Purpose

To inform the State University Construction Fund of OSC’s automatic processing of the April 2015 SCF CSEA Salary Increase and provide instructions for payments not processed automatically

Affected Employees

Employees in Bargaining Unit 97 who meet the eligibility criteria

Background

The Memorandum of Agreement covering the period 04/01/11 through 03/31/16 between the State University Construction Fund and the CSEA signed 12/06/11 provides for a salary increase of two percent (2.00%) effective 04/01/15 for all eligible employees. In addition, the Board of Trustees approved Resolution 2011-15 on 12/31/11.

Effective Date(s)

The April 2015 SCF CSEA Salary Increase will be paid using the following effective date and check date:

Eligibility Criteria

The following employees are eligible to receive the April 2015 SCF CSEA Salary Increase:

• Employees with a Pay Basis Code of ANN who are in an NS position (Grade 600)
• Employees with a Pay Basis Code of ANN who are in an NS position (Grade 600) which is equated to a grade (Grade 001-031)

Control-D Report Available Prior to Processing

The following Control-D report will be available for agency use on 03/26/15 (Administration). This will give agencies time to correct employees’ records, if necessary, prior to the automatic processing of the April 2015 SCF CSEA Salary Increase. The report will be sorted by Department ID, then by employee name in alphabetical order.

NHRP709 – Mass Salary Increase Exception Report

This report is a preliminary listing of employees who appear ineligible to receive the April 2015 Salary Increase based on information available as of the date the report is produced. Included on the report is one or more of the following messages which identifies the reason(s) the employee’s record will not be updated.

• NYS Position Has Both Equated Grade and NTE – if the employee’s Grade on the Position Data page (based on the NYS Position Number) is equal to 600 and a value exists in both the Equated to Grade field and the Approved Salary Rate field
• Position and Job do not match – if the Position Number equals the NYS Position Number on the employee’s Job Data page but the Bargaining Unit, Salary Administration Plan or Grade on the Job Data page and the Position Data page are not equal
• Increment Code Requires Manual Calculation – if the increment code on the employee’s Job Data page is 2222

If an employee appears on this report but is due a salary increase, the agency must take the following action:

• Submit the appropriate transaction(s) on the Job Action Requests page to correct the information on the Job Data row(s). If the row(s) is corrected prior to Administration Pay Period 1, the automatic salary increase will be processed.
• Submit a Position Change Request to the Position Management Unit if the position information is incorrect on the Position Data page in PayServ. The position will be updated to reflect the change and the automatic salary increase will be processed.

Agency Actions – Administration Pay Period 1

The following procedures must be used by the agency when submitting transactions in Administration Pay Period 1:

For pay changes, position changes and transfers requested on the Job Action Requests or Transfer Requests page with an effective date on or before 03/26/15 (Administration), the agency must not include the April 2015 SCF CSEA Salary Increase or Performance Advance, if applicable, in the salary reported in the Pay Rate field. The 04/01/14 Salary Schedule must be used to calculate the salary.

For pay changes, position changes and transfers requested on the Job Action Requests or Transfer Requests page with an effective date after 03/26/15 (Administration), the agency must not include the April 2015 SCF CSEA Salary Increase in the salary reported in the Pay Rate field but must include the April 2015 SCF CSEA Performance Advance from the 04/01/14 Salary Schedule, if applicable.

OSC Actions

OSC will process the April 2015 SCF CSEA Salary Increase for the following employees:

• If the employee meets the eligibility criteria and has a Payroll Status of Active, Leave With Pay or Leave of Absence due to a Workers’ Compensation Leave (Action/Reason code of Leave of Absence/WCL, WDL, WPS or WSP) on the payment effective date, OSC will automatically insert a row on the employee’s Job Data page effective 03/26/15 (Administration) using the Action/Reason code of Pay Rate Change/SAC (Mass Salary Increase).
• If the employee meets the eligibility criteria but has a Payroll Status of Terminated, Retired or Leave of Absence (not related to a Workers’ Compensation Leave) on the payment effective date and returns to Active status in an eligible position in Administration Pay Period 1 but after the payment effective date, OSC will automatically insert a row on the employee’s Job Data page using the Action/Reason code of Pay Rate Change/CSL (Correct Salary) if the Pay Basis Code is ANN.  The row will be inserted using the effective date of the Rehire or Return from Leave action.
• If the employee is newly hired or transfers into an eligible position in Administration Pay Period 1 but after the payment effective date, OSC will automatically insert a row on the employee’s Job Data page using the Action/Reason code of Pay Rate Change/CSL (Correct Salary) if the Pay Basis Code is ANN. The row will be inserted using the effective date of the Hire, Position Change or Transfer action.
• OSC will automatically insert a row on the employee’s Job Data page using the Action/Reason code of Pay Rate Change/CSL (Correct Salary) if the Pay Basis Code is ANN for all subsequent rows provided the employee remains in an eligible position.

Calculating the New Compensation Rate

The salary on each inserted row will be calculated as follows:

• If the employee has a Pay Basis Code of ANN and a Grade equal to 600 (not equated to a grade), OSC will automatically increase the salary by applying 2.00% rounded to the nearest dollar.
• If the employee has a Pay Basis Code of ANN and a Grade equal to 600 with an equated grade equal to 001-031, OSC will automatically increase the salary by applying 2.00% rounded to the nearest dollar.

Exceptions

Employees in a composite position (identified by Increment Code 2222) will not be processed automatically.

Control-D Reports Available After Processing

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

NHRP704 – Mass Salary Increase Report

This report identifies all employees who received the automatic April 2015 Salary Increase and includes all employees’ salaries that were increased in an eligible bargaining unit.

NHRP709 – Mass Salary Increase Exception Report

This report identifies employees who did not receive the automatic April 2015 Salary Increase. Included on the report is one or more of the following messages which identifies the reason(s) the employee’s record was not updated.

• NYS Position Has Both Equated Grade and NTE – if the employee’s Grade on the Position Data page (based on the NYS Position Number) is equal to 600 and a value exists in both the Equated to Grade field and the Approved Salary Rate field
• Position and Job do not match – if the Position Number equals the NYS Position Number on the employee’s Job Data page but the Bargaining Unit, Salary Administration Plan or Grade on the Job Data page and the Position Data page are not equal
• Increment Code Requires Manual Calculation – if the increment code on the employee’s Job Data page is 2222

Agency Actions – Beginning in Administration Pay Period 2

Composite Positions

Beginning in Administration Pay Period 2, agencies must review employees in composite positions (identified by Increment Code 2222) and submit a Pay Change on the Job Action Requests page using the appropriate Reason code (see below) to pay the salary increase. Information regarding the composite position must be included on the General Comments page.

• Reason code SAC (Mass Salary Increase) – for transactions effective on 03/26/15 (Administration).
• Reason code CSL (Correct Salary) – for transactions effective after 03/26/15 (Administration).

Questions

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

Questions regarding Position information may be directed to the Position Management mailbox.