Purpose

To inform the agency of OSC’s automatic processing.

Affected Employees

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

Background

Chapter 234 and 235 of the Laws of 2015 implements the 2011-2018 Agreement between New York State and the Police Benevolent Association and provides for retroactive General Salary increases and increases to other payments effective April 1, 2014 and April 1, 2015 for Troopers in Bargaining Unit 07 and Commissioned/Non-Commissioned Officers in Bargaining Unit 17.

OSC will systematically process the increases for eligible employees in Bargaining Unit 07 and Bargaining Unit 17.

Effective Date(s)

The April 1, 2014 and April 1, 2015 Salary Increases (Bargaining Units 07 and 17) will be paid using the following effective dates and check date:

Contract Provisions and Eligibility Criteria

April 1, 2014 Retroactive Salary Increase

Bargaining Unit 07

• A retroactive 2.00% Salary Increase rounded to the nearest dollar for employees in Bargaining Unit 07 for all unit members.
• Payable effective 3/27/2014.
• The attached April 1, 2014 Salary Schedule reflects the 2.00% increase.

Bargaining Unit 17

• A retroactive 2.00% Salary Increase rounded to the nearest dollar for employees in Bargaining Unit 17.
• Payable effective 03/27/2014.
• The attached April 1, 2014 Salary Schedule reflects the 2.00% increase.

April 1, 2015 Retroactive Salary Increase

Bargaining Unit 07

• A retroactive 2.00% salary increase rounded to the nearest dollar for employees in Bargaining Unit 07 for all unit members.
• Payable effective 03/26/2015.
• The attached April 1, 2015 Salary Schedule reflects the 2.00% increase.

Bargaining Unit 17

• A retroactive 2.00% Salary Increase rounded to the nearest dollar for employees in Bargaining Unit 17.
• Payable effective 03/26/2015.
• The attached April 1, 2015 Salary Schedule reflects the 2.00% increase.

Expanded Duty Pay (DUT)

Bargaining Units 07 and 17

Effective 03/27/2014, Expanded Duty Pay will be increased to $8,702 annually.

Hazard Duty Pay (HZS)

Bargaining Units 07 and 17

Effective 04/01/2014, Hazardous Duty Pay will be increased to $2,450 annually.

OSC Actions

OSC will automatically insert rows in the Job Data page to reflect the April 2014 and April 2015 retroactive Salary Increases for Troopers in Bargaining Unit 07 and Commissioned/Non-Commissioned Officers in Bargaining Unit 17.

• A row will be inserted 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 03/27/14 for the April 2014 increase, and 03/26/15 for the April 2015 increase for employees whose status is Active or 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. 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 on Job Data will 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.

Automatic Increase in Expanded Duty Pay (DUT)

• OSC will automatically insert a row to update the Additional Pay page with an effective date of 03/27/14 and increase the amount from $7,452 to $8,702 for all employees receiving Expanded Duty Pay.
• OSC will automatically update any eligible subsequent rows after the dates of the increases listed above.

Automatic Increase in Hazardous Duty Pay (HZS)

• OSC will automatically update the goal amount on the 11/1/14 HZS row already in effect from $1,200 to the new amount of $2,450.

Automatic Retroactive Processing

OSC will automatically calculate retroactive payments based on the 03/27/2014 and 03/26/2015 Salary Increases and increases to Additional Pay earnings.

Additional Pay earnings that were previously reported as adjustments such as Adjust Expanded Duty Pay (AEP) will not be retroactively adjusted.

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 of 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 increase as a result of new military orders, OSC will recalculate the amount of Military Stipend. The recalculations will be processed in Pay Period 12L, paychecks dated 09/23/2015.

• For those employees 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 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 (Adjust Military Stipend).
• For those employees who did not receive a stipend but became eligible for a stipend as a result of the increased salary OSC will take the necessary actions on the Job Data and/or Time Entry pages to pay the required increases.

Control-D Reports Available After Processing

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

NHRP703 Mass Salary Additional Pay Report

This report identifies all employees receiving an automatic increase for Expanded Duty Pay (DUT) and Hazardous Duty Pay (HZS). Fields on this report include EmplID, Employee Record Number, Employee Name, Earn Code, Grade, Salary Plan, Bargaining Unit and Additional Pay Amount.

NHRP704 Mass Salary Payment Report

This report identifies all employees who received the 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.

NHRP709 – Mass Salary Increase Exception Report

This report identifies all employees who did not receive the automatic April 2014 and/or April 2015 Salary Increases (Bargaining Units 07 and 17). Included on the report is one or more of the following messages which identifies the reason(s) the employee’s salary was not updated.

• Position and Job do not match – if the Position Number equals the NYS Position Number on the employee’s Job Data page but the Bargaining Unit, Salary Administration Plan or Grade on the Job Data page and Position Data page are not equal.
• Salary off step– if the employee’s Pay Basis Code is ANN and Grade is Equal to 701 or 703-713 but the salary is not equal to a step on the 04/01/10 Salary Schedule.

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

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.

Tax Information

These monies are taxable income, will be included in the employee’s taxable gross and are subject to all employment taxes and income taxes. Income taxes will be calculated using the employee’s current Tax Marital Status, Withholding Allowances and Additional Amount on the Update Employee Tax Data page.

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 statement.

Questions

Questions about payment processing may be directed to the Payroll Audit mailbox.