Purpose

The purpose of this bulletin is to inform the agency of OSC’s automatic processing and provide instructions for payments not processed automatically.

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 the New York State Police Investigators Association (NYSPIA), and provides for increases to certain payments effective April 1, 2018 and April 1, 2019 for employees in Bargaining Unit 62.

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

Effective Date(s)

The increases to Location Pay and Maintenance Allowance will be paid using the following effective dates and check date:

Eligibility Criteria

Employees in Bargaining Unit 62 who have a Payroll Status of Active, Leave With Pay or Leave of Absence with an Action/Reason code of Leave of Absence/MLS (Mil Stip), Leave of Absence/MTS (Military Training Stipend) or Leave of Absence/MLL (Mil Lv) on the payment effective date of 04/04/2019 (Administration) are eligible for increases to Location Pay and Maintenance Allowance.

Location Pay (LOP)

Effective 04/04/2019, Location Pay will be increased to $1,686 annually.

Maintenance Allowance (MTA)

Effective 04/04/2019, Maintenance Allowance will be increased to $3,457 annually.

OSC Actions

OSC will automatically update rows on the Additional Pay page to reflect the following increases for employees in Bargaining Unit 62 that meet the eligibility criteria:

Location Pay (LOP)

OSC will automatically insert a row to update the Additional Pay page with an effective date of 04/04/2019 and increase the amount from $1,536 to $1,686 for all employees in BU62 receiving Location Pay.

OSC will automatically update any eligible subsequent rows.

Maintenance Allowance (MTA)

OSC will automatically insert a row to update the Additional Pay page with an effective date of 04/04/2019 and increase the amount from $3,389 to $3,457 for all employees in BU 62 receiving Maintenance Allowance.

OSC will automatically update any eligible subsequent rows.

Agency Actions

To pay Location Pay and Maintenance Allowance (Bargaining Unit 62) to eligible employees not processed automatically or who return from an authorized leave of absence, the agency must submit the following information on the Additional Pay page using the appropriate Earnings Code:

Location Pay (LOP)

Maintenance Allowance (MTA)

Automatic Retroactive Processing

OSC will automatically calculate retroactive payments based on the increases to Additional Pay earnings.

Additional Pay earnings that were previously reported as adjustments such as Adjust Maintenance Allowance (AED) will not be retroactively adjusted.

Time Entry earnings that are paid as an amount such as ADJ and OTO 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).

Control-D Report Available After Processing

The following Control-D report 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 Location Pay (LOP) and Maintenance Allowance (MTA). Fields on this report include EmplID, Employee Record Number, Employee Name, Earn Code, Grade, Salary Plan, Bargaining Unit, and Additional Pay Amount.

Deduction Information

All general deductions for employees whose status is Terminated, Retired, or Deceased will be automatically cancelled by OSC with the exception of percentage based dues and the following:

Tax Information

These monies are taxable income and are subject to all employment taxes and income taxes. These monies will be included in the employee’s taxable gross and will be reported on the employee’s Form W-2.

Earning Code AJR is supplemental taxable wages, will be included in the employee’s taxable gross and are 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/AdviceUndeliverable Checks

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 may be directed to the Tax and Compliance mailbox.