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, S8, S9, SA, SD, G9, DR, F8, SK, 86, 87, 88, and CT

Effective Date(s)

03/25/04, checks dated 4/21/04 - Pay Period 1L

Background

These payments continue pursuant to Article 14, Section 209-a of Civil Service Law.

OSC Actions

After payroll processing is completed for Pay Period 1L, OSC will process Increments and Longevity Pay for eligible employees whose status is Active, on Paid Leave of Absence (except those on Military Stipend) or on Workers' Compensation Leave (WDL) effective 3/25/04.

Service Increments

• Increment Code 0001 - Effective 3/25/04, for employees who are entitled to an Increment based on the 4/01/02 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 of Pay Rt Chg /INC (Pay Rate Change/Increment).
• Increment Code 0004 - Effective 3/25/04, for employees who are entitled to a revised salary based on their FIS (Fixed Incremented Salary), OSC will automatically insert a row in the employee's Job Data page to reflect the FIS amount appearing on the Job Data Compensation Page using the Action/Reason of Pay Rt Chg/CSL (Pay Rate Change/ Correct Salary).
• Increment Code 0006 - Effective 3/25/04, for employees who are entitled to an Increment based on their FIS (Fixed Incremented Salary), OSC will automatically insert a row in the employee's Job Data page to reflect the FIS amount appearing on the Job Data Compensation page using the Action/Reason of Pay Rt Chg/INC (Pay Rate Change/ Increment).
• Increment Code 0402 - Effective 3/25/04, employees with Increment Code 0402 whose salary falls below the maximum on the 4/1/02 Salary Schedule will have an Increment added to their current salary, not to exceed the maximum salary rate. The increment code will remain 0402.

Longevity Pay

• Increment Code 2000 - Effective 3/25/04, for employees with Increment Code 2000, OSC will insert a row on the employee's Job Data page to reflect an increase to Longevity Step 1 using the Action/Reason of Pay Rt Chg/LGP (Pay Rate Change/ Longevity Pay).
• Increment Code 1996 - For employees with Increment Code 1996, OSC will insert a row on the employees Job Data page to reflect an increase to Longevity Step 2 using the Action/Reason of Pay Rt Chg/LGP (Pay Rate Change/ Longevity Pay).

Longevity Bonus

Employees of the Unified Court System who, as of 4/1/04, have at least twenty (20) years of continuous service in the Unified Court System and have a final performance rating of other than unsatisfactory shall receive a bonus of $1,500.

OSC will automatically insert a row using the Earn Code JLO (Judicial Longevity Bonus) on the Additional Pay page, effective 3/25/04, for employees whose status on 3/25/04 is Active or Paid Leave of Absence (except those on PLA/MLS (Paid Leave of Absence/ Military Stipend)) and whose Anniversary Date on the Job Data Compensation page is 3/31/1984 or earlier. The Judicial Longevity Bonus is $1,500 for full time employees and will be prorated for part-time employees.

Employees on PLA/SKL (Paid Leave of Absence/Sick Leave) with Half Pay will receive the full amount.

Automatic Update of Increment Codes

After the Increments and Longevity Payments are processed in Pay Period 1L, OSC will automatically update increment codes, as appropriate, on the Job Data record using the Action/Reason of Data Chg/CIC (Data Change/ Correct Increment Code).

Agency Actions in Pay Period 1L

The following procedures must be used by the Agency when reporting transactions in Pay Period 1L:

1. For Pay Changes, Position Changes, and Transfers with effective dates on or before 3/25/04:
   • The Agency must NOT include the Service Increment or Longevity Payment in the salary rate reported in the Pay Rate field.
   • The Agency must report the proper increment code for April 2004.
2. For Pay Changes, Position Changes, and Transfers with effective dates after 3/25/04:
   • The Agency must include, if applicable, the Service Increment or Longevity Payment in the salary reported in the Pay Rate field.
   • The Agency must report the projected increment code for April 2005.
3. The Agency must request the Action/Reason of Data Chg/USP (Data Change/ Unsatisfactory Performance) effective 3/25/04 for all employees who are not due an automatic increase due to an unsatisfactory rating. The Increment Code must be 0003.
4. Further instructions regarding entitlement to the first or second Longevity Step will be forthcoming explaining what action, if any, the Agency must follow for employees with an Increment Code of 0402.

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 Pay Period 2L

Beginning in Pay Period 2L, Agencies must submit the appropriate pay changes effective the date of the return to the payroll of all eligible employees from Paid Leave of Absence with a Reason of MLS (Military Stipend), or a Leave without Pay (except for Workers' Compensation Leave).

Increments and Longevity Payments

Agencies must submit a Pay Change, if applicable, using the Reason of INC (Increment) or LGP (Longevity) on the Job Action Request page for employees who did not receive an automatic payment but are due an increase, as identified on the following reports:

• NHRP708 - Mass Increment Payment Exception Report
• NHRP704 - Mass Increment Payment Report

Longevity Bonus

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

• If an employee was eligible and on the payroll on 3/25/04, the Agency must enter 3/25/04. If the employee was off the payroll on 3/25/04, enter the date the employee returned to the payroll.

Control D Reports

The following report will be available after processing of Pay Period 25 is completed (03/17/04 Administration). 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.

Mass Increment Payment Exception Report (NHRP708)

Fields on the report include EmplID, Employee Record No, 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:

• Salary below minimum
• Position and job do not match
• FIS missing
• FIS below current
• Increment code invalid
• Increment code missing
• Insufficient days

The following reports are available for Agency review after the automatic payments have been processed.

Mass Increment Payment Exception Report (NHRP708)

This report identifies employees who did not receive an automatic Increment. Fields on the report include EmplID, Employee Record No., 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:

• Salary below minimum
• Position and Job do not match
• FIS missing
• FIS below current
• Increment code missing
• Increment code invalid
• Insufficient Days
  Note: OSC will count days from Pay Period 1 through Pay Period 26 to determine eligibility for a Service Increment. When reviewing this list, Agencies should determine eligibility by counting days from 4/1/03 through 3/31/04.

Mass Salary Payments/Mass Increment Payment Report (NHRP704)

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 Payment. Fields on the report include EmplID, Employee Record No., Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Salary, Action Reason, and Increment Code.

Mass Additional Pay Report (NHRP703)

This report identifies all employees receiving an automatic payment for Earn Code JLO (Judicial Longevity Bonus). Fields on this report include EmplID, Employee Record No., Employee Name, Earn Code, Grade, Sal Plan, Bargaining Unit, and Additional Pay Amount.

Questions

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