AJR (Adjust Raise) code for every instance that an OT meal was submitted with an effective date of July 8, 2008 through November 5, 2008 (end of Pay Period 16C) Instructions for submitting AJR are noted above.

NEW OT Meal Override code for payments after Pay Period 16C

The agency must use new earn code OMQ (OT Meal Override) when submitting OT Meal payments in Pay Period 17C or later, until the regular OT Meal earn codes are updated. Agencies must also use OMQ for retroactive payments of OT meals not yet paid. The agency will need to submit the number of meals to be paid, the appropriate amount and a Time Entry comment explaining how the total amount was calculated.

Control-D Reports Available After Raise Processing

The following Control-D report will be available after processing of the automatic salary increases:

NHRP704 Mass Salary Increase Report

This report identifies all employees who received the General Salary Increase. The report identifies all rows where the employee’s salary was automatically increased in an eligible bargaining unit. Other fields on the report include the EmplID, Employee Record Number, Employee Name, Effdt, Eff Seq, Grade, Bargaining Unit, Pay Basis Code, Part Time Percentage, Action Reason, Old Comp Rate, New Comp Rate, and Increment Code.

Deduction Information for Inactive Employees

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
274	Professional Staff Congress
290	Professional Staff Congress A/S
249	PSC Dues Grad Assistants
470	PSC Agency Shop Grad Assistants
467	PSC Adjunct Dues
468	PSC Adjunct Agency Shop
403	TIAA Supplemental Retirement Annuity (CUNY)*
406	Strike/Discip Fine
409	CUNY Disciplinary Fine
413	NBE Tax Deferred Annuity *
414	NYT Tax Deferred Annuity *
417	HRC TDA *
419	CUNY TDA Copeland *
425	Repay State Loans/Debt
426	Higher Ed Repay State Loan
433	Total Unemployment Ins Owed
445	HC Flexible Spending
582	CUNY SS/Med Deficiency
GARNSH	Garnishments
603	TIAA Before Tax Arrears
604	TIAA After Tax Arrears

*Note: A special program will be run to identify Inactive employees with an active 403, 413, 414, 417 or 419 deduction who did not have a contribution taken for calendar year 2008.

OSC will automatically cancel the deduction code for any Inactive employee who did not have a 2008 deduction taken. If an Inactive employee had a deduction from a 2008 paycheck, the deduction will not be cancelled.

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 about eligibility for Professional Staff Congress increments should be directed to the University Manager of Payroll Systems and Operations at CUNY Office of Human Resources Management.

Questions about processing transactions may be e-mailed to the Non-Executive Audit mailbox.