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)

4/07/05, checks dated 5/4/05 - Pay Period 1L

Background

Certain UCS employees are eligible to receive Increments and Longevity Payments pursuant to Article 2, Section 37 of Judiciary Law.

Eligibility Criteria

Employees must have 120 full work days from 4/1/04 through 3/31/05.

Employees in Bargaining Unit SY will receive Increments based on the 4/1/02 Salary Schedule. The Longevity Bonus (JLO) amount is $1,500.00 for employees who have at least twenty (20) years of continuous service in UCS.

Employees in Bargaining Units SR, SN, SG, S8, S9, SA, SD, G9, DR, F8, SK, 86, 87, 88 and CT will receive Increments based on the 4/1/04 Salary Schedule and the Longevity Bonus (JLO) amount is $1,700.00 for employees who have at least twenty (20) years of continuous service and $1,800.00 for employees who have at least twenty-five (25) years of continuous service in UCS.

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 Workers’ Compensation Leave (WDL) effective 4/7/05.

Service Increments

• Increment Code 0001 - Effective 4/7/05, for employees who are entitled to an Increment based on the Salary Schedule of either 4/01/02 or 4/1/04, 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 4/7/05, for employees who are entitled to a revised salary based on their Fixed Incremented Salary (FIS), 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 4/7/05, for employees who are entitled to an Increment based on their Fixed Incremented Salary (FIS), 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).
• Job Data rows effective subsequent to 4/7/05 will not be updated.

Longevity Pay

• Increment Code 2001 - Effective 4/7/05, OSC will insert a row on the employee’s Job Data page to reflect an increase to Longevity Step 1 from the Salary Schedule of either 4/1/02 or 4/1/04, using the Action/Reason of Pay Rt Chg/LGP (Pay Rate Change/ Longevity Pay).
• Increment Code 1997 – Effective 4/7/05, OSC will insert a row on the employee's Job Data page to reflect an increase to Longevity Step 2 from the Salary Schedule of either 4/1/02 or 4/1/04, using the Action/Reason of Pay Rt Chg/LGP (Pay Rate Change/ Longevity Pay).
• Job Data rows effective subsequent to 4/7/05 will not be updated.

Longevity Bonus

Employees who, as of 4/1/05, have at least twenty (20) years of continuous service in the Unified Court System and have a performance rating of other than "Unsatisfactory" shall receive a bonus of $1,500.00 for full time employees in Bargaining Unit SY and $1,700.00 for full time employees in all other bargaining units. Part-time employees will receive prorated amounts.

Full time employees who, as of 4/1/05, have at least twenty-five (25) years of continuous service in the Unified Court System and have a performance rating of other than "Unsatisfactory" shall receive a bonus of $1800.00 in all Bargaining Units (except BU SY). Part-time employees will receive prorated amounts.

OSC will automatically insert a row using the Earn Code JLO (Judicial Longevity Bonus) on the Additional Pay page, effective 4/7/05, for employees whose status on 4/1/05 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 3/31/1985 or earlier. The Judicial Longevity Bonus amount is $1,500.00, $1,700.00 or $1,800.00, whichever is applicable, for full-time employees and will be prorated for part-time employees.

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 agency must request the Action/Reason of Data Chg/USP (Data Change/ Unsatisfactory Performance) effective 4/7/05 for all employees who are not due an automatic increase or Judicial Longevity payment due to an unsatisfactory rating. The Increment Code must be 0003.
• For additional Pay Period 1 procedures for employees who are in a bargaining unit other than SY, the agency must refer to the Agency Actions section of the revised Payroll Bulletin No. UCS-84.

The following instructions are for transactions for employees in Bargaining Unit SY only:

• For Pay Changes, Position Changes, and Transfers effective prior to 4/7/05, and Pay Changes effective on 4/7/05, the agency must not include the service increment or longevity increment in the Pay Rate field. The increment code must be the 2005 increment code.
• For Position Changes and Transfers effective 4/7/05 with no change in grade or bargaining unit, the agency must not include the service increment or longevity increment in the Pay Rate field. The increment code must be the 2005 increment code.
• For Position Changes and Transfers effective 4/7/05 and there is a change in grade and/or bargaining unit, the agency must wait until after the automatic increment process is complete, and then submit the Position Change or Transfer with the applicable 4/7/05 salary rate and the increment code for 2006.
• For Pay Changes, Position Changes and Transfers effective after 4/7/05 and the employee is remaining in Bargaining Unit SY, the agency must submit the appropriate 2005 salary in the Pay Rate field and the increment code for 2006.
• For Position Changes and Transfers after 4/7/05 and the employee has a change in bargaining unit, the agency must submit the Position Change or Transfer after the automatic processing is complete. The agency must submit the appropriate 2005 salary in the Pay Rate field and the increment code for 2006.
• For employees in Bargaining Unit SY who will receive an automatic increment on 4/7/05 and have a Job Data row after 4/7/05 that is not a Pay Change, Position Change or Transfer, the agency must submit a Pay Change to update the salary on the subsequent row, since the increment program will not update rows effective after 4/7/05 to reflect the new increment. The increment code for 2006 should be reported.

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 in 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 eligible employee who did not receive an automatic payment, enter the information on the Additional Pay page as follows:

Earnings Code	JLO
Effective Date	4/07/05*
OT Effective Date	Same as effective date
Annual Additional Earnings	Payment Amount
Earnings End Date	4/05/06

• If an employee was eligible and on the payroll on 4/7/05, the agency must enter 4/7/05. If the employee was off the payroll on 4/7/05, enter the date the employee returned to the payroll.

Control-D Reports

The following report will be available after processing of Pay Period 26 is completed (3/30/05). The report identifies employees who will not receive an automatic Increment based on available information at the close of Pay Period 26. 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 27 to determine eligibility for a Service Increment. When reviewing this list, agencies should determine eligibility by counting days from 4/1/04 through 3/31/05.

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.

One Time Payment Report (NPAY770)

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, Bargaining Unit, Part-time Percentage and Payment Amount.

Questions

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