Purpose

The purpose of this bulletin is to inform the agency of OSC’s automatic processing.

Affected Employees

Employees of the Division of State Police in the State Police Investigators Unit (BCI) – BU62 who meet the eligibility criteria are affected.

Background

Chapter 337 of the Laws of 2019 implements the 2018-2023 Agreement between New York State and NYSPIA, provides for retroactive General Salary increases and increases to other payments effective April 1, 2018 and April 1, 2019 for Investigators, Senior Investigators and Investigative Specialists in Bargaining Unit 62.

Effective Date(s)

The April 1, 2018 and April 1, 2019 Salary Increases (Bargaining Unit 62) will be paid using the following effective dates and check date:

Contract Provisions and Eligibility Criteria

April 1, 2018 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 04/05/2018
• The attached April 1, 2018/2019 Salary Schedule reflects the 2.00% increase.

April 1, 2019 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 04/04/2019
• The attached April 1, 2018/2019 Salary Schedule reflects the 2.00% increase.

Control-D Report Available Prior to Processing

NHRP709 – Mass Salary Increase Exception Report

This report is a preliminary listing of employees who appear ineligible to receive the April 2018 and/or April 2019 Retroactive Salary Increases (Bargaining Unit 62) based on information available as of the date the report is produced. Included on the report is one or more of the following messages which identifies the reason(s) the employee’s record will not be 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 04/01/2017 Salary Schedule.

Agency Actions –Beginning in Administration Pay Period 16L

The following procedures must be used by the agency when submitting transactions in Administration Pay Period 16L:

For pay changes, position changes and transfers requested on the Job Action Requests or Transfer Requests page with an effective date on or after 04/05/2018 (Administration):

• The agency must not include the April 2018 or April 2019 Salary Increase in the salary reported in the Pay Rate field. The 04/01/2017 Salary Schedule must be used to calculate the salary.

Employees Who Appeared on the NHRP709 – Mass Salary Increase Exception Report

Employees who appeared on the NHRP709 Mass Salary Increase Exception Report made available after processing did not automatically receive the April 2018 and April 2019 Retroactive Salary Increases. Agencies should submit the appropriate transactions to correct the employee’s record and submit a Pay Change on the Job Action Requests page using the appropriate Reason code (see below) to pay the salary increase beginning in Institution or Administration Pay Period 17L, Paycheck date 12/11/2019.

OSC Actions

OSC will automatically insert rows in the Job Data page to reflect the April 2018 and April 2019 Retroactive Salary Increases for Investigators, Senior Investigators and Investigative Specialists in Bargaining Unit 62.

• 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 04/05/2018 for the April 2018 increase, and 04/04/2019 for the April 2019 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 Retroactive Processing

OSC will automatically calculate retroactive adjustments for regular earnings and Time Entry earnings that are calculated by the system based on annual salary, resulting from payment of the April 2018 and April 2019 Retroactive Salary Increases.

Agency Actions- Retroactive Processing

Additional Pay earnings such as, but not limited to, GRV and its adjustment code AGR will not be processed by the program. The agency will need to enter a row onto the Additional Pay page with new GRV amount with the effective date of the raise and submit adjustments to these earnings where necessary.

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

The agency must calculate and submit adjustments to these earnings using the Time Entry 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 beginning in Pay Period 17L, paychecks dated 12/11/2019.

• 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 on 11/14/2019:

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 2018 and/or April 2019 Retroactive Salary Increases (Bargaining Unit 62). 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 04/01/2017 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:

Tax Information

The adjustments (AJR and Retro (RXX)) are supplemental taxable income and will be included in the employee’s taxable gross subject to all employment and income taxes.

Federal, State and New York City income tax withholding will be calculated using the Aggregate method. Yonkers income tax withholding will be calculated using the Flat Rate method (1.61135% for Yonkers residents and 0.50% for Yonkers non-residents).

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 LQ_049_ARCHIVED_EE_PAYSTUB 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 must complete form AC3340, Request for Payroll Check Stop Payment, and email it to the Annual Uncashed Payroll Check Outreach mailbox. Please refer to Payroll Bulletin No. 1684 for instructions.

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 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.