Purpose

To explain OSC’s automatic processing and to provide instructions for payments not processed automatically.

Affected Employees

Eligible graded salaried employees in the following bargaining units: SR, SY, SN, SG, S9, SA, SD, G9, DR, F8, SK, 86, 87, 88 and CT

Background

The Judiciary Law, Section 37 provides for the payments of annual increments and additional increments (longevity pay) for certain court employees in the Unified Court System (UCS). The Laws of 2008 Chapter 276 provides for the payment of a longevity bonus for certain court employees in UCS.

Effective Date(s)

Effective 4/1/10, paycheck dated 4/28/10, Pay Period 1L

Eligibility Criteria

Employees must have been on the payroll for 120 full work days from 4/1/09 through 3/31/10 to be eligible for a Service Increment.

Employees must be at or above the maximum salary of his or her grade, have completed four years or eight years of continuous service at such rate and have served the equivalent of 120 full-workdays in each fiscal year to be eligible for the additional increment(s) (Longevity Pay).

Employees must have at least 20, 25, or 30 years of continuous service and have served the equivalent of 120 workdays in each of the fiscal years to be eligible for the Longevity Bonus (JLO).

All increments, longevity pay and longevity bonus shall be conditioned on a performance rating being higher than “Unsatisfactory” and employees must be in active status unless otherwise specified.

Salary Deferral

Chapter 276 of the Laws of 2008 calls for a salary deferral of any increases to salaries in excess of $115,000 for all employees until a law is passed to increase the salary of Supreme Court Justices to a rate greater than $136,700 or March 31, 2011, whichever comes first. Employees who hold a salary above $115,000 prior to the processing of the April 2010 increments will retain their salary achieved prior to the increment and longevity pay processing. Employees whose salary is increased to an amount greater than $115,000 by the increment or longevity pay processing will have their salary deferred to $115,000.

Note: The deferral does not apply to the Longevity Bonus payment (JLO) as this payment is not to be added to an employee’s basic annual salary.

OSC Actions

After payroll processing is completed for Pay Period 1L, OSC will process Increments and Longevity Pay effective 4/1/10 for eligible employees whose status is Active, Paid Leave of Absence (except those with a Reason of MLS - Military Stipend), or Leave of Absence with a Reason of WDL (Workers’ Compensation Leave).

OSC will update all subsequent Job Data rows, except as noted above, in which the employee is in an eligible bargaining unit regardless of status using the Action/Reason code of PAY/CSL (Pay Rate Change/Correct Salary).

Subsequent rows subject to the salary deferral will have an additional Job Data row added using the next available sequence number for the effective date, using the action reason PAY/CSD and apply the appropriate deferral amount.

Salary Deferral

For employees affected by the Salary Deferral, a CSD row will be inserted as follows:

• If an employee holds a salary greater than $115,000 prior to Increment and Longevity Pay processing, OSC will process all Increment and Longevity pay increases on the salary achieved prior to the deferral. OSC will insert a subsequent row for the same dates using the Action/Reason code of PAY/CSD and reduce the salary back to the salary prior to the increment and longevity pay processing. All subsequent rows will be updated accordingly.
• If the salary on an inserted row exceeds $115,000 as a result of the Increment and Longevity Pay processing, OSC will insert a subsequent row using the Action/Reason code of PAY/CSD, and reduce the salary to $115,000. All subsequent rows will be updated in the same manner.
• All increment codes on the CSD row will be carried forward from the previous row.

Service Increments

• Increment Code 0001: Effective 4/1/10, for employees who are entitled to an Increment based on the 4/1/09 Salary Schedule, OSC will insert a row on the employee’s Job Data page to reflect the Increment, not to exceed the maximum salary rate, using the Action/Reason code of PAY/INC (Pay Rate Change/Increment).
• Increment Code 0004: Effective 4/1/10, for employees who are entitled to a partial Increment to the maximum salary rate based on the employee's Fixed Incremented Salary (FIS), OSC will automatically insert a row in the employee’s Job Data page to reflect the FIS amount. OSC will use the Action/Reason code of PAY/CSL (Pay Rate Change/Correct Salary) provided the FIS amount is greater than the employee’s current salary or equal to the maximum salary rate.
• Increment Code 0006: Effective 4/1/10, for employees who are entitled to a partial Increment based on the employee's FIS, OSC will automatically insert a row in the employee’s Job Data page to reflect the FIS amount. OSC will use the Action/Reason code of PAY/INC (Pay Rate Change/Increment) provided the FIS amount is greater than the employee’s current salary but less than or equal to the maximum salary rate.
• Increment Code 0410: Effective 4/1/10, OSC will insert a row on the employee’s Job Data page to reflect the FIS amount as long as the FIS amount is greater than the current salary on Job Data. OSC will use the Action/Reason code of PAY/379. If the FIS is blank, no automatic processing will be done by OSC.

Longevity Pay

• Increment Code 2006: Effective 4/1/10, OSC will insert a row on the employee’s Job Data page for employees whose salary is equal to or greater than the maximum salary rate but less than Longevity Step 1 to reflect an increase to Longevity Step 1 from the 4/1/09 Salary Schedule, using the Action/Reason code of PAY/LGP (Pay Rate Change/Longevity Pay).
• Increment Code 2002: Effective 4/1/10, OSC will insert a row on the employee's Job Data page for employees whose salary is equal to or greater than Longevity Step 1 but less than Longevity Step 2 to reflect an increase to Longevity Step 2 from the 4/1/09 Salary Schedule, using the Action/Reason code of PAY/LGP (Pay Rate Change/Longevity Pay).
• Increment Code 0510: Effective 4/1/10 OSC will insert a row on the employee’s Job Data page for employees whose salary is equal to or greater than Longevity Step 1 but less than Longevity Step 2 to reflect an increase to Longevity Step 2 from the 4/1/09 Salary Schedule, using the Action/Reason code of PAY/373.

Longevity Bonus

OSC will automatically insert a row using the Earn Code JLO (Judicial Longevity Bonus) on the Additional Pay page, effective 4/1/10, for employees whose status on 4/1/10 is Active or Paid Leave of Absence and whose Anniversary Date on the Job Data Compensation page is 3/31/90 or earlier. The Longevity Bonus (JLO) amount is $1,900 for full time employees who have at least twenty (20) years, $2,000 for full time employees who have at least twenty-five (25) years, and $2100 for full time employees who have at least thirty (30) years of continuous service in UCS.

Part-time employees will receive prorated amounts.

Automatic Update of Increment Codes

OSC will automatically update the increment codes, as appropriate, for employees in Pay Period 1L. Employees with Increment Codes 0001 or 0006 will have their increment codes updated on the INC row.

After the Increments are processed in Pay Period 1L, OSC will automatically update increment codes of employees with Increment Code 0003 on the Job Data record using the Action/Reason code of DTA/CIC (Data Change/Correct Increment Code) effective 4/1/10 (Administration).

Current Code	Updated to
0001	0001 if new salary is below the maximum Salary Rate 2010 if new salary is equal to the maximum Salary Rate
0003	0001 if salary is equal to or greater than Hiring Rate and less than the maximum Salary Rate
0006	0001 if the new salary is less than themaximum Salary Rate and the FIS amount will be zero 2010 if new salary is equal to the maximum Salary Rate

Agency Actions Pay Period 1

To report transactions in Pay Period 1, agencies must use the following procedures:

• The agency must submit all JLO transactions for eligible employees whose status is Leave of Absence with a Reason of WDL, MLL or MLS into Additional Pay.
• The agency must request the Action/Reason of DTA/USP (Data Change/Unsatisfactory Performance) effective 4/1/10 for all employees who are not entitled to a Service Increment or Judicial Longevity Payment due to an "Unsatisfactory" rating. The increment code must be 0003.
• For Pay Changes, Position Changes and Transfers with an effective date before 4/1/10, the agency must not include the 2010 Service Increment, Longevity Pay or Salary Increase in the salary reported in the Pay Rate field. The agency must report the proper increment code for April 2010.
• For Position Changes and Transfers with an effective date on or after 4/1/10, no automatic processing will be done by OSC provided the agency reports increment code 5555. The agency must include any applicable 2010 Service Increment, Longevity Pay and Salary Increase in the salary reported in the Pay Rate field.
• For Pay Changes with an effective date on or after 4/1/10, the agency must include, if applicable, the 2010 Service Increment or Longevity Pay in the salary reported in the Pay Rate field. The agency must report the projected increment code for April 2011. OSC will automatically update these rows with the 4% Salary Increase.
• If an employee holds a salary greater than $115,000 prior to Increment and Longevity Pay processing, the agency must process all Increment and Longevity Pay increases on the salary achieved prior to the deferral. The agency must insert a subsequent row for the same dates using the Action/Reason code of PAY/CSD and reduce the salary back to the salary prior to the raise processing. All subsequent rows must be updated accordingly.

Time Entry

To report miscellaneous earnings automatically calculated by the system (i.e. overtime), agencies must enter multiple rows in the Time Entry page if the earnings dates being reported overlap the effective date of the salary increase.

The first row must be inserted with the inclusive dates prior to the effective date of the salary change. The second row must be inserted with the inclusive dates equal to and after the effective date of the salary change.

Agency Actions Beginning in Pay Period 2

Beginning in Pay Period 2L, agencies must submit the appropriate Pay Changes for all eligible employees effective the date of the return to the payroll from a Leave of Absence (except Workers’ Compensation Leave).

Increments and Longevity Pay

Agencies must submit a Pay Change, if applicable, using the Reason of CSL (Pay Correct Salary) on the Job Action Request page for employees who did not receive an automatic payment but are due an increase as identified on the NHRP708 - Mass Increment Payment Exception Report. In addition, if an employee holds a salary greater than $115,000 or attains a salary greater than $115,000 with the processing of the Service Increment, Longevity Pay or Salary Increase, the agency must also submit a transaction using the Action/Reason code of PAY/CSD and reduce the salary.

Agency Update of Increment Codes

Agencies must update the following increment codes, as appropriate, on the Job Data record using the Action/Reason code of DTA/CIC (Data Change/Correct Increment Code).

Current Code	Updated to
0410	4 digit max year of current grade or 0514 if salary is between 1st and 2nd longevity steps
0510	4 digit max year of current grade
0004	04 with 2 digit year for future application of 37.9
5555	The appropriate 2011 increment code

Any increment code of 0003 resulting from an “Unsatisfactory” rating will be updated to 0001 and must be reviewed and updated accordingly.

Longevity Bonus

To report a Longevity Bonus for an eligible employee who did not receive an automatic payment, enter the information on the Additional Pay page as follows:

Earnings Code:	JLO
Effective Date	4/1/10 or date employee returns to payroll
OT Effective Date:	Same as effective date
Annual Additional Earnings:	Payment Amount
Earnings End Date:	3/30/11

Control-D Reports

The following report will be available after processing of Pay Period 25 is completed.

NHRP708 Mass Increment Payment Exception Report

The report identifies employees who will not receive an automatic Increment based on available information at the close of Pay Period 25. This will give agencies time to correct the employees’ records if necessary before automatic processing takes place. Fields on the report include EmplID, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Salary, FIS Amount and Increment Code.  The report identifies the reason the employee’s salary will not be increased with one of the following messages:

Position and Job do not match
FIS Missing
FIS at or below current
FIS Below Hiring Rate
FIS Over Job Rate
Current Salary < Longevity Step 1
Sal At or Above Longevity Step 1
Sal At or Above Longevity Step 2
Increment Code Missing
Increment Code Invalid
Current Salary > 115,000
Sal Below Hiring Rate
Sal Below Job Rate
Sal At or Above Job Rate

The following reports will be available for agency review after the automatic processing of Pay Period 1 is completed.

NHRP708 Mass Increment Payment Exception Report

The report identifies employees who did not receive an automatic Increment.

Fields on the report include EmplID, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Salary, FIS Amount and Increment Code. The report identifies the reason the employee’s salary was not increased with one of the following messages:

Position and Job do not match
FIS Missing
FIS at or below current
FIS Below Hiring Rate
FIS Over Job Rate
Current Salary < Longevity Step 1
Sal At or Above Longevity Step 1
Sal At or Above Longevity Step 2
Increment Code Missing
Increment Code Invalid
Current Salary > 115,000
Sal Below Hiring Rate
Sal Below Job Rate
Sal At or Above Job Rate

NHRP704 Mass Increment Payment Report

Two generations of this report will be run. The first report identifies all employees who received the automatic Service Increment. The second report identifies all employees who received the Longevity Pay. Fields on the report include EmplID, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Salary, Action Reason and Increment Code.

NPAY770 One Time Payment Report

This report identifies all employees receiving an automatic payment for Earn Code JLO (Judicial Longevity Bonus). Fields on this report include EmplID, Employee Record Number, Employee Name, Earn Code, Grade, Bargaining Unit, Part-time Percentage and Payment Amount.

Questions

Questions about processing transactions may be directed to the Non-Executive Audit mailbox.