Purpose

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

Affected Employees

SUNY Professional Services employees in Bargaining Units 08 and 41

Eligibility Criteria, Minimum Salary Rates, and Effective Dates

Chapter 68 of the Laws of 2000 which implements agreements between the State and various bargaining units, including the Professional Services Bargaining Unit in the State University of New York, provides for a 3.5 % increase, rounded to the nearest dollar, for incumbents of positions in the Professional Services Bargaining Unit who were active or on a paid leave of absence as of June 30, 2001.

Employees who are incumbents of positions on June 30, 2001, but are on a leave without pay, are eligible for the increase when they return from leave, provided they return from leave and remain in an eligible position.

Employees who were in service on April 30, 2001, but whose employment expired prior to June 30, 2001 and who would have been eligible for the increase if employment had continued through June 30, 2001, are eligible for the increase, provided the employee is reemployed in an equivalent position for at least one semester or the equivalent of one semester during the period July 1, 2001-June 30, 2002.

Employees who were in service for at least one semester or the equivalent of one semester during the period July 1, 2000 -June 30, 2001, but whose employment expired prior to June 30, 2001, are eligible for the increase, provided the employee is reemployed in an equivalent position for at least one semester or the equivalent of one semester during the period July 1, 2001- June 30, 2002.

Minimum Salary Rates

The minimum basic annual salaries have been increased. The minimum salary rates apply to all full time and part -time employees paid on an annual salaried basis. A part-time employee must be paid the pro- rated portion of the minimum annual salary rate that corresponds to the percentage of time worked.

If after the 3.5% increase has been applied, 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:

Effective Dates

The 3.5% increase is effective on the following dates for employees who are active or on leave with pay on the dates stated below:

7/5/01 (check dated 8/1/01), for eligible employees who are active or on leave with pay on 7/5/01 and have a pay basis code of ANN, CYP, or CYF.

8/16/01 (check dated 9/12/01), for eligible employees who are active or on leave with pay on 8/16/01 and have a pay basis code of 21P.

8/30/01 (check dated 9/26/01), for employees who are active or on leave with pay on 9/1/01 and have a pay basis code of CAL.

For eligible employees whose pay basis code is HRY, BIW, or FEE, the effective date of the increase is based on the employee's obligation.

Automatic Salary Increase for Salaried Employees

After all Actions submitted by the agency on the Job Data panel, Job Action Request panel, or Transfer Request panel have been reviewed and approved by OSC for the pay period in which each raise will be processed (Period 8L for pay basis codes ANN, CYF, CYP; Period 11L for pay basis code 21P, and Period 12L for pay basis code CAL), OSC will automatically apply the 3.5% increase to the employee's June 30, 2001 salary rate (rounded to the nearest dollar). A row will be inserted on the employee's Job Data panel 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 or 41 on June 30, 2001 and has a pay basis code of ANN, CYP, CYF, 21P, or CAL
• The employee does not have a row on his/her Job Data panel that is effective 7/1/01 through close of business on the effective date of the increase (July 5, 2001 for pay basis code ANN, CYF, CYP; 8/16/01 for pay basis code 21P, 8/30/01 for pay basis code CAL.). CAL employees who are terminated or retired on 09/01/01 are not eligible for the raise and therefore will not receive an automatic increase.
• 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
  Clinical Assistant Instructor (12 Mo)	003861

The Action of Pay Rt Chg and Reason of SAC (Mass 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.

Agency Responsibility: Raise Processing

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

• The agency must submit the salary increase for raise eligible employees whose pay basis code is ANN, CYP, CYF, 21P, and CAL when:
  
  The employee has a row on his/her Job Data record and the effective date is greater than June 30, 2001, but less than, or equal to, the effective date of the increase (July 5, 2001 for pay basis code ANN, CYF, CYP; 8/16/01 for pay basis code 21P, or 8/30/01 for pay basis code CAL).
  
  For these employees, the agency must submit the increased salary using the Action of Pay Rt Chg, Reason of CFS (Cor Fy Sal), and the applicable raise effective date.
• If the agency submits a Position Chg, Pay Rt Chg, or Transfer and the effective date of the Action is equal to the raise effective date (July 5, 2001 for pay basis code ANN, CYF, CYP; 8/16/01 for pay basis code 21P, 8/30/01 for pay basis code CAL), the agency must include the increase in the Pay Rate field when requesting the Position Change, Pay Rt Chg or Transfer actions for raise eligible employees.
• If OSC applies an automatic increase and the employee has a row on his/her Job Data record that is effective after the effective date of the increase, OSC will manually update the subsequent rows by inserting an additional Pay Rt Chg action to reflect the increased salary.
  
  Exception: OSC will not update subsequent rows if the Action is Pay Rt Chg, Position Change, or Transfer. Therefore, the agency must include the increase, if applicable, in the Pay Rate field when requesting these actions on the Job Action Request or the Transfer Request panel.
  
  For CAL employees that are returned from a leave with pay on 9/1/01, OSC will automatically apply the salary increase effective 8/30/01, provided the employee does not have a row on his/her Job Data record effective 7/1/2001 through 8/30/01. However, the return from leave row will not reflect the increased salary, therefore, the agency must request a Pay Rt Chg, in addition to the Return from Leave action, to increase the employee's salary rate effective 9/1/01.
• If the raise eligible employee's Job Data record does not match the corresponding Position Data panel, OSC will not apply an automatic increase. The agency must resolve the Position and Job Data discrepancy and then submit the salary increase using the Action of Pay Rt Chg and Reason of CFS (Cor Fy Sal) using the appropriate effective date.
• The agency must submit the salary increase if a raise eligible employee was on a leave without pay on June 30, 2001 and subsequently returns from leave on or after the effective date of an increase. In addition to reporting the Return from Leave action, the agency must submit a Pay Rt Chg using the Reason of CFS (Cor Fy Sal) effective the date of the return from leave.
• The agency must submit the salary increase if a raise eligible employee was inactive on June 30, 2001 and is subsequently rehired on or after the effective date of an increase. The agency must include the increase in the Pay Rate field when requesting the Pay Rt Chg for the Rehire action.
• For employees whose Job Code is 003837, 003836, 003862, and 003861, the agency must submit the increase for a raise eligible employee in accordance with the PGY Salary Schedule, using the Action of Pay Rt Chg, Reason of CFS (Cor Fy Sal), and the appropriate raise effective date.
• If a raise eligible employee is placed on a leave without pay on the effective date of the increase, the agency must submit the increase when the employee returns from the leave.
• For employees whose pay basis code is BIW, the agency must submit the salary increase for eligible employees on the appropriate effective date. The Action of Pay Rt Chg and Reason of SIC (Sal Incr) must be requested on the Job Action Request panel.
• For employees whose pay basis code is HRY, the agency must submit the change in rate for eligible employees on the appropriate effective date. The Action of Pay Rt Chg and Reason of CRT (Chg Rate) must be requested on the Job Action Request panel.
• For eligible employees whose pay basis code is FEE, no pay change is required on the Job Action Request panel. However, the agency must calculate the earnings submitted in the Time Entry panel using the increased rate, commencing with the effective date of the increase.

Employees Who Are Changing Pay Basis Codes

For employees whose pay basis code is changing from 21P to Cal, the agency must:

• Submit the Action of LOA effective 8/16/01 and perform one of the following actions:
• Change the pay basis code on the Position Data panel effective 9/1/01 and submit a Return from Leave action effective 9/1/01 and a Pay Rt Chg to increase the employee's salary effective 9/1/01.
  OR
• Submit the Return from Leave action effective 9/1/01 and then request a Position Chg effective 9/1/01 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, the agency must perform one of the following actions:

• Change the Position Data panel from CAL to 21P effective 8/16/01 and then request a Pay Rt Chg effective 8/16/01 and include the increased salary in the Pay Rate field. Submit a Balance of Contract in the Time Entry panel.
  OR
• Submit a Position Change and move the employee into a 21P position effective 8/16/01. Include the increased salary in the Pay Rate field when requesting the Position Chg and submit a Balance of Contract in the Time Entry panel.

Employees Moving To New SUNY Agencies

For employees who will be moving from agency code 28050, 28100, or 28110 to one of the new agency codes 28058, 28108, or 28118, OSC will automatically move the employees into the new agencies after all normal processing and raise processing is complete in period 8L.

To accomplish the movement to the new agency, OSC will automatically change the Position Data panel for all affected positions to reflect the new Dept Id. The incumbent's Job Data record will also be automatically updated effective 7/5/01. A row will be inserted on the employee's Job Data panel using the Action of Position Chg and Reason of Move.

Since this movement is being done after all processing in Period 8L is complete, affected agencies should submit all transactions using the current agency code information.

All rows on the employee's Job Data record that are subsequent to 7/5/01 will be updated manually by OSC to reflect the new agency code information after the rows are automatically inserted.

Reveal Reports

The following Reveal 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. Other fields on the report include Emplid, Employee Record #, Employee Name, Grade, Barg 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 because their Position Data panel and their Job Data record did not match. Fields on the report include Emplid, Employee Record #, Employee Name, Grade, Barg Unit, Pay Basis Code, Part time Percentage and FTA Salary.

Questions

Questions concerning these increases should be directed to SUNY System Administration.

Questions on this Bulletin may be directed to your OSC payroll auditor.