Purpose

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

Affected Employees

SUNY Professional Services employees in Bargaining Units 08 and 41

Eligibility Criteria for Salary Increase & Minimum Salary Rates

Salary Increase

Chapter 68 of the Laws of 2000 provides for a 3.5 % increase, rounded to the nearest dollar, for employees in the Professional Services Bargaining Unit who were active or on a paid leave of absence as of June 30, 2002.

Employees who are incumbents of positions on June 30, 2002, but are on a leave without pay and who would have been eligible for the increase if employment had continued through June 30, 2002, are eligible for the increase when they return from leave if they return to an eligible position.

Employees who were in service on April 30, 2002, but whose employment ceased prior to June 30, 2002, 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, 2002-June 30, 2003.

Employees who were in service for at least one semester or the equivalent of one semester during the period July 1, 2001 -June 30, 2002, but whose employment ceased prior to June 30, 2002, 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, 2002- June 30, 2003.

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 for Salary Increase

7/4/02 (check dated 7/31/02): Eligible employees who are active or on leave with pay on 7/4/02 and have a pay basis code of ANN, CYP, or CYF.

8/15/02 (check dated 9/11/02): Eligible employees who are active or on leave with pay on 8/15/02 and have a pay basis code of 21P.

8/29/02 (check dated 9/25/02): Eligible employees who are active or on leave with pay on 9/1/02 and have a pay basis code of CAL.

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

OSC Actions Automatic Salary Increase

OSC must review and approve all actions submitted on the Job Data panel, Job Action Request panel, or Transfer Request panel 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), and automatically apply the 3.5% increase to the employee's June 30, 2002 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 a leave of absence with pay in Bargaining Unit 08 or 41 on June 30, 2002 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 7/1/02 through close of business on the effective date of the increase (July 4, 2002 for pay basis code ANN, CYF, CYP; 8/15/02 for pay basis code 21P, 8/29/02 for pay basis code CAL*).
  * CAL employees who are terminated or retired on 09/01/02 are not eligible for the raise and therefore will not receive an automatic increase.
• The employee's Job Data record and the corresponding Position Data record contain the same position information.
• 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 for raise eligible employees when any of the following conditions exist:

1. An employee whose pay basis code is ANN, CYP, CYF, 21P, and CAL and:
   1. The employee has a row on his/her Job Data record and the effective date is greater than June 30, 2002, but less than or equal to, the effective date of the increase (7/4/02 for pay basis code ANN, CYF, CYP; 8/15/02 for pay basis code 21P, or 8/29/02 for pay basis code CAL).
      Submit the increased salary using the Action of Pay Rt Chg, Reason of CFS (Cor Fy Sal), and the applicable raise effective date.
   2. 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 (7/4/02 for pay basis code ANN, CYF, CYP; 8/15/02 for pay basis code 21P, 8/29/02 for pay basis code CAL):
      Include the increase in the Pay Rate field when requesting the Position Change, Pay Rt Chg or Transfer actions.
2. 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.
3. CAL employees who have returned from a leave with pay on 9/1/02, OSC will automatically apply the salary increase effective 8/29/02, provided the employee does not have a row on his/her Job Data record effective 7/1/2002 through 8/29/02.
   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 9/1/02.
4. The employee's Job Data record does not match the corresponding Position Data panel. OSC will not apply an automatic increase.
   Resolve the Position and Job Data discrepancy and submit the salary increase using the Action of Pay Rt Chg and Reason of CFS (Cor Fy Sal) with the appropriate effective date.
5. The employee was on a leave without pay on June 30, 2002 and subsequently returns from leave on or after the effective date of the increase.
   Submit the salary increase and report the Return from Leave action with a Pay Rt Chg using the Reason of CFS (Cor Fy Sal). The effective date is the date the employee returned from leave.
6. The employee was inactive on June 30, 2002 and is subsequently rehired on or after the effective date of an increase.
   Include the increase in the Pay Rate field when requesting the Pay Rt Chg for the Rehire action.
7. Employees whose Job Code is 003837, 003836, 003862, or 003861
   Submit the increase in accordance with the PGY Salary Schedule, using the Action of Pay Rt Chg, Reason of CFS (Cor Fy Sal) and the appropriate effective date.
8. An Employee is placed on a leave without pay on the effective date of the increase
   Submit the increase when the employee returns from the leave.
9. Employees whose pay basis code is BIW
   Submit the salary increase using the Action of Pay Rt Chg, the Reason of SIC (Sal Incr) and the appropriate effective date on the Job Action Request panel.
10. Employees whose pay basis code is HRY
    Submit the change in rate for eligible employees on the appropriate effective date using the Action of Pay Rt Chg and Reason of CRT (Chg Rate) on the Job Action Request panel.
11. 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, starting with the effective date of the increase.
12. Employees whose pay basis code is changing from 21P to Cal
    Submit the Action of LOA effective 8/15/02 and perform one of the following actions:
    Change the pay basis code on the Position Data panel effective 9/1/02 and submit a Return from Leave action effective 9/1/02 and a Pay Rt Chg to increase the employee's salary effective 9/1/02.
    OR
    Submit the Return from Leave action effective 9/1/02 and then request a Position Chg effective 9/1/02 and move the employee into a CAL position. Include the increased salary in the Pay Rate field when requesting the Position Chg.
13. Employees whose pay basis code is changing from CAL to 21P
    Perform one of the following actions:
    Change the Position Data panel from CAL to 21P effective 8/15/02 and then request a Pay Rt Chg effective 8/15/02 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 8/15/02. 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.

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 identifies all employees who received the automatic salary increase and the employee's last automatic salary increase. 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 identifies 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.