Purpose

To inform agencies of OSC's automatic processing and to provide agencies with procedures for submitting actions in pay periods in which the automatic Salary Increases will be applied.

Affected Employees

SUNY Professional Services employees in Bargaining Unit 08

Background

Chapter 137 of the Laws of 2004 implements agreements between the State of New York and United University Professionals and provides for a general Salary Increase.

Effective Date(s)

• 7/01/04 for eligible employees with Pay Basis Code of ANN or CYF, checks dated 8/11/04
• 8/12/04 for eligible employees with Pay Basis Code of 21P or CYP, checks dated 9/08/04
• 8/26/04 for eligible employees with Pay Basis Code of CAL, checks dated 9/22/04
• For eligible employees with Pay Basis Code of HRY, BIW, or FEE, the effective date of the Salary Increase is based on the employee's obligation

Contract Provisions, Eligibility Criteria

2004 1% Discretionary Increase

The legislation provides for a 1% Salary Increase for employees in salaried and hourly positions who are Active or on a Paid Leave of Absence.

• Annual employees receive a 1% Increase of their 6/30/04 salaries rounded to the nearest dollar.
• Hourly, Biweekly, and FEE employees receive a 1% Increase of their 6/30/04 salaries rounded to the nearest cent.
• Employees who are incumbents of positions on 6/30/04, but are on Leave Without Pay on 6/30/04 and/or the effective date of the raise, are eligible for the Increase when they return from Leave, provided they return from Leave and remain in an eligible bargaining unit.
• Employees with CAL Pay Basis Code must be Active or on a Paid Leave of Absence on 9/01/04.

OSC Actions

After payroll processing is completed by OSC for the pay period in which each raise will be processed (Pay Period 9L for Pay Basis Codes ANN and CYF, Pay Period 11L for Pay Basis Codes 21P and CYP, and Period 12L for Pay Basis Code CAL, and OSC has applied the 2.5% Salary Increase as stated in Payroll Bulletin SU-100, OSC will automatically apply the 1% Increase to the employee's 6/30/04 salary rate (rounded to the nearest dollar).

The Action/Reason of Pay Rt Chg/SIC (Salary Increase) will be used.

The effective date of the automatic increase will be based on the employee's Pay Basis Code, as defined above.

A row will be inserted on the employee's Job Data page to reflect the increased rate, provided the eligible employee meets all the criteria defined below:

• The employee is Active or on Leave With Pay in Bargaining Unit 08 on June 30, 2004 and the effective date of the raise (7/1/04 for ANN and CYF, 8/12/04 for 21P and CYP, and 8/26/04 and 9/1/04 for CAL).
• The employee has Pay Basis Code of ANN, CYP, CYF, 21P, or CAL on June 30, 2004 and the same Pay Basis Code on the effective date of the raise (7/1/04 for Pay Basis Code ANN or CYF, 8/12/04 for Pay Basis Code 21P and CYP, or 8/26/04 and 9/1/04 for Pay Basis Code CAL).
• The employee's Job Data record and the Position Data record contain the same data.
• The employee is not in one of the following titles:

  Title	Job Code
  Assistant Instructor (HS)	003837
  Assistant Instructor (12 Mo)	003836
  Clinical Assistant Instructor (HS)	003862

CAL employees who are terminated, retired, or on a Leave Without Pay on 9/01/04 are not eligible for the raise and therefore will not receive an automatic increase.

If OSC applies an automatic increase and there is a row in the employee's Job Data record that is effective after the effective date of the increase and has the same Pay Basis Code and Bargaining Unit, OSC will automatically update the subsequent rows, adding the amount of the 1% 6/30/04 raise, by inserting an additional Pay Rt Chg action to reflect the increased salary.

Agency Responsibility: Raise Processing

The agency must submit the Salary Increase when certain conditions exist in the employee's Job Data record.

Note: The agency must submit separate rows for the 2.5% and 1% Salary Increases that are paid on the same date.

Pay Changes, Positions Changes and Transfers entered in the pay period that a raise is processed for an employee who is scheduled to automatically receive the raise must not have the raise included in the submitted Pay Rate.

The agency must submit the Salary Increase for raise eligible employees whose pay basis code is ANN, CYP, CYF, 21P, and CAL when there is a row on the employee's Job Data record that has an effective date greater than June 30, 2004 and changes the employee's Pay Basis Code.

For these employees, the agency must submit the increased salary using the Action/Reason of Pay Rt Chg/SIC(Salary Increase), and the applicable raise effective date.

If the raise eligible employee's Job Data record does not match the corresponding Position Data page, OSC will not apply an automatic Salary Increase. The agency must resolve the Position and Job Data discrepancy and then submit the Salary Increase using the Action/Reason of Pay Rt Chg/CSL (Cor Sal) and the appropriate effective date.

The agency must submit the Salary Increase if a raise-eligible employee was on Leave Without Pay on 6/30/04 and subsequently returns from Leave on or after the effective date of a Salary Increase. In addition to reporting the Return from Leave action, the agency must submit a Pay Rt Chg using the Reason of CSL (Cor Sal), effective the date of the return from Leave.

For employees whose Job Code is 003837, 003836, or 003862, the agency must submit the Salary Increase for a raise-eligible employee in accordance with the PGY Salary Schedule, using the Action/Reason of Pay Rt Chg/CSL (Cor Sal) and the appropriate raise effective date.

For employees with Pay Basis Code of BIW, the agency must submit the Salary Increase for eligible employees on the appropriate effective date based on the employee's obligation. The Action/Reason of Pay Rt Chg/SIC (Sal Incr) must be requested on the Job Action Request page.

For employees with Pay Basis Code of HRY, the agency must submit the change in rate for eligible employees on the appropriate effective date based on the employee's obligation. The Action/Reason of Pay Rt Chg/CRT (Chg Rate) must be requested on the Job Action Request page.

For eligible employees with Pay Basis Code of FEE, no pay change is required on the Job Action Request page. However, the agency must calculate the earnings submitted in the Time Entry page using the increased rate, commencing with the effective date of the increase.

Employees Who Are Changing Pay Basis Codes - Pay Period 11 and 12

For employees who are changing Pay Basis Codes, the agency must follow the following procedures as stated in Payroll Bulletin Number SU-100:

For employees whose Pay Basis Code is changing from 21P to CAL in Pay Periods 11 and 12, the agency must:

• Submit the Action of LOA effective 8/12/04 and perform one of the following actions:
  • Change the Pay Basis Code on the Position Data page effective 9/01/04 and submit a Return from Leave action effective 9/01/04 and a Pay Rt Chg to increase the employee's salary effective 9/01/04.
    or
  • Submit the Return from Leave action effective 9/01/04 and then request a Position Chg effective 9/01/04 and move the employee into a CAL position. Include the increased salary in the Pay Rate field when requesting the Position Chg.
• For employees whose Pay Basis Code is changing from CAL to 21P in Pay Periods 11 and 12, the agency must perform one of the following actions:
  • Change the Position Data panel from CAL to 21P effective 8/12/04 and then request a Pay Rt Chg effective 8/12/04 and include the increased salary in the Pay Rate field. Submit a Balance of Contract in the Time Entry page.
    or
  • Submit a Position Change and move the employee into a 21P position effective 8/12/04. Include the increased salary in the Pay Rate field when requesting the Position Chg and submit a Balance of Contract in the Time Entry page.

Retroactive Processing

For information regarding Retroactive Processing, refer to Payroll Bulletin SU-100.

Control D Reports

The following Control D Reports will be available for agency review after the automatic increases are applied. All reports will be sorted by agency code and then by employee name in alphabetical order.

Mass Salary Payment Report (NHRP704)

This report will identify all employees who received the automatic Salary Increases. The report will identify the employee's last salary that was automatically increased in an eligible bargaining unit. Other fields on the report include Emplid, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part Time Percentage, Action Reason and Increment Code.

Mass Salary Increase Exception Report (NHRP709)

This report will identify employees who did not receive an automatic Salary Increase. Fields on the report include Emplid, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part Time Percentage and Salary. The report identifies the reason the employee's salary was not increased with the message "Position and Job do not match".

Questions

Questions about this bulletin may be directed to the Payroll Audit mailbox.