Purpose

To inform agencies of raise eligibility and automatic processing and to provide agencies with the procedures for reporting certain salary increases.

Affected Employees

Annual and Hourly PSC employees in Bargaining Units AJ who meet the eligibility criteria

Background

Pursuant to Memorandum of Agreement between the City University of NY and the PSC (Professional Staff Congress) for the Term of 10/20/2010 – 11/30/2017. CUNY Board of Trustees approved the Agreement during the June 27, 2016 Board meeting.

Effective Date(s)

The Retroactive General Salary Increases effective 4/20/12, 4/20/13, 4/20/14, 4/20/15, and 4/20/16 will be processed in Pay Period 21C, paycheck dated January 19, 2017

Eligibility Criteria

Adjunct employees in Bargaining Unit AJ, pay basis code AJT, shall receive retroactive General Salary Increases effective 4/20/12, 4/20/13, 4/20/14, 4/20/15, and 4/20/16.

Increases will be applied in accordance with the eligibility criteria set by the CUNY University Office of Labor Relations.

Report Available Prior to Processing

OSC will provide CUNY with a list of employees who will not be processed. This report identifies employees who had a check returned or exchanged for any check dates between 2/9/2012 and 1/5/2017. (Off cycle = ‘Y’) or employees who had an OVP or Q06-Q16 in any check date between 2/9/2012 and 1/5/2017.

Agency Actions – Overpayments, AC230 Prior to Pay Period 21c

Increases for employees who have had check reversals or exchanges, have overpayments or were paid on typewritten payrolls at any time during the retroactive general salary increase period 2012-2016 will not be systematically processed. Therefore, the agencies should review the report as soon as possible and submit an AJR for each employee on the report.

CUNY should review all overpayments (Q06 – Q16) to determine if overpayments will be recovered correctly for active or inactive employees. Overpayments set up on inactive records may need to be ended and then set up on an active record for an employee.

Overpayment balances should be reviewed to determine if AC230’s were correctly processed. CUNY should enter or change existing overpayments as needed.

Refer to Bulletin 470 Revised Policies and Procedures for Recovery of Overpayments and Attachment D for more information.

Reminder: The amount in the Earnings field on the Additional Pay page should be equal to at least 10% of the employee’s biweekly earnings plus any additional salary factors (ie. the daily rate), not 10% of the overpayment total.

OSC Actions

OSC will systematically calculate the Adjunct retroactive raise increases, for employees not listed on the Control D report, as follows: (All steps of the calculation will be rounded to the nearest cent or dollar)

1. Add up the CON, C17, C18, C19 earnings with effective dates 1/26/12 – 5/16/12 and multiply the amount by .2375 then multiply that result by 1.00%
2. Add up the CON, C17, C18, C19 earnings with effective dates 5/17/12 – 1/23/13 and multiply the amount by 1.00%
3. Add up the CON, C17, C18, C19 earnings with effective dates 1/24/13 – 5/15/13 and multiply the amount by .775 then multiply that result by 1.00%
4. Add up the CON, C17, C18, C19 earnings with effective dates 1/24/13 – 5/15/13 and multiply the amount by .225 then multiply that result by 2.01%
5. Add up the CON, C17, C18, C19 earnings with effective dates 5/16/13 – 2/5/14 and multiply the amount by 2.01%
6. Add up the CON, C17, C18, C19 earnings with effective dates 2/6/14 – 5/28/14 and multiply the amount by .65 then multiply that result by 2.01%
7. Add up the CON, C17, C18, C19 earnings with effective dates 2/6/14 – 5/28/14 and multiply the amount by .35 then multiply that result by 4.56%
8. Add up the CON, C17, C18, C19 earnings with effective dates 5/29/14 – 2/4/15 and multiply the amount by 4.56%
9. Add up the CON, C17, C18, C19 earnings with effective dates 5/29/14 – 2/4/15 and multiply the amount by 4.56%
10. Add up the CON, C17, C18, C19 earnings with effective dates 2/5/15 – 5/27/15 and multiply the amount by .35 then multiply that result by 6.65%
11. Add up the CON, C17, C18, C19 earnings with effective dates 5/28/15– 2/3/16 and multiply the amount by 6.65%
12. Add up the CON, C17, C18, C19 earnings with effective dates 2/4/16 – 5/25/16 and multiply the amount by .675 then multiply that result by 6.65%
13. Add up the CON, C17, C18, C19 earnings with effective dates 2/4/16 – 5/25/16 and multiply the amount by .325 then multiply that result by 8.78%
14. Add up the CON, C17, C18, C19 earnings with effective dates 5/26/16 – 1/4/2017 and multiply the amount by 8.78%
15. The total adjustment for each calculation will be added together and entered into Time Entry as a single entry using Earnings Code AJR. The earnings begin date will be the first eligible payment date and earnings end date be the last eligible payment date of the adjustment.

Automatic Retroactive Processing and Other Agency Actions

Agency Actions for Miscellaneous Earnings Not Automatically Adjusted

Increases to miscellaneous earnings, such as AJT (adjunct payments such as Winter session) must be manually calculated and reported by the agency using the AJR earn code. The agency must calculate and submit retroactive adjustments for all miscellaneous earnings (not listed above) that will not be adjusted automatically.

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. 4/20/YY- 4/19/YY). 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:

IMPORTANT – AJR begin and end dates should not be inclusive of the entire retroactive raise period. Begin and end dates should be specific to the dates an employee is in the eligible position (Adjunct, Annual, HRY).

Control-D Reports Available After Processing

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

NPAY771 – OSC will produce a Control D report for those employees whose increases are processed automatically by OSC immediately after the raise program is completed.

Deduction Information for Inactive Employees

All general deductions for employees whose Payroll Status is Terminated, Retired or Deceased will be automatically cancelled by OSC with the exception of the following:

Tax Information

These monies are taxable income and are subject to all employment taxes and income taxes. The monies will be included in the employee’s taxable gross and will be reported on the employee’s Form W-2.

Payroll Register and Employee’s Paycheck/Advice

All retroactive adjustments will be displayed on the Payroll Register using the appropriate earnings code and the associated amount. The description of each earnings code and the associated amount will appear on the employee’s paycheck stub or direct deposit advice unless there are more than 13 earnings codes. For these employees, agencies should utilize Locked Query #49 to identify a complete list of all regular earnings and retroactive adjustments.

Undeliverable Checks

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), original death certificate and a Report of Check Exchange (Form AC 1476-P). If a Next of Kin Affidavit has been previously submitted for a deceased employee’s payroll check, OSC will accept a photocopy of this form along with a new Report of Check Exchange.

Questions

Questions about eligibility for Professional Staff Congress increases may be directed to the University Manager of Payroll Systems and Operations at CUNY Central Office.

Questions regarding transactions may be emailed to the Payroll Earnings mailbox.

Questions regarding Deductions may be directed to the Payroll Deduction mailbox.

Questions regarding Taxes should be directed to the Tax and Compliance mailbox.