Purpose

To inform agencies of OSC’s automatic processing of the April 2018 UCS Salary Increases and provide instructions for payments not processed automatically.

Affected Employees

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

Union Name	BU
Court Officers Benevolent Association of Nassau County	DR
Suffolk County Court Employees Association	F8
Ninth Judicial District Court Employees Association	G9
Citywide Association of Law Assistants	SA
Communications Workers of America	SD
Assoc of Supreme Court Reporters within the City of New York	SG
District Council 37	SK
Court Attorneys Association of the City of New York	SN
New York State Court Officers Association	SR
New York State Supreme Court Officers Association	SY
New York State Court Clerks Association	S9
Civil Service Employees Association	87
Management/Confidential	86
Unrepresented and Benefits Ineligible Employees	88
New York City Judicial Staff	CT

Background

Chapter 98 of the Laws of 2017, which implemented the various agreements between the Unified Court System of the State of New York and the affected bargaining units (Bargaining Units DR, F8, G9, SA, SD, SG, SK, SN, SR, SY, S9) provides for a salary increase effective April 1, 2018 for all eligible members.

Chapter 164 of the Laws of 2017, which implemented the 2017-2020 Agreement between the UCS and the Civil Service Employees Association (CSEA – BU 87), provides for a salary increase effective April 1, 2018 for all eligible members. In addition, consistent with prior practice, when a CSEA Agreement is reached, the negotiated changes detailed in the Labor Relations Memorandum are extended the Management/ Confidential and Unrepresented employees (BU’s 86, 88, CT).

The Agreements also include the April 1, 2018 Salary Schedules.

For Bargaining Units SA, SG, SN, S9, 86, 87, 88, and CT, the Chapter Laws provide for a salary increase of two percent (2.00%) effective April 1, 2018 for all eligible employees.

For Bargaining Units DR, F8, G9, SD, SK, SR and SY, the Chapter Laws provide for a salary increase of two percent (2.00%) or $1,000, whichever is greater, effective April 1, 2018 for all eligible employees.

Effective Date(s)

The April 2018 Salary Increases will be paid using the following effective date and check date:

Pay Cycle/Pay Period Type	Payment Effective Date	Check Date
Administration 1 Lag	04/05/2018	05/02/2018

Eligibility Criteria

The following employees are eligible to receive the April 2018 Salary Increase:

• Represented and Unrepresented employees with a Pay Basis Code of ANN who are in a graded position (Grade 501-538).
• Employees with a Pay Basis Code of ANN who are in an NS position (Grade 560).
• Employees in Bargaining Unit 87 with a Pay Basis Code of HRY (Grade 560).

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.

Incumbency Criteria

Employees who are Active or on an approved leave of absence, and in Bargaining Unit DR, F8, G9, SA, SD, SG, SK, SN, SR, SY or S9 on 3/31/2018 are considered incumbents and are eligible for the April 2018 two percent (2.00%) salary increase or $1,000 salary increase, whichever is greater. If an employee in one of these Bargaining Units does not meet this incumbency criteria, the employee will receive a two percent (2.00%) salary increase.

Control-D Report Available Prior to Processing

The following Control-D report will be made available for agency use on 04/05/2018 (Administration). This will give agencies time to correct employees’ records, if necessary, prior to the automatic processing of the April 2018 Salary Increase. 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 2018 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.

• 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 04/01/2017 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 04/05/2018 (Administration):

• The agency must not include the Service Increment or the April 2018 Salary Increase, if applicable, in the salary reported in the Pay Rate field. The 04/01/2017 Salary Schedule must be used to calculate the salary.
• The agency must report the proper increment code for April 2018 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 04/05/2018 (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 2018 Salary Increase, 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 2018 Salary Increase if the employee meets the eligibility criteria.

Hourly Employees

• Agencies must submit a Pay Change on the Job Action Request page using the appropriate Reason code (below) to pay the April 2018 UCS Salary increase to eligible employees in Bargaining Unit 87 with a grade equal to 560 and a Pay Basis code of HRY.
  • Reason code SAC (Mass Salary Increase) – for transactions with an Effective Date equal to 4/5/2018.
  • Reason code CRT (Chg Rate) – for transactions with an Effective Date after 4/5/2018 where the Pay Basis Code is HRY.
  • The new rate is determined by applying 2.00% rounded up to the next cent.

OSC Actions

OSC will process the April 2018 Salary Increase for eligible employees 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 04/05/2018 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.

Calculating the New Compensation Rate

The April 2018 Salary Increase on each inserted row with an Effective Date equal to or greater than 04/05/2018 will be calculated as follows:

Bargaining Units SA, SG, SN, S9, 86, 87, 88, CT – 2.00% only

• 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 04/01/2017 Salary Schedule, OSC will automatically increase the salary to the same salary step on the 04/01/2018 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 04/01/2017 Salary Schedule, OSC will automatically increase the salary by applying 2.00% rounded up to the next dollar.

Bargaining Units DR, F8, G9, SD, SK, SR, SY – 2.00% or $1,000 minimum

• If the employee has a Pay Basis Code of ANN, a Grade equal to 538 or 560 and the employee does not meet the 2018 incumbency criteria, 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, a Grade equal to 538 or 560 and the employee meets the 2018 incumbency criteria, OSC will apply 2.00% to the existing salary and round up to the next dollar. The resulting salary increase amount will be compared to the minimum increase of $1,000. OSC will apply whichever is greater.
• If the employee has a Pay Basis Code of ANN, a Grade equal to 501-537, the employee does not meet the 2017 incumbency criteria and the salary is equal to a salary step of the employee’s grade on the effective date based on the 04/01/2017 Salary Schedule, OSC will automatically increase the salary to the same salary step on the 04/01/2018 Salary Schedule.
• If the employee has a Pay Basis Code of ANN, a Grade equal to 501-537, the employee does not meet the incumbency criteria and the salary is not equal to a salary step of the employee’s grade on the effective date based on the 04/01/2017 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, a Grade equal to 501-537, the employee meets the incumbency criteria and the salary is equal to a salary step of the employee’s grade on the effective date based on the 04/01/2017 Salary Schedule, OSC will compare the difference between the salary steps of the employee’s grade on the 04/01/2017 Salary Schedule and the 04/01/2018 Salary Schedule to the minimum increase of $1,000. OCS will apply whichever is greater.
• If the employee has a Pay Basis Code of ANN, a Grade equal to 501-537, the employee meets the incumbency criteria and the salary is not equal to a salary step of the employee’s grade on the effective date based on the 04/01/2017 Salary Schedule, OSC will apply 2.00% to the existing salary and round up to the next dollar. The resulting salary increase amount will be compared to the minimum increase of $1,000. OSC will apply whichever is greater.

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 2018 Salary Increase. 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 2018 Salary Increase. 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 04/01/2017 Salary Schedule.

Questions

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