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Payroll Period 1 Processing for CUNY Agencies - Factor Change and DC37/Managerial Raises Effective April 1, 1999

I. FACTOR CHANGE EFFECTIVE PERIOD 1

Effective March 25, 1999 (Period 1C for 70XX0 payrolls and Period 1L for 70XX9 payrolls), the leap year salary factor (.038251) will be used in PaySR to calculate an employee’s comp rate (normal biweekly gross salary excluding additional salary factors) on the Job Data 3 Panel. The leap year factor will also be used to calculate the biweekly rate for all earn codes reported as annual amounts on the Additional Pay Panel, the amount to be withheld if an employee is on the Salary Withholding Program, and all earnings reported in the Time Entry Panel that must be calculated using an employee’s daily rate (i.e. holiday pay and vacation lump sum payments).

70XX0 Agencies

After the agency on-line deadline (March 24, 1999) for entering actions and requests for Payroll Period 1C, OSC will automatically insert a row on the Job Data Panels of all active annual salaried employees who are active in PaySR in a 70XX0 agency on March 25, 1999 and have an annual salary rate on the Job Data 3 Panel*. The row, which will be inserted by OSC on the night of March 25, 1999, will have an effective date of March 25, 1999 and will contain the Action Code of Pay Rate Change (Pay), Reason Code of Factor Adjustment (FAC). This row will change the Comp Rate (normal biweekly gross excluding additional salary factors) field on the employee’s Job Data 3 Panel to reflect the leap year comp rate.

OSC will also insert a row on the Additional Pay Panel, effective March 25, 1999, for each earn code reported as an annual amount (i.e. assignment differential).

70XX9 Agencies

After the agency on-line deadline (April 7, 1999) for entering actions and requests for Payroll Period 1L, OSC will automatically insert a row on the Job Data Panels of all active annual salaried employees who are active in PaySR in a 70XX9 agency on March 25, 1999 and have an annual salary rate on the Job Data 3 Panel*. The row, which will be inserted by OSC on the night of April 11, 1999, will have an effective date of March 25, 1999 and will contain the Action Code of Pay Rate Change, Reason Code of Factor Adjustment (FAC). This row will change the Comp Rate field on the employee’s Job Data 3 Panel to reflect the leap year comp rate.

*A FACTOR CHANGE ROW WILL NOT BE INSERTED IF THERE IS A ROW ON THE EMPLOYEE’S JOB RECORD HAVING AN EFFECTIVE DATE OF MARCH 25, 1999. THE COMP RATE ON THE JOB DATA 3 PANEL FOR THE MARCH 25, 1999 ROW WILL REFLECT THE LEAP YEAR RATE.

PERIOD 1 PROCEDURES FOR PROCESSING PAY RATE CHANGES AND POSITION CHANGES ON THE 70XX0 AND 70XX9 PAYROLLS

NOTE: FOR MANAGERIAL OR DC-37 EMPLOYEES, REFER TO THE PROCEDURES IN SECTION II OF THIS BULLETIN.

Since the pay rate changes and position changes requested in Period 1 will not be approved at the time the factor change row is inserted by OSC, the inserted row, effective March 25, 1999, will default the employee’s current salary and current position number. If the agency requests a Pay Rate Change or Position Change and the effective date of the Position Change or Pay Rate Change is on or before March 25, 1999, the approved action will not change the salary or position number that exists on the factor change row automatically inserted by OSC. Therefore, effective March 25, 1999, the employee’s Job Record will reflect the employee’s former position number and salary. In order to correct the employee’s Job Record effective March 25, 1999 and ensure the employee is paid accurately, agencies must adhere to the following procedures:

Position Change or Pay Rate Change is Effective March 25, 1999
If the Position Change or Pay Rate Change is effective March 25, 1999, the agency must use sequence 1 (the factor change row will be sequence 0) on the Job Action Request Panel. Since the effective date of the Position Change or Pay Rate Change will contain a higher sequence number than the inserted factor change row, the Position Change or Pay Rate Change will be inserted on top of the factor change row. The system will use the later row in determining the salary and position in effect on March 25, 1999. The comp rate will automatically be calculated using the leap year factor.

Position Change or Pay Rate Change is Effective Prior to March 25, 1999
If the Position Change or Pay Rate Change is effective prior to March 25,1999, the agency must request an additional Position Change or Pay Rate Change on the Job Action Request Panel. The additional action must be effective March 25, 1999 and the agency must enter sequence 1 (the factor change row will be sequence 0). After OSC approves the actions on the Job Action Request Panel, the March 25, 1999 sequence 1 row will be inserted on top of the factor change row (sequence 0). The system will use the later row in determining the salary and position in effect on March 25, 1999. The comp rate will automatically be calculated using the leap year factor.

II. DC-37 AND MANAGERIAL SALARY INCREASE EFFECTIVE APRIL 1, 1999

Annual salaried DC-37 White and Blue Collar employees in bargaining units TM. TU, TX, SF, T9, TF, TH, TG, TR and Managerial employees in bargaining unit U2 are eligible for a 4% increase, rounded to the nearest dollar, effective April 1, 1999. This raise will be applied in Payroll Period 1C, March 25, 1999 through April 7, 1999 (checks dated April 8, 1999).

Hourly DC-37 employees in bargaining units TY and TK and managerial hourly employees in bargaining units U2 and U3 may be eligible for a 4% rate increase, effective April 1, 1999, if certain conditions are met.

Refer to memorandum, dated February 25, 1999, for specific information regarding rules, minimum and maximum salary ranges, College Assistant charts, assignment differentials, and service increments as they pertain to employees represented by the Blue and White Collar Coalition Memorandum of Agreement, District Council 37.

A. PROCESSING THE APRIL 1, 1999 INCREASE FOR ANNUAL SALARIED EMPLOYEES

After the agency on-line deadline for entering actions and requests for Period 1C, and after OSC has inserted the March 25, 1999 row to reflect the leap year Comp Rate, OSC will insert another row in the Job Data Panels of all annual salaried employees in the above stated negotiating units who are active in PaySR on April 1, 1999. This row will have an effective date of April 1, 1999 and will reflect the 4% salary increase, rounded to the nearest dollar, on the Job Data 3 Panel. The Action Code on the inserted row will be Pay Rate Change and the Reason Code will be Mass Salary Update.

A listing identifying all employees receiving the 4% salary increase will be forwarded to agencies after Period 1C is processed.

1. Position Changes and Pay Rate Changes for Managerial and DC-37 Employees
For employees who are active in the above stated negotiating units on April 1, 1999, agencies should not request a Pay Rate Change or Position Change on the Job Action Request Panel in Period 1C, unless the effective date of the pay change or position change is prior to March 25, 1999. Pay Rate Changes and Position Changes for managerial and DC-37 employees that are effective on or after March 25, 1999 should be submitted Period 2C. If the effective date of the Pay Change or Position Change is prior to March 25, 1999, the agency must adhere to the following procedures:

Pay Rate Changes Prior to March 25, 1999
If a managerial employee or an employee in DC-37 is entitled to a Pay Rate Change that is effective prior to March 25, 1999, the agency must request the pay rate change on the Job Action Request Panel using the action of Pay Change and the appropriate reason code. Since the rows that were automatically inserted by OSC for the factor change and the 4% increase will be calculated using the employee’s former salary (row will be inserted before new pay rate is approved), the automatically inserted rows will contain incorrect data. Therefore, in order to ensure the employee is paid correctly commencing March 25, 1999, the agency must request additional actions on the Job Action Request Panel to override the factor change row and the mass salary increase row.

For Example: In Period 1C, a DC-37 employee is entitled to a pay rate change effective 1/1/99. In Period 1C, the agency must request 3 actions on the Job Action Request Panel:

1. Pay Change effective 1/1/99 to request the pay change effective 1/1/99.

2. Pay Change effective 3/25/99 (enter sequence of 1) to request a change in the pay rate that will appear on the factor change row automatically inserted by OSC. Once approved by OSC, this row will be inserted in the Job Data record immediately on top of the original factor change row (sequence 0). PaySR will use the salary on the later row and the leap year factor to calculate the comp rate effective 3/25/99.

3. Pay Change effective 4/1/99 (enter sequence of 1) to request a change in the pay rate that will appear on the mass salary increase row automatically inserted by OSC. Once approved by OSC, this row will be inserted in the Job Data Record immediately on top of the original mass salary increase row since it contains a higher sequence number for the 4/1/99 effective date. PaySR will use the salary on the later row and the leap year factor to calculate the comp rate effective 4/1/99.

Position Changes Prior to March 25, 1999
If a managerial employee or an employee in DC-37 is entitled to a Position Change prior to March 25, 1999, the agency must request the change in position on the Job Action Request Panel using the action of New Position and the appropriate reason code. Since the rows automatically inserted by OSC for the factor change and the 4% increase will reflect the former position number (OSC will insert the rows prior to the new position being approved), the agency must request additional actions on the Job Action Request Panel to override the position number and, if applicable, the salary rate, on the rows inserted by OSC.

For Example: In Period 1C, a DC-37 annual salaried employee has a position change effective March 11, 1999. In Period 1C, the agency must request 3 actions on the Job Action Request Panel:

1. New Position effective 3/11/99 to request a change in the position and pay rate, if applicable.

2. New Position effective 3/25/99 (enter sequence 1) to request a change in the position number and the annual salary rate (if applicable) that will appear on the factor change row automatically inserted by OSC. When this Position Change is approved by OSC, a new row, effective 3/25/99, will be inserted immediately on top of the original factor change row inserted by OSC. PaySR will use the later 3/25/99 (sequence 1) row to calculate the comp rate in effect on 3/25/99.

3. New Position effective 4/1/99 (enter sequence 1) to request a change in the position number and annual salary rate that will appear on the mass salary increase row automatically inserted by OSC. Note: The new salary rate should include the 4% increase if the employee is to remain in a managerial or DC-37 position on 4/1/99. Once this Position Change is approved by OSC, a new row, effective 4/1/99, will be inserted immediately on top of the original mass salary increase row inserted by OSC. PaySR will use the later 4/1/99 (sequence 1 row) to calculate the comp rate in effect on 4/1/99.

2. DC-37 Pensionable Longevity Differentials
Pensionable longevity differentials are not entitled to be increased, but will be automatically increased since they are included in the base salary rate on the employee’s Job Data Record. Agencies are required to submit a Pay Change (sequence 1) on the Job Action Request Panel to reduce the increased salary using the Reason Code of Cor Sal. This action should be submitted in Period 2C. PaySR will automatically calculate and deduct the overpayment incurred in Payroll Period 1C.

3. DC-37 Non-Pensionable Service Increments
Non-pensionable service increments are to be increased by 4% effective April 1, 1999. OSC will not automatically increase non-pensionable service increments on the Additional Pay Panel. The agency is required to insert a new row on the Additional Pay Panel to increase the non-pensionable service increment effective April 1, 1999. Since this increase on the Additional Pay Panel is mid-period, the system will calculate the entire period using the increased amount. Therefore, the agency is required to submit an adjustment in the Additional Pay Panel to deduct the amount overpaid from March 25, 1999 through March 31, 1999. The agency must enter the overpayment amount in the Earnings field and the Goal field on the Additional Pay Panel (Note: Agencies must enter a negative sign before the amount entered in both fields).

4. Pensionable Longevity Increments and Pensionable Service Increments
Pensionable longevity increments and service increments are included in the annual base salary and will be automatically increased effective April 1, 1999.

5. Non-Pensionable Longevity Increments and Longevity Differentials
Non-Pensionable longevity increments and longevity differentials are not entitled to be increased and will not be automatically increased.

6. DC-37 Assignment Differentials
The assignment differential for the title of CUNY Office Assistant and CUNY Secretarial Assistant has been increased effective April 1, 1999. This differential is limited to incumbents performing qualifying payroll duties prior to implementation of the 1984-87 agreement. The agency is required to insert a new row on the Additional Pay Panel to increase the assignment differential effective April 1, 1999. Since this increase on the Additional Pay Panel is mid-period, the system will calculate the entire period using the increased amount. Therefore, the agency is required to submit an adjustment in the Additional Pay Panel to deduct the amount overpaid from March 25, 1999 through March 31, 1999. The agency must enter the overpayment amount in the Earnings field and the Goal field on the Additional Pay Panel (Note: Agencies must enter a negative sign before the amount entered in both fields).

B. RAISE PROCESSING FOR HOURLY EMPLOYEES

OSC will not apply the 4% increase for hourly employees in bargaining units TY, TK, U2 or U3. Agencies must request an Action of Pay Change, Reason of Chg Rate, on the Job Action Request Panel, effective April 1, 1999. Refer to Eric Washington’s memorandum, dated February 25, 1999, for eligibility criteria regarding the April 1 increase for hourly employees.

RGH Earnings in Time Entry Panel

Agencies must breakdown the earnings when entering the code RGH in the Time Entry Panel. The breakdown should be as follows:

ROW 1- Enter the Earn Code RGH and dates and number of hours worked prior to April 1, 1999.
ROW 2- Enter the Earn Code RGH and the dates and number of hours worked on or after April 1, 1999

NOTE: IF THESE EARNINGS ARE NOT BROKEN DOWN, THE EMPLOYEE WILL NOT BE PAID. PAYSR WILL NOT CALCULATE EARNINGS WHEN THE DATES OVERLAP A CHANGE ON THE EMPLOYEE’S JOB RECORD.

 

III. ADDITIONAL INSTRUCTIONS FOR PERIOD 1 FOR ANNUAL SALARIED EMPLOYEES ON THE 70XX0 AND 70XX9 PAYROLLS

A. HIRES, REHIRES, AND CONCURRENT HIRES ON 70XX0 AND 70XX9 PAYROLLS
When an agency reports an action of Hire, Rehire, or Concurrent Hire, PaySR automatically defaults a "0" salary rate on the employee’s Job Data 3 Panel. Therefore, for these actions, the agency must also request a Pay Change on the Job Action Request Panel to report the annual salary rate.

Since the salary rates requested will not be approved by OSC before PaySR automatically inserts the factor change rows, no factor change row will be inserted on Job records containing a "0" salary on the Job Data 3 panel. Therefore, the agency must adhere to the following procedures when processing actions of hires, rehires, and concurrent hires in Period 1.

Effective Date of Hire is Prior to March 25, 1999

1. In addition to the agency reporting the action of hire, rehire, or concurrent hire, the agency must also request a Pay Change on the Job Action Request Panel to report the annual salary using the hire, rehire, or concurrent hire effective date.

2. The agency must request an additional Pay Rate Change effective March 25, 1999 using the reason of Factor Adjustment (FAC). After this Pay Change is approved by OSC, a row will automatically be inserted on the employee’s Job record containing the new leap year comp rate.

3. If the employee is managerial or represented by DC-37, an additional Pay Change is required to reflect the 4% salary increase effective April 1, 1999.

Effective Date of Hire is March 25, 1999 or Later
Normal processing is required if the agency reports the action of hire, rehire, or concurrent hire and the effective date is March 25, 1999 or later. The Pay Change requested on the Job Action Request Panel will effectuate the change in the comp rate to the leap year rate.

If the effective date of the hire is prior to April 1, 1999 and the employee is managerial or represented by DC-37, the agency must request an additional Pay Change on the Job Action Request Panel to reflect the 4% salary increase that is effective April 1, 1999.

B. ACTIONS ENTERED DIRECTLY ON JOB DATA PANEL

1. Term, Retire, and Leave of Absence Actions
If the agency reports an action of Term, Retire, or Leave of Absence in Period 1C and the effective date is April 2, 1999 or later, the agency must adhere to the following procedure if the employee is managerial or represented by DC-37. In addition to reporting the Term, Retire, or LOA action (sequence of 0) on the Job Data Panel, the agency must also request a Pay Change on the Job Action Request Panel. The effective date of the Pay Change must be the same date as the Term, Retire, or LOA date and the sequence # must be 1. The agency must enter the employee’s new annual salary (include 4% increase) as the Pay Rate. Once OSC has approved the request, the Pay Rate Change will automatically be inserted into the employee’s Job Record on top of the Term, Retire, or LOA row. This Pay Rate Change will correct the salary rate in effect on the date of the employee’s Termination, Retirement, or Leave of Absence.

2. Return from Leave Action
If the agency reports an action of Return from Leave (RFL) on an employee’s Job Data Panel in Period 1 and the employee is managerial or represented by DC-37, the agency must adhere to the following procedures:

Return from Leave Effective Date is Prior to April 2, 1999
If the agency enters an action of Return from Leave (RFL) on the employee’s Job Data Record and the effective date is prior to April 2, 1999, no action is required on the Job Action Request Panel. PaySR will automatically insert a row, after the agency deadline, to increase the employee’s annual salary by 4% effective April 1, 1999.

Return from Leave Effective Date is April 2, 1999 or Later
If the agency enters an action of Return from Leave (RFL) on the employee’s Job Data Record and the effective date is April 2, 1999 or later, the system will default the current annual salary on the Job Data 3 panel for the RFL action. The agency must request a Pay Change on the Job Action Request Panel to report the 4% increase in the employee’s annual salary. The effective date is the same date as the RFL action and the sequence number is 1.

3. Data Change Actions
If the agency enters a Data Change on an employee’s Job Data Record and the effective date is April 2, 1999 or later, the agency must adhere to the following procedure if the employee is managerial or represented by DC-37:

The agency must enter an action of Pay Change, reason of Cor Sal on the Job Action Request Panel effective the same date as the Data Change on the Job Data Record. The sequence number must be 2 and the pay rate should be the new pay rate (include 4% increase). After the Pay Change is approved by OSC, the Pay Change will be inserted in the employee’s Job Data Record. This pay change will correct the annual salary in effect on the date of the Data Change action since the Data Change action defaulted the employee’s pre-raise salary when entered by the agency on the Job Data Panel.

C. TIME ENTRY PROCEDURES

Since PaySR cannot calculate earnings if the earnings dates overlap a change reported on the employee’s job record, the agency must break down earnings that are calculated automatically by OSC (IE: overtime and shift) into at least two rows.

Note: Any action on the employee’s Job Record is considered to be a Job Change, even those that don’t relate to a change in the employee’s annual salary.

For Example: The agency must report overtime earnings for a DC-37 employee for the dates 3/23/99 through 4/2/99. The agency must insert additional rows in the Time Entry Panel to report the breakdown of earnings as follows:

3/23/99-3/24/99- Enter number of overtime hours worked prior to the factor change action on the employee’s Job Record.

3/25/99-3/31/99-Enter the number of overtime hours worked from the date of the factor change on 3/25/99 thru 3/31/99.

4/1/99-4/2/99-Enter the number of overtime hours worked from the 4% increase on 4/1/99 thru 4/2/99.

Questions

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