Purpose
To inform agencies of OSC’s automatic processing and provide agencies with procedures for submitting transactions that will not be processed automatically.
Affected Employees
SUNY Professional Services employees in Bargaining Unit 08 except employees in the following titles:
| Title | Job Code |
| Assistant Instructor (HS) | 003837 |
| Assistant Instructor (12 Mo) | 003836 |
| Clinical Assistant Instructor (12 Mo) | 003861 |
| Clinical Assistant Instructor (HS) | 003862 |
Background
Chapter 113 of the Laws of 2008 implements the provisions of the agreement between the State of New York and United University Professions (BU 08) regarding general salary and other increases.
Effective Date(s)
Salary and Inconvenience Pay Increases
- 6/28/07 for eligible employees with Pay Basis Code of ANN or CYF, paychecks dated 7/23/08.
- 8/23/07 for eligible employees with Pay Basis Code of 21P or CYP, paychecks dated 7/23/08.
- 9/06/07 for eligible employees with Pay Basis Code of CAL, paychecks dated 7/23/08.
- 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.
Standby Increases
- 6/28/07 for eligible employees, paychecks dated 8/06/08.
Contract Provisions and Eligibility Criteria
3% General Salary Increase
The legislation provides for a 2007 retroactive 3% Salary Increase for employees in salaried and hourly positions who are Active or on a Paid Leave of Absence.
- Annual salaried employees receive a 3% Increase of their 7/1/07 salary rounded to the nearest dollar.
- Hourly, Biweekly and FEE employees receive a 3% Increase of their 7/1/07 salary rounded to the nearest cent.
| Pay Basis Code | Obligation | Effective Date of Payment | Check Date |
| ANN or CYF | Calendar/ College | 6/28/07 | 7/23/08 |
| 21P or CYP | 21 Pay Periods | 8/23/07 | 7/23/08 |
| CAL | Academic | 9/6/07 | 7/23/08 |
| HRY, BIW or FEE | Varies (One of the above) | One of the above (depends on obligation) | 7/23/08 |
- Employees who were incumbents of positions on 7/1/07 but were on Leave Without Pay are eligible for the increase when the employee returned from leave, provided the employee remained in an eligible bargaining unit upon the return from leave.
- An employee in service on 4/30/07 whose employment expired prior to 7/2/07 and who would have been eligible for the salary increase if the employee’s employment had continued through 7/2/07 shall be eligible for the salary increase if the employee was reemployed in an equivalent position for a least one (1) semester or the equivalent of the 12 month period commencing on 7/2/07.
- An employee in service during a portion of the 12 month period commencing on 7/2/06, for at least one (1) semester or equivalent, but whose employment expired prior to 7/2/07, shall be eligible for the salary increase if the employee was reemployed in an equivalent position for a least one (1) semester or the equivalent of the 12 month period commencing on 7/2/07.
- The salary increase for employees covered in Article 19 or withheld by the Chancellor or the Director of Employee Relations is excluded.
Minimum Basic Annual Salary Rates
The minimum basic annual salary rates have been increased. These apply to all full-time and part-time employees paid on an annual salaried basis. A part-time employee must be paid the prorated portion of the minimum annual salary rate that corresponds to the percentage of time worked.
After the 3% increase has been applied, if the employee's salary rate is below the minimum basic annual salary rate for the position or grade, the employee is eligible to receive the appropriate minimum annual salary.
Employees appointed or promoted after the effective date of the increase are eligible to receive at least the minimum basic annual salary as follows:
July 1, 2007- June 30, 2009 UUP Minimum Salary Chart
Inconvenience Pay Increase
The legislation provides for a retroactive increase in Inconvenience Pay to $575 effective 7/2/07 and payable the dates listed above.
Standby Pay Increase
The legislation provides for a retroactive increase in Standby On-Call Pay to $4.35 per hour effective 7/2/07 and payable the dates listed above.
OSC Actions: Automatic Update of Rows on Job Data and Additional Pay Pages
After payroll processing for Pay Period 7 is completed, OSC will apply the July 2007 3% General Salary Increase to the employees’ 7/1/07 salary.
A row will be inserted on the employee's Job Data page using the Action/Reason code of Pay Rate Chg/SAC (Mass Salary Increase) to reflect the increased rate, provided the eligible employee meets the criteria defined below:
- The employee must be Active or on a Paid Leave in Bargaining Unit 08 on 6/28/07, 7/1/07 and 7/2/07 for ANN and CYF, or 7/1/07 and 8/23/07 for 21P and CYP, or 7/1/07, 9/1/07 and 9/6/07 for CAL pay basis codes.
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 Payment of the increase and provided the employee remained in Bargaining Unit 08 and in a Pay Basis Code of ANN, 21P, CAL, CYP or CYF, OSC will automatically increase the salary by a flat amount equal to 3% of the 7/1/07 salary (rounded to the nearest dollar) using the Action/Reason code of PAY/CSL (Pay Rate Change/Correct Salary).
Exception:
- If the employee’s status on a Job row is Paid Leave of Absence with a Reason of Military Stipend, a row will not be automatically inserted. However, employees who were placed on Military Stipend Leave due to new military orders on or after the effective date of the increase are eligible for a recalculated military stipend based on the salary and Location Pay increases. Eligible employees’ records will be updated manually by OSC to reflect the increase.
Transactions processed automatically will appear on the NHRP520, Daily Outbound Transaction file.
Inconvenience Pay Full Increase
For employees who are in Bargaining Unit 08 on or after the effective date of the Inconvenience Pay increase (6/28/07 for ANN and CYF, 8/23/07 for 21P and CYP and 9/6/07 for CAL) and have an IPF row on the Additional Pay page in the amount of $550 that is effective on or after the effective date of the increase, OSC will update the existing IPF row to $575.
Inconvenience Pay Partial Increase
For employees who are in Bargaining Unit 08 on or after the effective date of the Inconvenience Pay increase (6/28/07 for ANN and CYF, 8/23/07 for 21P and CYP and 9/6/07 for CAL) and have an IPP row on the Additional Pay page that is effective on or after the effective date of the increase, OSC will update the existing IPP row as follows:
| Current Amount | New Amount |
| $55 | $58 |
| $110 | $115 |
| $165 | $173 |
| $220 | $230 |
| $275 | $288 |
| $330 | $345 |
| $385 | $403 |
| $440 | $460 |
| $495 | $518 |
Inconvenience Pay Partial Time Entry Codes
The following Time Entry unit override codes will be updated as follows:
| 2007 | 2008 | |
|
$2.20 | $2.21 |
|
$3.67 | $3.68 |
|
$2.75 | $2.76 |
|
$0.43 |
Standby Pay Increase
After payroll processing for Pay Period 8 is completed, OSC will increase the Standby On-Call Pay for employees who are in Bargaining Unit 08 who have received SBU (Standby Unclassified Pay) with an Earnings End Date on or after the effective date of the Standby On-Call Pay Increase (6/28/07). OSC will enter the appropriate adjustment using the Time Entry earn code SAA (Adjust Standby/Standby OT).
Employees who received Standby On-Call Pay (SAA) payments on or after 6/28/07 will receive adjustments of $.85 per hour for each hour paid.
Automatic Retroactive Processing
OSC will automatically calculate retroactive payments resulting from the July 2007 General Salary and Inconvenience Pay (IPF, IPP) increases.
For eligible employees who have worked in more than one (1) agency and have been paid by all agencies using the same Employee Record Number since the effective date of the increases, all retroactive adjustments will be paid in the most current agency.
For eligible employees who have worked in more than one (1) agency and have been paid from more than one (1) 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.
Retroactive Adjustments for Additional Pay and Time Entry Earnings
Time Entry earn codes that are calculated based on an employee’s salary rate and additional salary factors such as Overtime (OTA) and Recall Overtime (RCL) will be automatically adjusted.
The following Earn Codes will be adjusted automatically:
- Extra Time (EXT), Inconvenience Pay Full (IPF), Inconvenience Pay Part (IPP), Lump Sum Payment-Vacation (LSA), Lump Sum Payment-OT Accruals (LSB), Lost Time (LT1), MC/UUP Over 40 Hrs OT LSP (M40) OT for Annuals (OTA), OT Straight Rate for Annuals (OTB), Recall Overtime (RCL), Regular Pay Salary Employee (RGS), Standby-Classified (SBU).
Retroactive Adjustments for Employees Currently Inactive Who Have An Outstanding Overpayment
- For employees who are Inactive at the time of payment, the retroactive raise adjustment will be applied to any Overpayment (OVP) set up in Additional Pay that has a Goal Amount and Goal Balance that are not equal. The payroll system will determine the difference between the Goal Balance and Goal Amount and will deduct the difference from the employee’s check. If the amount of the positive earnings is not sufficient to deduct the entire overpayment, the system will deduct the amount of positive earnings possible and update the OVP Goal Balance accordingly.
Retroactive Adjustments for 21P Employees
21P employees will receive their retroactive earnings using the following earnings codes:
- RCN will be used to adjust the contract that ended in 6/07. This code is used for closed or ended contracts. If the 2007-2008 contract has ended when the payment is made, RCN will be used for that year. Separate rows will be added to Time Entry.
- ACN will be used for 21P employees who are no longer 21P (moved to another pay basis code, terminated, etc.) but the contract has not ended for the 2007-2008 year. If the employee is still in UUP and are in another pay basis code, the retroactive earnings will be paid using the retro process and will be paid using one of the "R" retro codes.
- CON will be used for all employees who are Active and the contract has not ended. The Contract Pay process will calculate the money due for the salary increase and add the retroactive amount to the CON (Regular 21P Earnings) amount in the employee’s Pay Period 7 paycheck.
Agency Actions
Salary Increase
The agency must submit the 3% General Salary Increase when certain conditions exist in the employee's Job Data record.
If the raise-eligible employee's Job Data record fields of Bargaining Unit, Sal Plan and Grade do not match the corresponding fields on the 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 code of Pay Rate Chg/CFS (Cor Fy Sal) and the appropriate Effective Date of Payment.
The agency must submit the Salary Increase if a raise-eligible employee was on Leave Without Pay on 6/28/07, 7/1/07 or 7/2/07 for ANN and CYF, 7/1/07 and 8/23/07 for 21P and CYP, or 7/1/07, 9/1/07 and 9/6/07 for CAL pay basis codes and the employee subsequently returned from leave on or after the Effective Date of Payment of the Salary Increase. In addition to reporting the Return from Leave action, the agency must submit an Action/Reason code of Pay Rate Chg/CFS (Cor Fy Sal), effective the date of the return from leave.
For employees whose Job Code is 003837, 003836, 003861 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 code of Pay Rate Chg/CFS (Cor Fy Sal) and the appropriate Effective Date of Payment.
Agencies must submit the salary increase for employees who were hired subsequent to 7/1/07 at a rate below the new Minimum Basic Annual salary rate for the position using the Action/Reason code of Pay Rate Chg/CFS (Cor Fy Sal) and the appropriate Effective Date of Payment.
Agencies must submit the salary increase for employees that were hired subsequent to 6/28/07 but prior to 7/2/07 using the Action/Reason code of Pay Rate Chg/CFS (Cor Fy Sal) and the appropriate Effective Date of Payment.
For employees with a Pay Basis Code of BIW, the agency must submit the Salary Increase for eligible employees on the appropriate Effective Date of Payment based on the employee’s obligation. The Action/Reason code of Pay Rate Chg/SIC (Sal Incr) must be requested on the Job Action Request page. Agencies must also submit pay rate changes to update the Term row for BIW employees who were terminated after the effective date of the salary increase.
For employees with a Pay Basis Code of HRY, the agency must submit the change in rate for eligible employees on the appropriate Effective Date of Payment based on the employee’s obligation. The Action/Reason code of Pay Rate Chg/CRT (Chg Rate) must be requested on the Job Action Request page. Agencies must also submit pay rate changes to update the Term row for HRY employees who were terminated after the effective date of the salary increase.
For eligible employees with a 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 Payment of the increase.
Standby Unclassified OT Override (SOU) Adjustments
Agencies must adjust earnings for all overtime hours submitted with earnings code SOU for the new Standby Unclassified (SBU) amount.
Adjustments must be submitted in Time Entry using earn code SAA.
Reporting Retroactive Adjustments
The following Time Entry and Additional Pay earnings will not be adjusted automatically. Therefore, commencing in the pay period in which the raise is being processed, the agency may report the appropriate retroactive adjustments in the Time Entry page, using the Earn Code AJR and the appropriate Earnings Begin and End Dates. An explanation of the adjustment must be included in the Time Entry comments or on the General Comments page.
- ADJ Adjustment
- AIF Adjust Inconvenience Pay
- AIP Adjust Inconvenience Pay Part
- BAL Balance of Contract
- ES2 Extra Service Amount
- EXO Extra Time Override
- FEE (adjust only if employee is paid based on a per diem rate)
- LSI Lump Sum Payment Override
- LTO Lost Time Override
- OTO Overtime Override
- RGO Regular Salary Override
Reporting An Adjustment When Automatic Retroactive Adjustment Is Incorrect
When certain conditions exist in an employee’s record, the automatic retroactive adjustment may be incorrect. Therefore, the agency is responsible for identifying employees who meet these conditions and, if required, must submit the necessary adjustment of earnings in the Time Entry page, using the Earn Code AJR and appropriate Begin and End Dates.
If an overpayment of earnings is identified after the automatic increase is processed but before the paycheck is received by the employee, the employee must be notified of the overpayment and the adjustment that will be reported in a subsequent pay period.
- If an employee had a check returned or exchanged on an AC 230 for service dates on or after the effective date of the increase, the payroll system does not consider the AC 230 when calculating the automatic retroactive adjustment.Therefore, the agency should review the automatic retroactive adjustment and determine the amount of the adjustment to be reported.
- If an employee’s Pay Basis Code changed from HRY to ANN, the agency must review the automatic retroactive adjustment and determine if it is correct. If the adjustment is not correct, the agency must report an adjustment of earnings.
- If an employee was paid on an AC 39 (Typewritten Payroll), the payroll system will not adjust the earnings processed on the AC 39. The agency must report the adjustment of earnings.
- For employees who had a Job Action or Additional Pay change reported since the effective date of the raise and the action reported resulted in an overpayment of earnings, the automatic negative retroactive adjustment may not have been processed because the overpayment was either not recoverable or recoverable using the OVP Earn Code or the AC 230. In this case, the negative retroactive adjustment may be re-generated when the automatic increases are processed.
- If an employee has previously had a negative retroactive adjustment calculated by the system, it is the agency’s responsibility to review the new retroactive calculation for the raise in order to determine if any new negative calculated retroactive adjustments must be addressed again. The agency must inform OSC on how to handle the negative retroactive adjustment by entering the instructions on the General Comments page. If any additional adjustments are required, the agency must report them on the Time Entry page using the Earn Code AJR.
For employees who were placed on Military Stipend Leave with or without pay on or after the effective date of the increases as a result of new military orders, OSC will recalculate the amount of Military Stipend.
Retroactive Payments for Employees Receiving Military Stipends
- For those 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 that is 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 ADJ.
- For those who did not receive a stipend but became eligible for a stipend because of the increased salary, OSC will take the necessary action on the Job Data and/or Time Entry pages to pay the required increases.
All general deductions for employees whose status is Terminated, Retired or Deceased will be automatically cancelled by OSC with the exception of the following:
Deduction Information
| Code | Narrative |
| 410 | Health Care Spending Account |
| 420 | NY Dependent Care Contribution |
| 425 | Repay State Loans/Debt |
| 426 | Higher Ed Repay State Loan |
| 428 | Dependent Care |
| 433 | Total Unemployment Ins Owed |
| 500 | Medicare Deficiency |
| 501 | Social Security Deficiency |
| 502 | NYS SS/Medicare Deficiency |
| GARNSH | Garnishments |
| HIATRG | Regular After Tax Health |
| HIATSP | Special After Tax Health Adj |
| HIBTRG | Regular Before Tax Health |
| HIBTSP | Special Before Tax Health Adj |
Undeliverable Checks
Inactive employees may be eligible for a payment as a result of the adjustments. 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 Tax and Finance, Division of Treasury, per instructions in Payroll Bulletin No. 456.
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).
For recipients of a previously deceased employee's payroll checks where a Next of Kin Affidavit and Report of Check Exchange forms have been submitted, OSC will accept a photocopy of these forms to process the exchange of the check.
Control-D Reports
The following Control-D report will be available for agency review on the Monday after the automatic increases are applied. All reports will be sorted by agency code and then by employee name in alphabetical order.
Mass Salary Additional Pay Report (NHRP703)
This report identifies all employees receiving an automatic increase for Inconvenience Pay (IPF) and Inconvenience Pay Partial (IPP). Fields on this report include EmplID, Employee Record Number, Employee Name, Earn Code, Grade, Salary Plan, Bargaining Unit, and Additional Pay Amount.
Mass Salary Payment Report (NHRP704)
This report identifies all employees who received the automatic Salary Increase. The report will identify all employees' salaries that were 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.
Payroll Register and Employee's Paycheck/Advice
All retroactive adjustments will be displayed on the payroll register and the employee’s paycheck stub or direct deposit advice.
Questions
Questions concerning these increases should be directed to SUNY System Administration.
Questions about this bulletin may be directed to the Payroll Audit mailbox.