Purpose

To inform agencies of OSC’s automatic processing of the April 2016 UCS 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:

Background

The 2011-2017 Agreement between the UCS and CSEA representing eligible non-judicial employees in Bargaining Unit 87 provides for a salary increase of two percent (2.00%) effective April 1, 2016 and includes the April 1, 2016 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.

The April 2016 memo from the Chief Administrative Judge provides approved salary increases for non-graded Unrepresented employees (grade 560). The increases will be processed manually by the UCS payroll office in accordance with such memo.

Note: The salary of employees in Department 05680 (New York City’s County Clerk Current Payroll) is determined pursuant to Chapter 491 of the Laws of 2009 and are not eligible for this increase.

Effective Date(s)

The April 2016 UCS Salary Increase (Bargaining Units 87, 86, 88, CT) will be paid using the following effective date and check date:

Eligibility Criteria

The following employees are eligible to receive the April 2016 2% Salary Increase (Bargaining Units 87, 86, 88, CT):

• Represented and Unrepresented employees with a Pay Basis Code of ANN who are in a graded position (Grade 501-538)
• Represented employees with a Pay Basis Code of ANN or HRY (Grade 560)

Control-D Report Available Prior to Processing

The following Control-D report will be available for agency use on 04/08/16 (Administration). This will give agencies time to correct employees’ records, if necessary, prior to the automatic processing of the April 2016 UCS Salary Increase (Bargaining Units 87, 86, 88, CT). The report is sorted by Department ID, then alphabetically by employee name.

NHRP709 – Mass Salary Increase Exception Report

This report is a preliminary listing of employees who appear ineligible to receive the April 2016 UCS Salary Increase (Bargaining Units 87, 86, 88, CT) 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.

• 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 4/1/15 Salary Schedule

If an employee appears on this report but is due a salary increase, the agency must submit the appropriate transaction(s) on the Job Action Requests page to correct the information on the Job Data row(s) or update the information on the Position Data page. If the information is corrected prior to or as part of processing for Administration Pay Period 1L, the automatic salary increase will be processed.

Agency Actions

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

For pay changes, position changes and transfers requested on the Job Action Requests or Transfer Requests page with an effective date before 4/7/16 (Administration):

• The agency must not include the Service Increment or the April 2016 2% Salary Increase, if applicable, in the salary reported in the Pay Rate field. The 4/1/15 Salary Schedule must be used to calculate the salary.
• The agency must report the proper increment code for April 2016 in the Incr. Code field.

For pay changes, position changes and transfers requested on the Job Action Requests page with an effective date on or after 4/7/16 (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 April 2016 UCS Salary Increase (Bargaining Units 87, 86, 88, CT), if applicable, 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 April 2016 2% Salary Increase 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 April 2016 UCS 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 4/7/16 (Administration)
• Reason code CSL (Cor Sal) – for transactions with an Effective Date after 4/7/16 (Administration) where the Pay Basis Code is ANN
• Reason code CRT (Chg Rate) – for transactions with an Effective Date after 4/7/16 (Administration) where the Pay Basis Code is HRY

Agencies must enter the appropriate salary as instructed in the April 2016 memo from the Chief Administrative Judge in the Pay Rate field on each transaction submitted on the Job Action Requests page.

OSC Actions

OSC will process the April 2016 UCS Salary Increase for eligible employees in Bargaining Units 87, 86, 88, CT as follows:

• 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 04/7/16 (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 (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 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 (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 (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 for all subsequent rows provided the employee remains in an eligible position.

The salary on each inserted row for employees in Bargaining Units 87, 86, 88, CT will be calculated as follows:

• If the employee has a Pay Basis Code of HRY and a Grade equal to 560 (Represented only), 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 560 (Represented only), 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 538, 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 up to and including Maximum of the employee’s grade on the effective date based on the 4/1/15 Salary Schedule, OSC will automatically increase the salary to the same salary step on the 04/01/16 Salary Schedule.
• If the employee has a Pay Basis Code of ANN and a Grade equal to 501-537 and the salary is equal to a longevity step of the employee’s grade on the effective date based on the 4/1/15 Salary Schedule, 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 not equal to a salary step of the employee’s grade on the effective date based on the 4/1/15 Salary Schedule, OSC will automatically increase the salary by applying 2.00% rounded up to the next dollar.

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 April 2016 UCS Salary Increase (Bargaining Units 87, 86, 88, CT).The report identifies all employee’s salaries that were increased in an eligible bargaining unit.

NHRP709 – Mass Salary Increase Exception Report

This report identifies all employees who did not receive the automatic April 2016 UCS Salary Increase (Bargaining Units 87, 86, 88, CT). Included on the report is one or more of the following messages which identifies the reason(s) the employee’s salary 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 4/1/16 Salary Schedule

Questions

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