Purpose

To inform the agency of OSC’s automatic processing.

Affected Employees

Investigators, Senior Investigators and Investigative Specialists represented by the New York State Police Investigators Association in Bargaining Unit 62

Background

Chapters 234 of the Laws of 2016 implemented an agreement between the State of New York and the New York State Police Investigators Association. The agreement provides for retroactive General Salary increases and increases to other payments for Investigators, Senior Investigators and Investigative Specialists in Bargaining Unit 62.

OSC will systematically process the increases for eligible employees in Bargaining Unit 62.

Effective Date(s)

The April 1, 2014, April 1, 2015 and April 1, 2016 Salary Increases (Bargaining Unit 62) will be paid using the following effective dates and check date:

Contract Provisions and Eligibility Criteria

April 1, 2014 Retroactive Salary Increase

• A retroactive 2.00% Salary Increase rounded to the nearest dollar for employees in Bargaining Unit 62 for all unit members.
• Payable effective 03/27/14.

April 1, 2015 Retroactive Salary Increase

• A retroactive 2.00% Salary Increase rounded to the nearest dollar for employees in Bargaining Unit 62 for all unit members.
• Payable effective 03/26/15.

April 1, 2016 Retroactive Salary Increase

• A retroactive 1.50% Salary Increase rounded to the nearest dollar for employees in Bargaining Unit 62 for all unit members.
• Payable effective 04/07/16.

The attached April 1, 2014, April 1, 2015 and April 1, 2016 Salary Schedule reflects the retroactive increases.

Expanded Duty Pay (DPE)

• Effective 04/01/14, Eligibility Date 03/27/14 Expanded Duty Pay will be increased to $8,702 annually.

Expertise Pay (EXP)

• Effective 04/01/14, Eligibility Date 11/01/14 Expertise Pay will be increased to $2,450 annually.

 Holiday Bonus Pay (HSP)

• Effective 04/01/14, Eligibility Date 11/01/14 Holiday Bonus Pay will be increased to $1,567 annually.
• Effective 04/01/15, Eligibility Date 11/01/15 Holiday Bonus Pay will be increased to $1,598 annually.

Maintenance Pay (MTA)

• Effective 04/01/14, Eligibility Date 03/27/14 Maintenance Pay will be increased to $3,225 annually.
• Effective 04/01/15, Eligibility Date 03/26/15 Maintenance Pay will be increased to $3,290 annually.
• Effective 04/01/16, Eligibility Date 04/07/16 Maintenance Pay will be increased to $3,339 annually.

OSC Actions

After payroll processing for Pay Period 11L is completed, OSC will automatically insert rows in the Job Data page to reflect the April 2014, April 2015 and April 2016 Salary Increases for Investigators, Senior Investigators and Investigative Specialists in Bargaining Unit 62.

• 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 03/27/14 for the April 2014 increase, 03/26/15 for the April 2015 increase, and 04/07/16 for the April 2016 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 (DPE)

• 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 Expertise Pay (EXP)

• OSC will automatically insert a row to update the Additional Pay page with an effective date of 11/01/14 and increase the amount from $1,200 to $2,450
• OSC will automatically update any eligible subsequent rows after the dates of the increases listed above.

Automatic Increase in Holiday Bonus Pay (HSP)

• OSC will automatically add a transaction on the Time Entry page with an effective date of 11/01/14 for $31 dollars, the difference between the prior amount paid of $1,536 and the new retro amount to be paid of $1,567.
• OSC will automatically add a transaction on the Time Entry page with an effective date of 11/01/15 for $62 dollars, the difference between the prior amount paid of $1,536 and the new retro amount to be paid of $1,598.

Automatic Increase in Maintenance Pay (MTA)

• 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 $3,162 to $3,225.
• OSC will automatically insert a row to update the Additional Pay page with an effective date of 03/26/15 and increase the amount from $3,162 to $3,290.
• OSC will automatically insert a row to update the Additional Pay page with an effective date of 04/07/16 and increase the amount from $3,162 to $3,339.
• OSC will automatically update any eligible subsequent rows after the dates of the increases listed above.

Automatic Retroactive Processing

OSC will automatically calculate retroactive payments based on the 03/27/14, 03/26/15 and 04/07/16 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 11L, paychecks dated 09/21/2016.

• 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 (DPE), Maintenance Allowance (MTA) and Expertise Pay (EXP). 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, April 2015 and/or April 2016 Salary Increases (Bargaining Unit 62). This report will also be run prior to processing. 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 704 or 707 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.