Purpose

To inform agencies of OSC’s automatic processing of the October 2014 Salary Increase (Bargaining Units 87, 86, 88, CT) and provide instructions for payments not processed automatically.

Affected Employees

Employees in the following bargaining units who meet the eligibility criteria:

Represented Non-Judicial Employees: Bargaining Unit 87

Unrepresented Non-Judicial Employees: Bargaining Units 86, 88 and CT

Background

Chapter 400 of the Laws of 2014, which implemented the 2011-2017 Agreement between the Unified Court System of the State of New York (UCS) and the Civil Service Employees Association (CSEA), provides for a salary increase of two percent (2.00%) effective October 1, 2014 for all eligible represented non-judicial employees in Bargaining Unit 87 and includes the October 1, 2014 Salary Schedule.

In addition, consistent with prior practice, when a CSEA Agreement is reached, the negotiated changes detailed in the Labor Relations Memorandum are extended to Management/Confidential and Unrepresented employees in Bargaining Units 86, 88 and CT.

Effective Date(s)

The October 2014 Salary Increase (Bargaining Units 87, 86, 88, CT) will be paid using the following effective date and check date:

Pay Cycle/Pay Period Type	Payment Effective Date	Check Date
Administration Lag	09/25/14	10/22/14

Eligibility Criteria

The following employees are eligible to receive the October 2014 Salary Increase (Bargaining Units 87, 86, 88, CT) unless the UCS Administrative Board determines part or all of the increase will be withheld from certain unrepresented employees:

• Employees with a Pay Basis Code of HRY (Grade 560)
• Employees with a Pay Basis Code of ANN who are in an NS position (Grade 560)
• Employees with a Pay Basis Code of ANN who are in a graded position (Grade 501-538)

Agency Actions – Administration Pay Period 14

The following procedures must be used by the agency when submitting transactions in Administration Pay Period 14L:

For pay changes, position changes and transfers requested on the Job Action Requests or Transfer Requests page with an effective date before 09/25/14 (Administration):

• The agency must not include the October 2014 Salary Increase (Bargaining Units 87, 86, 88, CT), if applicable, in the salary reported in the Pay Rate field. The 04/01/10 Salary Schedule must be used to calculate the salary.
• The agency must report the proper increment code for 2015 in the Incr. Code field.

For pay changes requested on the Job Action Requests or Transfer Requests page with an effective date on or after 09/25/14 (Administration):

• The agency must not include the October 2014 Salary Increase (Bargaining Units 87, 86, 88, CT), if applicable, in the salary reported in the Pay Rate field. The 04/01/10 Salary Schedule must be used to calculate the salary.
• The agency must report the proper increment code for 2015 in the Incr. Code field.

For position changes and transfers requested on the Job Action Requests or Transfer Requests page with an effective date on or after 09/25/14 (Administration):

• No automatic processing will be done by OSC provided the agency reports Increment Code 5555 in the Incr. Code field. The agency must include the October 2014 Salary Increase (Bargaining Units 87, 86, 88, CT) in the salary reported in the Pay Rate field.
• If the agency does not report Increment Code 5555 in the Incr. Code field, OSC will automatically apply the October 2014 Salary Increase (Bargaining Units 87, 86, 88, CT) if the employee meets the eligibility criteria.

Unrepresented Employees in Bargaining Unit 86, 88 or CT with a Grade Equal to 560

Agencies must submit a Pay Change on the Job Action Requests page using the appropriate Reason code (see below) to pay the October 2014 Salary Increase to eligible unrepresented employees in Bargaining Unit 86, 88 or CT with a Grade equal to 560 and a Pay Basis Code of ANN or HRY.

• Reason code SAC (Mass Salary Increase) – for transactions with an Effective Date equal to 09/25/14 (Administration Lag).
• Reason code CSL (Cor Sal) – for transactions with an Effective Date after 09/25/14 (Administration Lag) where the Pay Basis Code is ANN.
• Reason code CRT (Chg Rate) – for transactions with an Effective Date after 09/25/14 (Administration Lag) where the Pay Basis Code is HRY.

Agencies must calculate the salary in the Pay Rate field on each transaction submitted on the Job Action Requests page as follows:

• If the employee has a Pay Basis Code of HRY and a Grade equal to 560, apply 2.00% to the existing salary and round up to the next cent.
• If the employee has a Pay Basis Code of ANN and a Grade equal to 560, apply 2.00% to the existing salary and round up to the next dollar.

Salary Administration Plan Update

All bargaining units in the Unified Court System are currently processed using the same salary schedule and as a result are linked to one Salary Administration Plan (UCS – Unified Court System).

Since a new October 1, 2014 salary schedule now exists for Bargaining Units 87, 86, 88 and CT, Salary Administration Plan UCC (Unified Court System of NYS) has been created and linked to the new salary schedule.

Therefore, prior to processing the October 2014 Salary Increase (Bargaining Units 87, 86, 88, CT), OSC will automatically update the Salary Administration Plan on the Position Data page and Job Data page as follows:

Position Data Page

All positions in effect on or after the Effective Date with a bargaining unit equal to 87, 86, 88 or CT and a Status of Active will be updated with the following information. If a row does not currently exist with the Effective Date, a new row will be inserted; otherwise the information will be updated on the existing row. In addition, the Salary Administration Plan will be updated on all subsequent rows meeting the criteria.

Effective Date:	09/25/14
Reason:	Z11 (Update of Position Data)
Salary Admin Plan:	UCC (Unified Court System of NYS)

Job Data Page

All employees with a bargaining unit equal to 87, 86, 88 or CT and a Payroll Status of Active (A), Leave With Pay (P) or Leave of Absence (L) on or after the Effective Date will be updated with the following information. A new row will be inserted using the Effective Date and the next available sequence number. In addition, a new row will be inserted using the next available sequence number for all subsequent rows meeting the criteria.

Effective Date:	09/25/14
Action:	Position Change
Reason:	Z11 (Update of Position Data)
Salary Administration Plan:	UCC (Unified Court System of NYS

OSC Actions

OSC will process the October 2014 Salary Increase (Bargaining Units 87, 86, 88, CT) 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/WDL) on the payment effective date, OSC will automatically insert a row on the employee’s Job Data page effective 09/25/14 (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 14L 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 (Cor Sal) if the Pay Basis Code is ANN or the Action/Reason code of Pay Rate Change/CRT (Chg Rate) if the Pay Basis Code is HRY. The row will be inserted using the same 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 14L 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 (Cor Sal) if the Pay Basis Code is ANN or the Action/Reason code of Pay Rate Change/CRT (Chg Rate) if the Pay Basis Code is HRY.  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 or the Action/Reason code of Pay Rate Change/CRT (Chg Rate) if the Pay Basis Code is HRY 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 HRY and a Grade equal to 560, OSC will automatically increase the salary by applying 2.00% rounded up to the next cent.
• If the employee has a Pay Basis Code of ANN and a Grade equal to 538 or 560, OSC will automatically increase the salary by applying 2.00% rounded up to the next dollar.
• If the employee has a Pay Basis Code of ANN and a Grade equal to 501-537 and the salary is equal to a salary step of the employee’s grade on the effective date based on the 04/01/10 Salary Schedule, OSC will automatically increase the salary to the same salary step on the 10/01/14 Salary Schedule.
• If the employee has a Pay Basis Code of ANN and a Grade equal to 501-537 and the salary is not equal to a salary step of the employee’s grade on the effective date based on the 04/01/10 Salary Schedule, OSC will automatically increase the salary by applying 2.00% rounded up to the next dollar.

Exceptions

The following employees will not be processed automatically:

• Unrepresented employees in Bargaining Unit 86, 88 or CT with a Grade equal to 560.
• Employees in Department 05680 (New York City County Clerk’s Current Payroll).

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 are 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 October 2014 Salary Increase (Bargaining Units 87, 86, 88, CT). The report identifies 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 October 2014 Salary Increase (Bargaining Unit 87, 86, 88, CT). Included on the report is one or more of the following messages which identifies the reason(s) the employee’s record was not updated.

• 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 Position Data page are not equal
• Sal Below Hiring Rate – if the employee’s Pay Basis Code is ANN and Grade is equal to 501-538 but the salary is less than the Hiring Rate for the employee’s grade on the 04/01/10 Salary Schedule

Questions

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