Purpose

To explain OSC’s automatic processing and to provide instructions for agency processing for the portion of the 2010 Salary Increases not already paid.

Affected Employees

Troopers in Bargaining Unit 07 and Commissioned/Non-Commissioned Officers in Bargaining Unit 17

Background

Legislation has been enacted authorizing the payment of the 4% retroactive increase for the payroll periods dated 4/1/10-4/28/10 (Administration)

OSC will be processing the retroactive salary increases in paychecks dated August 4, 2010 (Administration)

Effective Dates

Effective 4/01/10-4/28/10, paychecks dated 8/4/10 Administration Lag

Contract Provisions and Eligibility Criteria

April 2010 Salary Increase

Bargaining Unit 07

• 4% salary increase rounded to the nearest dollar for employees in Bargaining Unit 07 for all unit members at the Trainee 2 step and above.
• April 2010 Salary Schedule reflects the 4% increase.

Bargaining Unit 17

• 4% salary increase rounded to the nearest dollar for employees in Bargaining Unit 17.
• April 2010 Salary Schedule reflects the 4% increase.

OSC Actions: Automatic Processing of Increases

After payroll processing for Pay Period 8L is completed, OSC will automatically insert rows in the Job Data page to reflect the retroactive 2010 salary increases for Troopers in Bargaining Unit 07 and Commissioned/Non-Commissioned Officers in Bargaining Unit 17.

• OSC will insert a row in the employee’s Job Data record using the Action/Reason code of PAY/SAC (Pay Rate Change/Mass Salary Increase) with an effective date of 4/01/10 (Administration) for employees whose status is Active or on Paid Leave of Absence.
• For employees who were Inactive or on a Leave of Absence without Pay on the effective date of the Increase, the Increase will be applied to the employee’s Job Data record only if the employee was subsequently returned to the payroll in an eligible bargaining unit within the retroactive period. Rows will be inserted as of the effective date of the Return from Leave action using the Action/Reason code of PAY/CSL (Pay Rate Change/Correct Salary) and the new salary.
• Any subsequent rows prior to 4/29/10 on the Job Data record will also be updated automatically by inserting additional rows with the Action/Reason code of PAY/CSL (Pay Rate Change/Correct Salary) provided the employee remained in an eligible bargaining unit.

Control-D Reports Available After Processing

The following Control-D report will be available, after processing of the automatic increases, on 7/23/10:

NHRP704 Mass Salary Payment Report

This report identifies all employees who received the retroactive general salary increase. The report identifies the employee’s last salary that was automatically increased in an eligible bargaining unit. Other fields on the report include the EmplID, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Action Reason and Increment Code.

Automatic Retroactive Processing

OSC will automatically calculate retroactive payments based on the 4/1/10-4/28/10 retroactive Salary Increase.

Time Entry earnings that are paid as an amount such as ADJ, OTO, RGO, and SCO will not be automatically adjusted.

The agency must calculate and submit adjustments to these earnings using the Time Entry Earn Code AJR (Adjust Raise).

Retroactive Payments for Employees Receiving Military Stipends

For employees who were placed on Military Stipend Leave with or without pay on or after the effective date of the increases as a result of new military orders, OSC will recalculate the amount of Military Stipend.

• For those who received a stipend, the increase in biweekly stipend will be updated on the Job Data record by inserting a new row to reflect the new biweekly stipend amount. Any additional adjustment that is required due to the change in stipend that will not be calculated automatically by the retro process will be reported by OSC in the Time Entry page using the Earn Code AMS.
• For those who did not receive a stipend but became eligible for a stipend because of the increased salary, OSC will take the necessary action on the Job Data and/or Time Entry pages to pay the required increases.

Deduction Information

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 Checks

Inactive employees may be eligible for a payment as a result of the adjustments. 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. 456.

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 a 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 of the check.

Payroll Register and Employee Paycheck/Advice

All retroactive adjustments will be displayed on the payroll register and the employee’s paycheck stub or direct deposit advice.

Questions

Questions regarding position may be directed to the Position Management mailbox.

Questions about Deductions may be directed to the Payroll Deductions mailbox.

All other questions may be directed to the Payroll Audit Mailbox.