Purpose

To explain OSC’s automatic processing and provide agency instructions for the payment of Increments.

Affected Employees

Eligible employees in Bargaining Units CB, T8, TC and GA

Effective Date(s)

Effective January 1, 2010, Institution paychecks dated January 14, 2010, PP 21C

Background

Increments are authorized pursuant to the Memorandum of Agreement for 2007-2010 between the City University of New York and the Professional Staff Congress (PSC).

Using Increment Codes

Agencies should refer to Payroll Bulletin CU-342 to determine the application of appropriate increment codes when submitting pay changes, position changes, and transfers on the Job Action Request page.

Control-D Report Before Automatic Increments are Processed

On 12/17/09, OSC will supply agencies with the NHRP708 Mass Salary Increase Exception Report. This report will identify employees who will not receive the automatic Increment due to one of the following:

• Increment Code is missing
• No Increment - Salary is off step (for increment code 0101)
• Salary Off Step (for increment code 0103)
• Position Data and Job Data do not match
• Invalid increment code/salary:
  • If the increment code is 0101 and the salary is greater  than or equal to ‘Last 1 year step’ (Max)
  • If the increment code is 0103 and the salary is greater  than or equal to ‘Last 1 year step’ (Max)
  • If the increment code is 1105 and the salary is not equal to  ‘Last 1 year step’ (Max)
  • If the increment code is 1103 and the salary is not equal  to the 5 year step

The agency must submit a DTA/CIC Job Action Request to correct the increment code or must take other appropriate action to correct the errors listed on the Control-D report prior to the automatic increment processing.

OSC Actions

After payroll processing is completed for Pay Period 21C, OSC will automatically apply Increments to Active annual salaried employees, including employees on Paid Leave, in grade 980, based on the following increment codes and eligibility criteria:

• If the Increment Code is 0101 and the employee’s Salary Rate is equal to one of the steps on the Salary Schedule for that position, and the salary is below the ‘Last 1 year step’ (Max) on the schedule for that position, OSC will automatically insert a row of PAY/INC effective 1/1/10, increasing the employee’s salary to the next step of that Salary Schedule.
• If the Increment Code is 1105 and the employee’s Salary Rate is equal to the ‘Last 1 year step’ (Max) on the schedule for that position, OSC will automatically insert a row of PAY/INC effective 1/1/10, increasing the employee’s salary to the 5 year step of that Salary Schedule.
• If the Increment Code is 1103 and the employee’s Salary Rate is equal to the ‘5 year step’ on the schedule for the position, OSC will automatically insert a row of PAY/INC effective 1/1/10, increasing the employee’s salary to the 7 year step of that Salary Schedule.

Exception: OSC will not process Increments for eligible employees in the Distinguished Professor titles. See “Agency Actions” below.

Promotions Effective January 1, 2010

To allow for automatic processing, promotions for unclassified staff that are effective January 1, 2010 should not be submitted until Pay Period 22C, paychecks dated January 28, 2010.  Agencies should apply the appropriate 2011 increment code.

Agency Actions in Pay Period 21C

The agency must review the history of employees with the increment codes indicated below to determine whether an employee is due an Increment on January 1, 2010.

If an employeeis eligible for the January 1, 2010 Increment, the agency must request a Pay Rate Change in Pay Period 21C using the Action/Reason of Pay Rate Change/INC (Increment) on the Job Action Request page. The proper increment code should be used on the Job Action Request page. 

• Increment code 9999 (REM titles). This increment code remains 9999.
• Increment code 9999 (RRI titles) Recruitment Retention Initiave. This increment code remains 9999.

Distinguished Professor Titles

The agency must submit Increment payments using the Action/Reason of Pay Rate Change/INC (Increment) on the Job Action Request page for all eligible employees in Distinguished Professor titles with salary plan C01 and job codes 015937, 016042 and 016094. The proper increment code should be used on the Job Action Request page.

Updated Increment Codes

Increment codes will be updated at the time of processing as follows:

• If the increment code is 0101 and the incremented salary is below the ‘Last 1 year step’ (Max) on the schedule, the increment code will remain 0101.
• If the increment code is 0101 and the incremented salary is equal to the ‘Last 1 year step’ (Max) on the schedule, the increment code will be changed to 1110.  The increment code will be updated on the PAY/INC row.
• If the increment code is 0103 and the salary is less than the ‘Last Year Step’ (MAX), the increment code will be changed to 0101. A row will be inserted into the Employee’s Job Data record effective 1/1/10, using the Action/Reason of Data Change/CIC (Change Increment Code/ Anniversary Date or FIS Salary) to update the increment code.

All other increment codes will remain unchanged.

Control-D Reports

After the Increment has been automatically processed in Pay Period 21C, the following listings will be available in Control-D:

NHRP704 Mass Salary/Increment Payment Report

This report will identify employees who received the automatic Increment.

NHRP708 Mass Salary Increase Exception Report

This report will identify employees who did not receive the automatic Increment due to one of the following:

• Increment Code is missing
• No Increment - Salary is off step (for increment code 0101)
• Salary Off Step (for increment code 0103)
• Position Data and Job Data do not match
• Invalid increment code/salary:
  • If the increment code is 0101 and the salary is greater than or equal to ‘Last 1 year step’ (Max)
  • If the increment code is 0103 and the salary is greater than or equal to ‘Last 1 year step’ (Max)
    If the increment code is 1105 and the salary is not equal to ‘Last 1 year step’ (Max)
  • If the increment code is 1103 and the salary is not equal to the 5 year step

Agency Procedures for Increments Not Processed Automatically

For employees who are eligible for the January Increment but did not receive an automatic increase in Pay Period 21C, the agency must determine the reason the Increment was not processed automatically and make the necessary corrections to Position or Job Data (see Control-D report NHRP708). 

If the agency determines that the salary is off step for reasons other than Salary Above Base (SAB) or Recruitment Retention Initiative (RRI), then the position must be corrected to match the appropriate salary step or vice versa.

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.