Purpose

To explain the agency procedures for reporting rate increases and adjustments for "miscellaneous earnings."

Affected Employees

CUNY employees in the title of Maintenance Worker (CUNY)

Background

The rate increases are pursuant to the New York City Comptroller’s Consent Determination dated November 17, 2009.

The revised rate chart and additional information are contained in a memorandum dated December 15, 2009 from Carmelo Batista, Jr.

Effective Date(s)

Increases may be submitted in Pay Period 23C (Institution), paychecks dated 2/11/2010.  Rate increases are effective 3/31/2008 and 3/31/2009.

Agency Actions

Reporting the Rate Increases

To ensure all Job Action requests are submitted for each employee, the agency must submit requests in effective date order from oldest date to current date.  For example, if appropriate, submit the 3/31/2008 Pay Change, followed by the 3/31/2009 Pay Change.

To increase the hourly rate(s), the agency must submit the following requests regardless of the employee’s status:

• For all rate increases, request a Pay Change with the Action/Reason code of Pay Rate Chg/CRT (Pay Rate Change/Change Rate) on the Job Action Request page, using the effective date of the appropriate increase, and submit the new hourly rate.
• A separate request must be made for each subsequent row that exists on the employee’s Job Data page.

Any Maintenance Worker hired before April 28, 2006 will be paid the new salary rates.

Any Maintenance Worker hired on or after April 28, 2006 will be paid a suppressed salary rate for two years.

Reporting Retroactive Adjustments for All Miscellaneous Earnings

The agency must calculate and report the retroactive adjustment for all skilled trade "miscellaneous earnings."

The Earnings Code AJR must be used to report the combined retroactive adjustment for all miscellaneous earnings. The agency must provide an explanation of the adjustment in the General Comments page or on a separate worksheet. If the agency uses a worksheet, the worksheet must be received in OSC’s Audit Section by the agency deadline for entering in Pay Period 23C.

The Earnings Code AJR must be reported as follows:

OSC Actions

Processing Automatic Retroactive Adjustments

Provided the agency appropriately submits the applicable increases, OSC will automatically process the retroactive adjustments for all “regular hours,” RGH, and “miscellaneous earnings,” LSL, LT3 and PLB, paid to an employee regardless of the employee’s status.  Agency should refer to the AJR procedure above to submit retroactive adjustments for all other “miscellaneous earnings.”

Deductions 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:

Undeliverable Paychecks

Inactive employees may be eligible for a payment as a result of the salary adjustment.  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. 908.

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 the 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.

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 statement.

Questions

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