Purpose

To inform agencies of OSC’s automatic processing of the minimum wage increase for hourly Student Aide employees and provide instructions for payments not processed automatically.

Affected Employees

Employees in hourly positions who meet the eligibility criteria

Background

Pursuant to Personnel Policy Bulletin: Revision of 03-09 promulgated December 1, 2009/1st REVISION December 19, 2013 dated 1/31/17 from Gloriana B Waters VC OHRM authorizing implementation of an increase to minimum wage in December 31st for years 2016, 2017 and 2018 for Unrepresented BU U1 Student Aide title.

Effective Date(s)

The minimum wage increase for hourly Student Aide employees will be processed using the following effective dates and check dates:

Eligibility Criteria

Employees with a pay basis code of HRY on or after the payment effective date, and an hourly rate less than $11.00.

OSC Actions

OSC will process the minimum wage increase as follows:

• If the employee meets the eligibility criteria and has a Payroll Status of Active, Leave with Pay or Leave of Absence on 01/05/2017, OSC will automatically insert a row on the employee’s Job Data page effective 01/05/2017 with an Action/Reason code of Pay Rate Change/CRT (Chg Rate) and increase the employee’s hourly rate to $11.00.
• If the employee meets the eligibility criteria but has a Payroll Status of Terminated, Deceased or Retired on the payment effective date and returns to Active, Leave with Pay or Leave of Absence status in an eligible position prior to payment processing in Institution Pay Period 25 but after the appropriate effective date, OSC will automatically insert a row on the employee’s Job Data page using the effective date of the Rehire or Return from Leave action and the Action/Reason code of Pay Rate Change/CRT (Chg Rate) and will increase the employee’s hourly rate to $11.00.
• If the employee is newly hired or transfers into an eligible position prior to payment processing in Institution Pay Period 25 but after the appropriate effective date, OSC will automatically insert a row on the employee’s Job Data page using the effective date of the Hire, Position Change or Transfer action and the Action/Reason code or Pay Rate Change/CRT (Chg Rate) and will increase the employee’s hourly rate to $11.00.
• OSC will automatically insert a row on the employee’s Job Data page using the Action/Reason code of Pay Rate Change/CRT (Chg Rate) for all subsequent rows provided the employee remains in an eligible position.

Agency Actions – Beginning Institution Pay Period 23C

For eligible employees whose hourly rate in effect on or after the payment effective date is less than $11.00 and for whom the rate was not automatically increased, CUNY should submit a Pay Change on the Job Action Requests page using the Reason code CRT (Chg Rate) using the appropriate effective date.

Agencies must update all subsequent effective dated rows provided the employee remains in an eligible position.

Agency Actions – Retroactive Processing

Reporting Retroactive Adjustments

Time Entry earnings codes submitted with an amount, such as Adjustment (ADJ), Addl Job (AJB) or other override codes, will not be adjusted automatically. The agency must calculate and submit retroactive adjustments for all miscellaneous earnings not adjusted automatically using Earnings Code AJR Adjustments for nonresident aliens should be made using the Earnings Codes XAR, YAR, or ZAR.

AJR (XAR, YAR, or ZAR) may be paid in a single lump sum amount or broken down into pay periods (i.e. 1/5/YY – 1/18/YY).& Detailed General Comments or a detailed worksheet must be available to OSC upon request. AJR (XAR, YAR, or ZAR) must be entered on the Time Entry page as follows:

For earnings that will be automatically adjusted by the system, such as RGH, agencies must adjust the system-calculated retroactive adjustment whenever:

• the earnings were previously reported in Time Entry as a single entry, and
• the dates reported overlap the effective date of an increase.

In these cases, the system will adjust all earnings based on the salary rate in effect on the Earnings End Date, and an AJR (or nonresident alien code equivalent) must be entered to adjust the earnings correctly.

Increases for employees who have had check reversals or exchanges, may not be processed correctly by the system.  Therefore, the agencies should review the retroactive adjustment calculated by the system for these employees and submit the necessary adjustment in a subsequent pay period.

If an overpayment of earnings is identified after the 3/16/2017 paycheck is confirmed, the employee must be notified of the overpayment and the adjustment that will be reported in a subsequent pay period.

Deduction Information

All general deductions for employees whose Payroll Status is Terminated, Retired or Deceased will be automatically cancelled by OSC with the exception of percentage based union dues/agency shop fees and the following individual deductions:

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 amount paid and will be displayed on the employee’s paycheck stub or direct deposit advice using the appropriate Earnings Description and the amount paid unless the number of earnings codes exceeds 13.  Agencies should utilize Locked Query #49 to identify a complete list of regular earnings and retroactive adjustments if there are more than 13 earnings codes.

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 Taxation 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). 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 regarding this bulletin may be directed to the Payroll Earnings mailbox.

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

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