Purpose

To provide instructions to agencies for processing M/C Discretionary Increases.

Affected Employees

SUNY M/C employees in Bargaining Unit 13

Background

Chapter 103 of the Laws of 2004, which implements the agreement between the State and various bargaining units, provides for Discretionary Increases for Management/ Confidential (BU13) employees.

Effective Date(s)

Payments may be submitted beginning in Administration Pay Period 10 (Lag), checks dated 8/25/04

Contract Provisions and Eligibility Criteria

Chapter 103 of the Laws of 2004 provides for a 2.5% Discretionary Increase for certain employees in Bargaining Unit 13 effective 4/01/04 (payable 3/25/04) and a 1% Discretionary Increase effective 7/01/04.

2.5% Discretionary Increase Eligibility Criteria

• Employees in Bargaining Unit 13 must be Active or on an approved Leave on the eligibility date* (3/31/04) and at the time of payment (7/29/04).

* The eligibility dates for the 2.5% Discretionary Increase are 3/31/04 and 7/29/04, regardless of when the transactions are submitted.

1% Discretionary Increase Eligibility Criteria

• Employees in Bargaining Unit 13 must be Active or on an approved Leave on the eligibility date** (6/30/04) and at the time of payment (7/29/04).

** The eligibility dates for the 1% Discretionary Increase are 6/30/04 and 7/29/04, regardless of when the transactions are submitted.

Agency Actions

Agencies will be required to complete M/C Discretionary Salary Increase rosters in EmpliD order. The roster must be signed by the College President and forwarded to SUNY System Administration.

All Discretionary Increases must be entered manually.

To process the 2.5% Increase for eligible employees, agencies must submit a Job Action Request transaction using the Action/Reason of Pay Rt Chg/CFS (Cor Fy Sal) and the effective date of 3/25/04.

To process the 1% Increase for eligible employees, agencies must submit a Job Action Request transaction using the Action/Reason of Pay Rt Chg/SIC (Salary Increase) and the effective date of 7/01/04.

Subsequent Rows

Agencies must submit Pay Change transactions using the Action/Reason of Pay Rt Chg/CSL (Correct Salary) to update any subsequent rows that appear on the employee's Job Data record provided the employee remained in an eligible bargaining unit.

Automatic Retroactive Processing

OSC will automatically calculate retroactive payments resulting from the 3/25/04 Salary Increase and the 7/01/04 Salary Increase for eligible employees. Automatic retroactive payments will be processed for certain earnings such as overtime and holiday pay reported on the Time Entry page.

For eligible employees who have worked in more than one agency since the effective date of the Increases, all retroactive adjustments will be paid in the most current agency provided the employee was paid by all agencies using the same Employee Record Number.

For eligible employees who have worked in more than one agency and have been paid from more than one Employee Record Number since the effective date of the Increases, the retroactive adjustment for earnings in each Employee Record Number will be paid in the most current agency, on the appropriate pay cycle, under each Employee Record Number.

Agency Actions: Retroactive Processing

Retroactive adjustments will be automatically calculated based on the increased salaries. Time Entry Earn Codes that are calculated based on an employee's salary rate, such as overtime (OTA), will be automatically adjusted.

Time Entry earnings that are reported as an amount such as ADJ, FEE or RGO (Regular Salary Override) will not be retroactively adjusted.

Agencies must calculate and submit the adjustments on the Time Entry page using the Earn Code AJR (Adjust Raise).

Miscellaneous

• AC230s: Agencies must review the retroactive adjustments for all employees who had a check returned or exchanged on an AC230 for dates after 3/25/04. AC230s are not considered when automatic retroactive adjustments are calculated and the Payroll System will calculate the payment as though the employee is still overpaid.
• Employees who had a change in Pay Basis Code from HRY to ANN or ANN to HRY: The agency must review the retroactive adjustment to determine that it was correct.
• Employees who have received earnings on an AC39 (Typewritten Payroll) prepared by OSC: Agencies must submit an adjustment for all earnings paid on the typewritten payroll.
• Agencies must review any Overpayment situations where the Retroactive Process was turned off and not allowed to recover the Overpayment. The Retroactive Process will recalculate this period and recreate the negative retroactive adjustment amount. The agency must review these adjustments and notify OSC using a Job Action Request of DTA/COR (Data Change/Correct History) if these adjustments should be turned off or allowed to proceed in order to prevent an incorrect amount being recovered.

For example, if an Overpayment has been recovered via AC230 or through an OVP on Additional Pay, the system will try to recover the money again; therefore, the retroactive adjustment must be turned off. If an OVP is ongoing, the retroactive adjustment may need to be turned off and the earnings on the OVP row may need to be increased.

Agency Procedure: Reporting Adjustments in the Time Entry Page

Agencies must use Earn Code AJR (Adjust Raise) on the Time Entry page to report all retroactive changes due to the implementation of the salary and additional pay increases.

Questions

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