SUNY Bulletin No. SU-348

Subject

2022 and 2023 Retroactive Salary Increases for Professional Services Negotiating Unit (PSNU) Employees Represented by the United University Professions (UUP)

Date Issued

November 2, 2023

Purpose:

The purpose of this bulletin is to inform agencies of OSC’s automatic processing of the 2022 UUP two percent (2.00%) Salary Increase and the 2023 UUP three percent (3.00%) Salary Increase and to provide instructions for payments not processed automatically.

Affected Employees:

Employees in PSNU – BU08 positions who meet the eligibility criteria, except employees in the following medical resident and intern titles, are affected:

Title	Job Code
Assistant Instructor (12 Mo)	003836
Assistant Instructor (HS)	003837
Clinical Assistant Instructor (12 Mo)	003861
Clinical Assistant Instructor (HS)	003862

Background:

Chapter 189 of the Laws of 2023, which implemented the 2022-2026 Agreement between the State of New York and UUP, provides for a salary increase of 2.00% for 2022 and a salary increase of 3.00% for 2023.

In addition, on 09/12/2023 the SUNY Board of Trustees adopted a resolution approving the salary increases and the salary schedules provided for in the 2022-2026 Agreement.

Effective Dates – 2022:

The 2022 UUP 2.00% Salary Increase will be paid using the following eligibility dates, effective dates, and check date:

Comp Rate Code	2022 Eligibility Dates	2022 Effective Dates	Check Date
ANN	06/30/2022 and 07/07/2022	07/07/2022	11/22/2023
CYF	06/30/2022 and 07/07/2022	07/07/2022	11/22/2023
21P	06/30/2022 and 08/18/2022	08/18/2022	11/22/2023
CAL	06/30/2022 and 09/01/2022	09/01/2022	11/22/2023
HRY, BIW and FEE	Based on Date of Obligation	Based on Date of Obligation	11/22/2023

Effective Dates – 2023:

The 2023 UUP 3.00% Salary Increase will be paid using the following eligibility dates, effective dates, and check date:

Comp Rate Code	2023 Eligibility Dates	2023 Effective Dates	Check Date
ANN	06/30/2023 and 07/06/2023	07/06/2023	11/22/2023
CYF	06/30/2023 and 07/06/2023	07/06/2023	11/22/2023
21P	06/30/2023 and 08/17/2023	08/17/2023	11/22/2023
CAL	06/30/2023, 08/31/2023 and 09/01/2023	08/31/2023	11/22/2023
HRY, BIW and FEE	Based on Date of Obligation	Based on Date of Obligation	11/22/2023

Eligibility Criteria – 2022:

Employees who meet the following criteria on all of the 2022 Eligibility Dates based on the employee’s Comp Rate Code provided in the above chart are eligible to receive the 2022 UUP 2.00% Salary Increase:

Bargaining Unit	08
Salary Grade	980
Comp Rate Code	ANN, CYF, 21P, CAL, BIW, HRY, FEE
Payroll Status on all 2022 Eligibility Dates	Active, Leave With Pay, Leave of Absence (only if the Action/Reason code is LOA/MLS – Mil Stip)

An employee who is an incumbent of a position on 06/30/2022 but has a Payroll Status of Leave of Absence (except if the Action/Reason code is LOA/MLS) on any of the applicable 2022 Eligibility Dates for the employee’s Comp Rate Code (see Effective Dates - 2022 section), is eligible for the salary increase when the employee returns from the leave provided the employee remains in an eligible position.
An employee in service during a portion of the 12-month period commencing on 07/01/2021, for at least one (1) semester or equivalent, but whose employment expired prior to the eligibility date of 06/30/2022, may be eligible to receive the salary increase if the employee is reemployed in an equivalent position for at least one (1) semester or equivalent of the 12-month period commencing on 07/02/2022.
An employee in service on 04/30/2022 whose employment expired prior to the eligibility date of 06/30/2022 and who would have been eligible for the salary increase if the employee’s employment had continued through 06/30/2022 may be eligible for the salary increase if the employee is reemployed in an equivalent position for at least one (1) semester or equivalent of the 12-month period commencing on 07/02/2022.
Employees covered by Article 19 are not eligible to receive the salary increase. In addition, the salary increase may be withheld from an employee if the SUNY Chancellor or the Director of Employee Relations determines such increase is not warranted or not appropriate.

Eligibility Criteria – 2023:

Employees who meet the following criteria on all of the 2023 Eligibility Dates based on the employee’s Comp Rate Code provided in the above chart are eligible to receive the 2023 UUP 3.00% Salary Increase:

Bargaining Unit	08
Salary Grade	980
Comp Rate Code	ANN, CYF, 21P, CAL, BIW, HRY, FEE
Payroll Status on all 2023 Eligibility Dates	Active, Leave With Pay, Leave of Absence (only if the Action/Reason is LOA/MLS – Mil Stip)

An employee who is an incumbent of a position on 06/30/2023 but has a Payroll Status of Leave of Absence (except if the Action/Reason code is LOA/MLS) on any of the applicable 2023 Eligibility Dates for the employee’s Comp Rate Code (see Effective Dates - 2023 section), is eligible for the salary increase when the employee returns from the leave provided the employee remains in an eligible position.
An employee in service during a portion of the 12 month period commencing on 07/01/2022, for at least one (1) semester or equivalent, but whose employment expired prior to the eligibility date of 06/30/2023, may be eligible to receive the salary increase if the employee is reemployed in an equivalent position for at least one (1) semester or equivalent of the 12 month period commencing on 07/01/2023.
An employee in service on 04/30/2023 whose employment expired prior to the eligibility date of 06/30/2023 and who would have been eligible for the salary increase if the employee’s employment had continued through 06/30/2023 may be eligible for the salary increase if the employee is reemployed in an equivalent position for at least one (1) semester or equivalent of the 12-month period commencing on 07/01/2023.
Employees covered by Article 19 are not eligible to receive the salary increase. In addition, the salary increase may be withheld from an employee if the SUNY Chancellor or the Director of Employee Relations determines such increase is not warranted or not appropriate.

Salary Minimums:

Employees Paid Using a Comp Rate Code of ANN, CYF, 21P, or CAL

As provided in Article 20 of the Agreement and approved in the Board of Trustees UUP Salary Resolution, salary minimums have been established for employees paid on an annual salaried basis. Part-time employees who are paid on a prorated annual salaried basis are eligible for a prorated amount of the salary minimum that corresponds to the employee’s work percentage.

If, after applying the 2022 UUP 2.00% Salary Increase and/or the 2023 UUP 3.00% Salary Increase, an employee’s annual salary is less than the applicable salary minimum for the employee’s title or salary level, the employee is eligible to receive the minimum salary. (Please see Agency Actions – Beginning in Pay Period 17L section for additional information.)

If an employee is appointed or promoted on or after the appropriate payment effective date, the employee is eligible to receive not less than the salary minimum of the new position.

Part-Time Faculty Minimums (Employees Paid Using a Comp Rate Code of BIW)

The new Part-Time Academic Faculty Minimums are as follows:

July 1, 2022 Academic Year (current salaries implemented in the prior contract – see Payroll Bulletin No. SU-330)
	Salary Minimum (per 3 credit course)
University Centers and Health Science Centers	$3,750
Comprehensive and Technology Colleges	$3,250

July 1, 2023 Academic Year
	Salary Minimum (per 3 credit course)
University Centers and Health Science Centers	$4,000
Comprehensive and Technology Colleges	$3,500

Reports Available Prior to Processing:

OSC will provide SUNY with the following reports identifying employees who will not be processed automatically.

Comp Rate Code of BIW, HRY or FEE – this report will identify all employees in a BU08 position with a Payroll Status of Active or Leave With Pay and a Comp Rate Code of BIW, HRY or FEE at any time on or after 04/30/2022.
Comp Rate Code Change – this report will identify all employees in a BU08 position who are appointed to another BU08 position resulting in a change in Comp Rate Code after 06/30/2022.
Leave of Absence – this report will identify all employees in a BU08 position with a Payroll Status of Leave of Absence on any of the applicable 2022 or 2023 Eligibility Dates (see Eligibility Criteria – 2022 and Eligibility Criteria – 2023 sections) based on the employee’s Comp Rate Code.

OSC Actions:

2022 2.00% Salary Increase

OSC will process the 2022 UUP 2.00% Salary Increase as follows:

If the employee has a Comp Rate Code of ANN, CYF, 21P or CAL and meets the remaining eligibility criteria on all of the 2022 Eligibility Dates (see Eligibility Criteria – 2022 section), a row will be inserted on the employee’s Job Data page using the appropriate 2022 Effective Date based on the employee’s Comp Rate Code with the Action/Reason code of Pay Rate Change/SAC (Mass Salary Increase).
A row will be inserted on the employee’s Job Data page using the same effective date as the row being evaluated and the Action/Reason code of Pay Rate Change/CSL (Cor Sal) for all subsequent rows through current provided the employee remains in an eligible position regardless of Payroll Status.

EXCEPTION: If an employee in a BU08 position is appointed to another BU08 position resulting in a change in Comp Rate Code after 06/30/2022, they will not be processed automatically. The agency will be responsible for processing all applicable increases for the employee.

Calculating the New 2022 Compensation Rate: The salary increase dollar amount for employees with a Comp Rate Code of ANN, CYF, 21P or CAL will be determined by multiplying the employee’s salary in effect on 06/30/2022 by 2.00% rounded to the nearest dollar. This dollar amount will be added to the existing salary on all inserted rows.

2023 3.00% Salary Increase

OSC will process the 2023 UUP 3.00% Salary Increase as follows:

If the employee has a Comp Rate Code of ANN, CYF, 21P or CAL and meets the remaining eligibility criteria on all of the 2023 Eligibility Dates (see Eligibility Criteria – 2023 section), a row will be inserted on the employee’s Job Data page using the appropriate 2023 Effective Date based on the employee’s Comp Rate Code with the Action/Reason code of Pay Rate Change/SAC (Mass Salary Increase).
A row will be inserted on the employee’s Job Data page using the same effective date as the row being evaluated and the Action/Reason code of Pay Rate Change/CSL (Cor Sal) for all subsequent rows through current provided the employee remains in an eligible position regardless of Payroll Status.

Calculating the New 2023 Compensation Rate: The salary increase dollar amount for employees with a Comp Rate code of ANN, CYF, 21P or CAL will be determined by multiplying the employee’s salary in effect on 06/30/2023 (after application of the 2022 salary increase, if applicable) by 3.00% rounded to the nearest dollar. This dollar amount will be added to the existing salary on all inserted rows.

NOTE: If an employee is eligible to be processed automatically by OSC for one fiscal year but requires manual processing for the other fiscal year, the employee will not be processed automatically. The employee must be processed in their entirety by the agency.

OSC 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 such as OT for Annuals (Earnings Code OTA) and Lump Sum Payment-Vacation (Earnings Code LSA), resulting from payment of the 2022 UUP 2.00% and the 2023 UUP 3.00% Salary Increase.

If an employee is eligible for a retroactive increase and has been paid by multiple agencies in the same Employee Record Number since the effective date of the increase, all retroactive adjustments will be paid in the most current agency within that record number. If an employee has been paid in multiple record numbers, each record number will be evaluated separately, and retroactive payments will be processed in the record number in which the increase occurred.

Agency Actions Beginning in Pay Period 16L:

Transactions Submitted in the Same Pay Period the Salary Increase is Automatically Processed

When submitting pay changes and position changes on the Job Action Requests page in the pay period in which the 2022 UUP 2.00% and the 2023 UUP 3.00% Salary Increases are automatically processed, the agency must not include the salary increase in the salary reported in the Pay Rate field for an employee who will receive the automatic increase.

Employees Not Processed Automatically

Employees who do not meet the automatic processing requirements for the 2022 UUP 2.00% and/or the 2023 UUP 3.00% Salary Increases may require manual submission by the agency. The below sections refer to situations in which a raise must be manually processed by the agency. For each situation (excluding Comp Rate Code FEE), if the employee has rows on the Job Data page subsequent to the effective date of one of the below transactions, the agency must submit a Pay Change on the Job Action Requests page using the Reason code CRT (Chg Rate) for Comp Rate Code HRY and BIW or Reason code CSL (Cor Sal) for all other Comp Rate Codes with the effective date of the row being evaluated, the next available sequence number and the employee’s increased salary in the Pay Rate field, provided the employee remains in an eligible position.

Comp Rate Code BIW or HRY - To pay the 2022 UUP 2.00% and/or the 2023 UUP 3.00% Salary Increase to employees with a Comp Rate Code of BIW or HRY, the agency must submit a Pay Change on the Job Action Requests page using the Reason Code SAC (Mass Salary Increase), the appropriate effective date based on the employee’s obligation and the increased salary in the Pay Rate field.

Comp Rate Code Change - To pay the 2022 UUP 2.00% and/or the 2023 UUP 3.00% Salary Increase to an employee in a BU08 position who is appointed any time after 06/30/2022 to another BU08 position resulting in a change in Comp Rate Code, agencies must calculate the salary increase dollar amount and submit the appropriate transaction based on the employee’s Comp Rate Code.

Comp Rate Code of ANN, CYF, 21P, CAL, BIW or HRY - agencies must submit a Pay Change on the Job Action Requests page using the Reason Code SAC (Mass Salary Increase) and the appropriate effective date. The Pay Rate field should be populated using the employee’s increased rate.
Comp Rate Code of FEE – refer to Employees Not Processed Automatically – Comp Rate Code FEE section.

Employees on a Leave of Absence Without Pay - To pay the 2022 UUP 2.00% and/or the 2023 UUP 3.00% Salary Increase to employees who are on a Leave of Absence on any of the 2022 or 2023 Eligibility Dates based on the employee’s Comp Rate Code and who subsequently return from the leave after the payment effective date, in addition to processing the transaction(s) related to the return from leave, the agency must submit a Pay Change on the Job Action Requests page using the Reason Code CSL (Cor Sal) and the effective date of the Return from Leave with the next available sequence number. The Pay Rate field should be populated using the employee’s increased rate.

Excluded Titles - To pay the 2022 UUP 2.00% and/or the 2023 UUP 3.00% Salary Increases to eligible employees in the titles of Assistant Instructor (12 Mo), Assistant Instructor (HS), Clinical Assistant Instructor (12 Mo), or Clinical Assistant Instructor (HS), agencies must submit a Pay Change on the Job Action Requests page using the Reason Code CFS (Cor Fy Sal) and the appropriate effective date. The Pay Rate field should be populated based on the PGY (Post Graduate Year) Salary Schedule provided in Appendix A-18 of the Agreement.

Employees Who Are Reemployed - To pay the 2022 UUP 2.00% and/or the 2023 UUP 3.00% Salary Increase to employees whose employment expired and who are reemployed, agencies must submit a Pay Change on the Job Action Requests page using the appropriate effective date, the Reason Code SAC (Mass Salary Increase) if the submitted effective date matches the applicable Effective Date for the employee’s Comp Rate Code (see Effective Dates – 2022 or Effective Dates – 2023 section) or Reason Code CSL (Cor Sal) if the submitted effective date is other than the applicable Effective Date for the employee’s Comp Rate Code. The Pay Rate field should be populated using the employee’s increased rate.

Comp Rate Code FEE - For employees with a Comp Rate Code of FEE who are eligible to receive the 2022 UUP 2.00% and/or the 2023 UUP 3.00% Salary Increase, no pay change is required on the Job Action Requests page. However, the agency must calculate the monies the employee would have received had the increase(s) been processed timely beginning with the appropriate effective date based on the employee’s obligation. The agency must calculate the difference between this amount and the amount originally paid to determine the retroactive monies owed to the employee. The agency must then enter the amount owed in Time Entry using Earnings Code AJR with the effective dates of the original FEE payments and enter a General Comment explaining the calculation used to determine these amounts.

Agency Actions – Beginning in Pay Period 17L

Salary Minimums for Employees Paid Using a Comp Rate Code of ANN, CYF, 21P, or CAL

If after automatic application of the 2022 UUP 2.00% Salary Increase and/or the 2023 UUP 3.00% Salary Increase, an employee’s annual salary is less than the applicable salary minimum for the employee’s title or salary level, the employee is eligible to receive the minimum salary. Agencies must submit a Pay Change on the Job Action Requests page using the Reason Code CFS (Cor Fy Sal) and the appropriate effective date. The Pay Rate field should be populated based on the salary minimums provided in Article 20 of the Agreement.

Reporting Retroactive Adjustments

Time Entry earnings codes that are submitted with an amount will not be adjusted automatically. Therefore, beginning in Administration Pay Period 17L, agencies must report the adjustment amount for earnings such as Balance of Contract (Earnings Code BAL), Lump Sum Payment Override (Earnings Code LSI), OT Override (Earnings Code OTO), and Regular Pay Override (Earnings Code RGO).

Correcting an Automatic Retroactive Adjustment

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 the following conditions and, if necessary, submitting the necessary adjustment:

If an employee has a check returned or exchanged on an AC-230 for dates on or after the effective date of the payment, the payroll system does not consider the AC-230 when calculating the automatic retroactive adjustment.
If earnings were previously reported using Earnings Code RGS (Regular Pay Salary Employee) and a date range that exceeded the number of days reported, the system will calculate the adjustment of earnings based on the number of workdays within the range.
Adjustments for earnings that are calculated automatically such as OT for Annuals (Earnings Code OTA), will be calculated incorrectly if the dates previously reported as a single entry on the Time Entry page overlap the effective date of the payment. The system will calculate an adjustment for all earnings reported in a single entry based on the salary in effect on the Earnings End Date.
For employees who had a change reported on the Job Data page since the effective date of the payment and the action resulted in an overpayment of earnings, the automatic negative retroactive adjustment may not have been processed because the overpayment was either not recoverable or was recovered using an overpayment earnings code or an AC-230. In this case, the negative retroactive adjustment may be re-generated when the payment is processed. OSC will turn off (not process) the automatic negative adjustment for these employees since in most cases these overpayments were either not recoverable or recovered using another method.

If an overpayment of earnings is identified after the automatic payment 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.

Submitting an Adjustment

When an adjustment is needed for COVID-19 related overtime such as Covid-19 OT Override (Earnings Code CVO), Earnings Code ARC (Adjust Retro Raise for C19 OT) must be used to process the adjustment. When an adjustment is needed for non-COVID-19 related overtime or recall such as OT Override (Earnings Code OTO), Earnings Code ARO (Adj Retro Raise for OT and RCL) must be used to process the adjustment. Please refer to Payroll Bulletin No. 1893 – Reporting Adjustments to Overtime for more information. Agencies must continue to use Earnings Code AJR (Adjust Raise) for all other override Time Entry Earnings Codes requiring a manual adjustment as a result of a retro salary increase.

To process a retroactive adjustment or correct an automatic retroactive adjustment, agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Code AJR, ARC, or ARO:

Earnings Begin Date:	The first date included in the adjustment
Earnings End Date:	The last date included in the adjustment
Earn Code:	AJR, ARC, or ARO
Amount:	Amount to be adjusted
Comments:	An explanation of the adjustment

Control-D Report Available After Processing:

The following Control-D report will be available for agency review after the automatic payments have been processed. All reports are sorted by Department ID, then by employee name in alphabetical order.

Mass Salary Payment Report (NHRP704)

This report identifies all employees who received the automatic and manual salary increase. The report will identify all employees’ salaries that were increased in an eligible bargaining unit. Other fields on the report include Emplid, Employee Record Number, Employee Name, Grade, Bargaining Unit, Comp Rate Code, Part Time Percentage, Action Reason, and Increment Code.

Military Leave Stipend:

OSC will recalculate the military stipend amount for employees who were placed on a Paid or Unpaid Military Stipend Leave on or after the effective date of the payment as the result of new military orders.

If the employee received a stipend, OSC will insert a row on the employee’s Job Data page effective the date the employee is entitled to the increase using the Action/Reason code of Pay Rate Change/MSC (Military Stipend Change) and will increase the employee’s biweekly stipend amount. In addition, updates will be made to all subsequent rows requiring an increased biweekly stipend amount.
If the employee did not receive a stipend but becomes eligible for a stipend as a result of the payment, OSC will insert the following in PayServ.
- A row on the employee’s Job Data page effective the date the employee is entitled to a stipend using the Action/Reason code of Paid Leave of Absence/MLS (Mil Stip) and the new biweekly stipend amount.
- A row on the employee’s Job Data page for each affected subsequent row using the Action/Reason code of Pay Rate Change/MSC (Military Stipend Change) and the new biweekly stipend amount.
- A row on the Time Entry page using Earnings Code MSP (Military Stipend Payment) to pay the stipend for each pay period the employee is eligible.
Any additional adjustment that is required due to the increased biweekly stipend amount that will not be calculated automatically will be reported by OSC on the Time Entry page using Earnings Code AMS (Adjust Military Stipend).

General Deductions:

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

Deduction Code	Description
406	Strike/Discip Fine
410	Health Care Spending Account
416	Deferred Comp
420	NY Dependent Care Contribution
425	Repay State Loans/Debt
426	Higher Ed Repay State Loan
428	Dependent Care
433	Total Unemployment Ins Owed
442	Pre-Tax Adoption
500	Medicare Deficiency
501	Social Security Deficiency
502	NYS SS/Medicare Deficiency
673	SUNY ORP Before Tax Arrears
674	SUNY ORP Suspense BTax Arrears
GARNISH	Garnishments
HIATRG	Regular After Tax Health
HIATSP	Special After Tax Health Adj

Tax Information:

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

The adjustments (Earnings Codes AJR, ARC, and ARO) and retroactive payments (Earnings Code 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 (1.95975% for Yonkers residents and 0.50% for Yonkers non-residents).

Special Wage Payments for Individuals Who Filed for Retirement Social Security Benefits:

Per Internal Revenue Service Publication 957, OSC will be reporting retroactive payments made to individuals who have filed for Social Security benefits to the Social Security Administration (SSA).

As PayServ does not include this information, OSC will be mailing a Request for Special Wage Payment Report to inactive individuals who are 62 or older in the calendar year and to active employees with the New York Retiree Indicator checked in Modify a Person who receive the retroactive payment. Recipients of this mailing will be asked to fill out the request and return it to OSC for inclusion on the Special Wage Payment report to SSA. This report will be submitted to SSA after the close of the 2023 tax year.

It is important that agencies ensure the New York Retiree Indicator box is checked for rehired retirees. Please see Payroll Bulletin No. 1728 – New York Retiree Indicator for further details on the New York Retiree Indicator box.

Payroll Register and Employee’s Paycheck/Advice:

All retroactive adjustments will be displayed on the Payroll Register using the appropriate Earnings Code and the amount paid and will be displayed on the employee’s paycheck stub or direct deposit advice using the appropriate Earnings Description and the amount paid unless the number of earnings codes exceeds 13. Agencies should utilize Locked Query LQ_PCD_PAYCHECK_EARNINGS_BY_ID to identify a complete list of regular earnings and retroactive adjustments if there are more than 13 earnings codes.

Undeliverable Checks:

When a valid payroll check is undeliverable due to the agency’s inability to locate the employee, the agency should follow the Agency Actions identified in Payroll Bulletin No. 1786 – Non-Negotiated and/or Undeliverable New York State Payroll Checks.

Checks issued to eligible employees who are now deceased should be submitted as a stop payment request with a reason of Exchange in PayServ. The Report of Check Exchange (AC 1476-P), Next of Kin Affidavit (AC 934-P) and original death certificate should be submitted to the Payroll Reversal and Exchange mailbox at the same time as the stop payment request. 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 eligibility for the salary increases may be directed to the SUNY System Administration.

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

Questions regarding military information may be directed to the Military Stipend mailbox.

Questions regarding deductions may be directed to the Payroll Deduction mailbox.