Purpose
To inform agencies of OSC’s automatic processing of the Adjustment to Basic Annual Salary reflective of the October 2014, April 2015, April 2016, and April 2017 salary increases for Bargaining Unit S9, and provide instructions for payments not processed automatically.
Affected Employees
Employees in the following bargaining unit who meet the eligibility criteria:
| New York State Court Clerks' Association | Bargaining Unit S9 |
Background
Chapter 98 of the Laws of 2017, in conjunction with Chapter 400 of the Laws of 2014, which implemented the 2011-2021 agreement between the State of New York Unified Court System (UCS) and the New York State Court Clerks’ Association (Bargaining Unit S9), provides for a salary increase of two percent (2.00%) effective October 1, 2014, two percent (2.00%) effective April 1, 2015, two percent (2.00%) effective April 1, 2016 and two percent (2.00%) effective April 1, 2017 for all eligible represented non-judicial employees in Bargaining Unit S9.
The Agreement provides for a prospective Adjustment to Basic Annual Salary reflective of these increases. Retroactive payments will be withheld until an appropriation expressly dedicated to the payment of the full amount of the retroactive increases is granted. A separate bulletin will be issued once the appropriation for the retroactive increases is granted.
Effective Date(s)
The Adjustment to Basic Annual Salaries will be paid using the following effective date and check date:
| Pay Cycle/Pay Period Type | Payment Effective Date | Check Date |
|---|---|---|
| Administration 25 L | 03/08/2018 | 04/04/2018 |
Eligibility Criteria
The following employees in Bargaining Unit S9 with a status of Active (A), Paid Leave of Absence (P) or Leave of Absence (L) with an Action Reason code of WDL (Workers Compensation Leave) as of 03/08/2018 are eligible to receive the Adjustment to Basic Annual Salary:
- 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)
Reports Available Prior to Processing
OSC will send a file identifying all employees who appear eligible for the Adjustment to Basic Annual Salary for Bargaining Unit S9. UCS will compare this file to an agency-generated file to be sure all employees are identified.
Agency Actions
The Office of Court Administration will submit a file to OSC containing all job history rows for all employees eligible for the Adjustment to Basic Annual Salary. This file at minimum requires Employee ID, Employee Record Number, and NYS Job Code (from the Position Data panel), along with the new salary as of 03/08/2018 and each subsequent job row in history.
Inserting Rows on the File
UCS must review each employee to determine eligibility for a salary increase. A row must be inserted on the file to apply the raise as of 03/08/2018 and all subsequently affected rows.
For inserted rows, UCS must populate the following fields:
- Employee ID
- Empl Record Number
- Job Code
- Effective Date
- Sequence Number
- Comp Rate – the end result of all applied salary increases for which the employee is eligible.
- New Action Code – PAY
- New Action Reason Code – CSL
If the employee is not eligible for a salary increase on 03/08/2018 or on a subsequent row, no row should be inserted on the file.
If a raise-eligible employee in Bargaining Unit S9 subsequently transfers into another bargaining unit after the effective date of the Adjustment to Basic Annual Salary, UCS must calculate the employee’s new salary on these rows. OSC will make any necessary corrections on the employee’s Job Data record.
No other Job Data changes may be made on the file. If it is discovered that any corrections besides those directly related to the application of the salary increases are necessary, UCS must request these corrections through PayServ. The salary increase file is only to be used to process the salary increases on the effective date of the Adjustment to Basic Annual Salary and to update the salaries of affected employees’ job histories as necessary.
The final file must be returned to OSC no later than 03/09/2018 in order to be processed for the paycheck date of 04/04/2018.
Updating Subsequent Job Data Rows After the Final File is Sent to OSC
Agencies must submit job transactions in PP 25L based on the 2010 salary schedule. UCS will provide to OSC a list of salary changes to make as a result of the changes entered in PP 25L for eligible employees in Bargaining unit S9 that were not included on the final file sent to OSC on or before 03/09/2018.
OSC Actions
OSC will upload the final file into PayServ on 03/22/2018, after all job requests for Bargaining Unit S9 are complete.
Only new rows inserted by UCS onto the file will be loaded into PayServ. If the effective dated row on the file already exists on Job Data, the inserted row will be sequenced one greater than the highest sequenced row previously existing in Job Data. If the effective dated row does not exist in Job Data, the inserted row will be Sequence 0.
Control-D Reports Available After Processing
Rejected Upload Rows
If any new rows provided by UCS on the final file are rejected by the upload program, a list of the rejected rows will be sent to UCS for review.
The following Control-D report 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 Adjustment to Basic Annual Salary. The report identifies all employee’s salaries that were increased in an eligible bargaining unit.
Tax Information
These monies are taxable income, will be included in the employee’s taxable gross and are subject to all employment taxes and income taxes. Income taxes will be calculated using the employee’s current Tax Marital Status and Withholding Allowances on the Update Employee Tax Data page.
Questions
Questions regarding this bulletin may be directed to the Payroll Earnings mailbox.