Purpose

To inform the State University Construction Fund of OSC’s automatic processing of the April 2016 SCF M/C Parity Salary Increase and provide instructions for payments not processed automatically

Affected Employees

Employees designated management or confidential in Bargaining Unit 96 who meet the eligibility criteria

Background

Pursuant to Chapter 55 of the Laws of 2015 provides for a salary increase of two percent (2.00%) for April 2016 and

Pursuant to the Division of the Budget Bulletin D-1133 issued April 25, 2016 provides additional guidelines regarding the implementation of this payment and

Pursuant to the State University Construction Fund’s Board of Trustees approved Resolution 2015-8 on 07/22/15 which included a parity salary increase of two percent (2.00%) for fiscal year 2016-2017.

Effective Date(s)

The April 2016 SCF M/C Salary Increase will be paid using the following effective date and check date:

Pay Cycle/Pay Period Type	Payment Effective Date	Check Date
Administration Lag	04/07/2016	06/01/2016

Eligibility Criteria

The following employees are eligible to receive the April 2016 SCF M/C 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 603-668)

Control-D Report Available Prior to Processing

The following Control-D report will be available for agency use on 05/02/2016 (Administration). This will give agencies time to correct employees’ records, if necessary, prior to the automatic processing of the April 2016 SCF M/C Parity Salary Increase. The report is 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 2016 M/C Parity 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 or as part of Administration Pay Period 3L, 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 3L

The following procedures must be used by the agency when submitting transactions in Administration Pay Period 3L:

For pay changes, position changes and transfers requested on the Job Action Requests or Transfer Requests page with an effective date on or before 04/07/2016 (Administration), the agency must not include the April 2016 SCF Parity M/C Salary Increase or Performance Advance, if applicable, in the salary reported in the Pay Rate field. The 07/01/2015 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 04/07/2016 (Administration), the agency must not include the April 2016 SCF Parity M/C Salary Increase in the salary reported in the Pay Rate field but must include the April 2016 SCF M/C Performance Advance from the 07/01/2015 Salary Schedule, if applicable.

OSC Actions

OSC will process the April 2016 SCF M/C 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 04/07/2016 (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 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 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 668, 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 603-667, 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 2016 M/C 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 2016 M/C 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 3L and 4L

The agency must review employees for the following conditions:

Employees Whose Salary Exceeds Job Rate of their Equated Grade on the 07/01/15 or 04/01/16 SCF M/C Salary Schedule

Prior to parity processing in pay period 3L, the agency must review the records of employees whose salary exceeds Job Rate of their equated grade to determine if they held a union represented position at any time after 03/26/09 and are ineligible to receive the Parity Increase or are only eligible to receive a partial Parity Increase. The agency must notify OSC of any employees meeting these conditions and OSC will update the employee’s record as follows:

• Data Change/PJR – For employees not eligible for Parity Increase because their salary prior to processing exceeds the Job Rate of their NS equated grade on the April 1, 2016 SCF M/C Salary Schedule.
• Pay Rate Change/PJR – For employees only eligible for a Partial Parity Increase because their salary prior to processing exceeds the job rate of their NS equated grade on the July 1, 2015 M/C Salary Schedule but is less than the Job Rate of the April 1, 2016 SCF M/C Salary Schedule.

Composite Positions

Beginning in Administration Pay Period 4L, the agency 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 04/07/2016 (Administration).
• Reason code CSL (Correct Salary) – for transactions effective after 04/07/2016 (Administration).

Tax Information

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

Undeliverable Checks

If the agency has made an effort to deliver the check to the employee but the check has been returned and is undeliverable, the agency should forward the check to the NYS Department of Taxation and Finance, Division of Treasury, per instructions in Payroll Bulletin No. 908.

Checks issued to eligible employees who are now deceased should be returned with a completed Next of Kin Affidavit (Form AC 934-P) and a Report of Check Exchange (Form AC 1476-P). 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.

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 #49 to identify a complete list of regular earnings and retroactive adjustments if there are more than 13 earnings codes.

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.

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