Purpose

To inform SUNY Construction Fund of OSC’s automatic processing and to provide instructions for processing adjustments and changes

Affected Employees

Eligible SUNY Construction Fund employees in Bargaining Units 96 and 97

Effective Date(s)

Paychecks dated 11/03/04, Administration

Background

The State University Construction Fund Resolution and Chapter 103 of the Laws of 2004 provide for a 2.5% Salary Increase for eligible employees in Bargaining Units 96 and 97.

OSC Actions - Automatic Update of Job Data Page

After payroll processing for Pay Period 15L (Administration) is completed, OSC will automatically insert rows in the Job Data page to reflect the April 2004 2.5% Salary Increases for annual and hourly employees in Bargaining Units 96 and 97.

• OSC will insert a row in the employee’s Job Data record using the Action/Reason of PAY/SAC (Pay Rate Change/Mass Salary Increase) with an effective date of 3/25/04 (Administration).
• For employees who were Inactive or on Leave of Absence Without Pay on 3/25/04, the Increase will be applied to the employee’s Job Data record only if the employee was subsequently returned to the payroll in Bargaining Unit 96 or 97. Rows will be inserted as of the effective date of the Rehire or the Return from Leave action using the Action/Reason of PAY/CSL (Pay Rate Change/Correct Salary) and the new salary.
• All subsequent rows on the Job Data record will also be updated automatically by inserting additional rows with the Action/Reason of PAY/CSL (Pay Rate Change/Correct Salary) provided the employee remained in Bargaining Unit 96 or 97.

Automatic Retroactive Processing

OSC will automatically calculate retroactive payments resulting from the April 2004 Salary Increases. Automatic retroactive payments will be processed for certain earnings such as overtime and holiday pay reported on the Time Entry page.

For employees who are Inactive at the time of the 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 recover as much of the Overpayment as possible.

Control-D Reports

The following Control-D Report will be available prior to processing of the automatic Salary Increases. This report is available after 10/06/04.

NHRP 709 Mass Salary Increase Exception Report

This report identifies employees who did not receive an automatic General Salary Increase. Fields on the report include EmplID, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part Time Percentage, and Salary. The report identifies the reason the employee’s salary was not increased with the following message: Position and Job do not match.

The following Control D Reports will be available after processing of the automatic Salary Increases:

NHRP 704 Mass Salary Payment Report

This report identifies all employees who received the General Salary Increase. The report identifies the employee’s last salary that was automatically increased in an eligible bargaining unit. Other fields on the report include the EmplID, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part Time Percentage, and Action Reason.

NHRP 709 Mass Salary Increase Exception Report

This report identifies employees who did not receive an automatic General Salary Increase. Fields on the report include EmplID, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part Time Percentage, and FTA Salary. The report identifies the reason the employee’s salary was not increased with the following message: Position and Job do not match.

Agency Actions

The agency must submit Pay Rate Changes on the Job Action Request page for eligible employees identified on the Mass Salary Increase Exception Report (NHRP 709). Pay changes are required for all rows on the employee’s Job Data page that are subsequent to the effective dates of the General Salary Increases.

The agency must review the Job Data records of the employees identified on the Mass Salary Increase Exception Report (NHRP 709) with the message “position and job do not match” and contact the Position Management Unit to determine the appropriate action. After the Position and the Job Data records are reconciled, the agency must submit the appropriate pay changes on the Job Action Request page.

Agency Actions - Retroactive Processing

Retroactive adjustments will be calculated automatically based on the increased salaries and Additional Pay amounts for Location Pay and Inconvenience Pay. Time Entry Earn Codes that are calculated based on an employee’s salary rate and additional salary factors such as overtime (OTA) and holiday (HPA) will be automatically adjusted.

The following Earn Codes will be adjusted automatically:

• Extra Time (EXT), Holiday Pay (HPA), Lump Sum Payment-Vacation (LSA), Lump Sum Payment-OT Accruals (LSB), Lump Sum Payment-Vol Reduct (LSH), Lost Time (LT1), OT for Annuals (OTA), OT Straight Rate for Annuals (OTB), OT-Hourly/Biweekly (OTK), Regular Pay Salary Employee (RGS), Salary LSP Hourly (SLB), Salary LSP Annuals (SLS)

Time Entry earnings that are reported as an amount such as ADJ or RGO (Regular Salary Override) and earnings reported as a unit override such as IIP (Intermittent Inconvenience Pay) or Hazard Duty Pay will not be retroactively adjusted.

The following Earn Codes will not be adjusted automatically. Agencies must calculate and submit adjustments on the Time Entry page using the Earn Code AJR (Adjust Raise) for the following:

• Earn Codes reported as a flat amount: Extra Service Amount (ES2), Adjustment (ADJ), Out of Title Overtime (OTT), Regular Salary Override (RGO), Lump Sum Payment Override (LSI), Salary Lump Sum Payment Override (SLO), Lost Time Override (LTO)

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 (Administration). 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.
• Employees who had an OVP: 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:

Payroll Register and Employee's Paycheck/Advice

All retroactive adjustments will be displayed on the payroll register and the employee’s pay stub or direct deposit advice.

Questions

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