Purpose: 

The purpose of this bulletin is to inform the Division of State Police of OSC’s automatic processing of the April 2023, April 2024, and April 2025 Retroactive 3.00% Salary Increase and provide instructions for payments not processed automatically.

Affected Employees: 

Employees of the Division of State Police in the State Police Troopers Unit (Troopers Unit) – BU07 and the State Police Commissioned/Non-Commissioned Officers Unit (CO/NCO) – BU17 who meet the eligibility criteria are affected.

Background:

Chapter 130 of the Laws of 2025 implements the 2023-2026 Agreement between New York State and the Police Benevolent Association of the New York State Troopers, Inc and provides for a retroactive three percent (3.00%) increase to the general salary in April 2023, April 2024 and April 2025 for Troopers in Bargaining Unit 07 and Commissioned/Non-Commissioned Officers in Bargaining Unit 17.

Effective Dates:

The Troopers Unit and CO/NCO April 2023, April 2024 and April 2025 Retroactive Salary Increases will be paid using the following effective dates and check date:

Eligibility Criteria:

The following employees are eligible to receive the State Police April 2023, April 2024 and April 2025 Retroactive Salary Increase:

• Employees with a Comp Rate Code of ANN who are in BU07 (Grade 701)
  • The attached April 1, 2023 Salary Schedule reflects the 3.00% increase.
  • The attached April 1, 2024 Salary Schedule reflects the 3.00% increase.
  • The attached April 1, 2025 Salary Schedule reflects the 3.00% increase.
• Employees with a Comp Rate Code of ANN who are in BU17 (Grade 703-713)
  • The attached April 1, 2023 Salary Schedule reflects the 3.00% increase.
  • The attached April 1, 2024 Salary Schedule reflects the 3.00% increase.
  • The attached April 1, 2025 Salary Schedule reflects the 3.00% increase.

Control-D Reports Available Prior to Processing

The following Control-D report was made available for agency use on 06/06/2025 (Administration). This will give agencies time to correct employees’ records, if necessary, prior to the automatic processing of the April 2023, April 2024 and April 2025 Retroactive Salary Increases for Troopers in Bargaining Unit 07 and Commissioned/Non-Commissioned Officers in Bargaining Unit 17. The report will be sorted by Department ID, then by employee name in alphabetical order.

NHRP709 – Mass Salary Increase Exception Report

This report is a preliminary listing of employees who appear ineligible to receive the April   2023, April 2024 and April 2025 Retroactive Salary Increases for Troopers in Bargaining Unit 07 and Commissioned/Non-Commissioned Officers in Bargaining Unit 17 based on information available as of the date the report is produced. Included in 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 Date page and Position Date page are not equal.
• Salary off step – if the employee’s Pay Basis Code is ANN and Grade is Equal to 701 or 703-713 but the salary is not equal to a step on the 04/01/2022 Salary Schedule

If an employee appears on this report but is due a salary increase, the agency must take the following action: 

• Submit the appropriate transaction(s) on the Job Action Requests page to correct the information on the Job Data row(s). If the row(s) is corrected prior to Administration Pay Period 6L, the automatic salary increase will be processed.
• Submit a Position Change Request to the Position Management Unit if the position information is incorrect on the Position Data page in PayServ but is correct in NYSTEP. The position will be updated to reflect the change and the automatic salary increase will be processed provided the agency’s position request contains the same information as the position information in NYSTEP. 

Employees who appear on the report but whose records are not corrected prior to automatic processing will not automatically receive the April 2023, April 2024, and April 2025 Retroactive Salary Increase. Agencies must submit the appropriate transactions to correct the employee’s record and to pay the increase in Administration Pay Period 7L. 

Agency Actions Administration Pay Period 6L

The following procedures must be used by the agency when submitting transactions in Administration Pay Period 6L:

For pay changes, position changes and transfers requested on the Job Action Requests or Transfer Requests page with an effective date on or after 03/30/2023 (Administration):

• The agency must not include the April 2023, April 2024 and April 2025 Retroactive Salary Increase in the salary reported in the Pay Rate field. The 04/01/2022 Salary Schedule must be used to calculate the salary.

OSC Actions:

OSC will automatically process the April 2023, April 2024, and April 2025 Retroactive Salary Increases for Troopers in Bargaining Unit 07 and Commissioned/Non-Commissioned Officers in Bargaining Unit 17 as follows:

• If the employee meets the eligibility criteria and has a Payroll Status of Active or Leave With Pay on 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/SAC (Mass Salary Increase) using the following effective dates:
  • Effective 03/30/2023 (Administration) to pay the April 2023 3% Increase
  • Effective 03/28/2024 (Administration) to pay the April 2024 3% Increase
  • Effective 03/27/2025 (Administration) to pay the April 2025 3% Increase
• For employees who were Inactive or on a Leave of Absence without Pay on the effective date of the increase, the increase will be applied to the employee’s Job Data record only if the employee was subsequently returned to the payroll in an eligible bargaining unit. Rows will be inserted as of the effective date of the Return from Leave action using the Action/Reason code of PAY/CSL (Pay Rate Change/Correct Salary) and the new salary.
• Any subsequent rows on Job Data will be updated automatically by inserting additional rows with the Action/Reason code of PAY/CSL (Pay Rate Change/Correct Salary) provided the employee remained in an eligible bargaining unit.

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 will be sorted by Department ID, then by employee name in alphabetical order.

NHRP704 - Mass Salary Payment Report

This report identifies all employees who received the automatic April 2023, April 2024, and April 2025 Retroactive Salary Increases for Troopers in Bargaining Unit 07 and Commissioned/Non-Commissioned Officers in Bargaining Unit 17 and includes all employees’ salaries that were increased in an eligible bargaining unit.

NHRP709 – Mass Salary Increase Exception Report

This report identifies employees who did not receive the automatic April 2023, April 2024, and April 2025 Retroactive Salary Increases for Troopers in Bargaining Unit 07 and Commissioned/Non-Commissioned Officers in Bargaining Unit 17. Included on the report is one or more of the following messages which identifies the reason(s) the employee’s record was not updated:  

• NYS Position Has Both Equated Grade and NTE
• Position and Job do not match
• Increment Code Missing
• Increment Code Invalid
• Inc Code Req Review
• Sal Below Hiring Rate  

See Control-D Report Available Prior to Processing for an explanation of these messages.

Automatic Retroactive Processing 

OSC will automatically calculate retroactive adjustments for regular earnings and Time Entry   earnings that are calculated by the system based on annual salary, such as OT – Nu 07 (OTI) and Holiday Pay (HPA), resulting from payment of the April 2023, April 2024 and April 2025 Retroactive Salary Increases.

If an employee receives a payment and has worked in more than one agency but has been paid by all agencies in the same Employee Record Number since the effective date of the payment, all retroactive adjustments will be paid in the most current agency. 

If an employee receives a payment and has worked in more than one agency and has been paid in more than one Employee Record Number since the effective date of the payment, the retroactive adjustments will be paid in the most current agency of the Employee Record Number in which the payment was made.

Agency Actions Administration Pay Period 7L

Employees Who Appeared on the NHRP709 – Mass Salary Increase Exception Report

Employees who appeared on the NHRP709 Mass Salary Increase Exception Report made available after processing did not automatically receive the April 2023, April 2024 and April 2025 Retroactive 3.00% Salary Increases. The agency should submit the appropriate transactions to correct the employee’s record and submit a Pay Change on the Job Action Request page using the appropriate Reason code (see below) to pay the salary increase beginning in Administration Pay Period 7L, paycheck dated 07/16/2025.

To Process Payment Manually

The following Action/Reason code(s) must be used to pay the April 2023, April 2024 and April 2025 Salary Increases to eligible employees not processed automatically:

• Reason code SAC (Mass Salary Increase) - for employees with Comp Rate Code ANN:
  • 2023 Increase – effective on 03/30/2023
  • 2024 Increase – effective on 03/28/2024
  • 2025 Increase – effective on 03/27/2025
• Reason code CSL (Correct Salary)– For transactions effective other than the effective dates of salary increase:
  • 2023 Increase – effective after 03/30/2023 and before 03/28/2024
  • 2024 Increase – effective after 03/28/2024 and before 03/27/2025
  • 2025 Increase – effective after 03/27/2025

Reporting Retroactive Adjustments 

Time Entry earnings codes that are submitted with an amount will not be adjusted automatically. Therefore, beginning in Administration Pay Period 7L, agencies must report the adjustment amount for earnings codes such as Lost Time Override (Earnings Code LTO) and Regular Salary Override (Earnings Code RGO). 

Correcting an Automatic Retroactive Adjustment 

When certain conditions exist in an employee’s record, the automatic retroactive adjustment may be incorrect. Therefore, the agency is responsible for identifying employees who meet the following conditions and, if necessary, submitting the necessary adjustment: 

• If an employee has a check returned or exchanged on an AC-230 for dates on or after the effective date of the payment, the payroll system does not consider the AC-230 when calculating the automatic retroactive adjustment.
• If earnings were previously reported using Earnings Code RGS and a date range that exceeded the number of days reported, the system will calculate the adjustment of earnings based on the number of workdays within the range.
• Adjustments for earnings that are calculated automatically, such as OT – Nu 07(OTI), will be calculated incorrectly if the dates previously reported as a single entry on the Time Entry page overlap the effective date of the payment. The system will calculate an adjustment for all earnings reported in a single entry based on the salary in effect on the Earnings End Date.
• For employees who had a change reported on the Job Data page, since the effective date of the payment and the action resulted in an overpayment of earnings, the automatic negative retroactive adjustment may not have been processed because the overpayment was either not recoverable or was recovered using an overpayment earnings code or an AC-230. In this case, the negative retroactive adjustment may be re-generated when the payment is processed. OSC will turn off (not process) the automatic negative adjustment for these employees since in most cases these overpayments were either not recoverable or recovered using another method. 

If an overpayment of earnings is identified after the automatic payment is processed but before the paycheck is received by the employee, the employee must be notified of the overpayment and the adjustment that will be reported in a subsequent pay period. 

Submitting an Adjustment 

When an adjustment is needed for overtime or recall such as Out of Title Overtime (Earnings Code OTT), Earnings Code ARO (Adj Retro Raise for OT and RCL) must be used to process the adjustment. Please refer to Payroll Bulletin No. 1893 Reporting Adjustment to Overtime for more information. Agencies must continue to use Earnings Code AJR (Adjust Raise) for all other override Time Entry Earnings Codes requiring a manual adjustment as a result of a retro salary increase. 

To process a retroactive adjustment or correct an automatic retroactive adjustment, agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using the Earnings Code AJR, or ARO:

Military Stipend Leave: 

OSC will recalculate the military stipend amount for employees who were placed on a Paid or Unpaid Military Stipend Leave on or after the effective date of the payment as the result of new military orders. 

• If the employee received a stipend, OSC will insert a row on the employee’s Job Data page effective the date the employee is entitled to the increase using the Action/Reason Code of Pay Rate Change/MSC (Military Stipend Change) and will increase the employee’s biweekly stipend amount. In addition, updates will be made to all subsequent rows requiring an increased biweekly stipend amount.
• If the employee did not receive a stipend but becomes eligible for a stipend as a result of the payment, OSC will insert the following in PayServ:
  • A row on the employee’s Job Data page effective the date the employee is entitled to a stipend using the Action/Reason Code of Paid Leave of Absence/MLS (Mil Stip) and the new biweekly stipend amount.
  • A row on the employee’s Job Data page for each affected subsequent row using the Action/Reason Code of Pay Rate Change/MSC (Military Stipend Change) and the new biweekly stipend amount.
  • A row on the Time Entry page using the Earnings Code MSP (Military Stipend Payment) to pay the stipend for each pay period the employee is eligible.
• Any additional adjustment that is required due to the increased biweekly stipend amount that will not be calculated automatically will be reported by OSC on the Time Entry page using the Earnings Code AMS (Adjust Military Stipend). 

General Deductions: 

All general deductions for employees whose Payroll Status is Terminated, Retired, or Deceased will be automatically canceled by OSC with the exception of percentage-based dues and the following: 

Tax Information: 

These monies are taxable income subject to all employment taxes and income taxes, will be included in the employee’s taxable gross, and reported on the employee’s Form W-2. 

The adjustments (Earnings Codes AJR and ARO) and retroactive payments (Earnings Codes RXX) are supplemental taxable income and will be included in the employee’s taxable gross subject to all employment and income taxes. 

Federal, State, and New York City income tax withholding will be calculated using the Aggregate method. Yonkers income tax withholding will be calculated using the Flat Rate method (1.95975% for Yonkers residents and 0.50% for Yonkers non-residents).  

Special Wage Payments for Individuals Who Filed for Retirement Social Security Benefits: 

Per Internal Revenue Service Publication 957, OSC will be reporting retro payments made to individuals who have filed for Social Security benefits to the Social Security Administration (SSA). 

As PayServ does not include this information, OSC will be mailing a Request for Special Wage Payment Report to inactive individuals who are 62 or older in the calendar year and to active employees with the New York Retiree Indicator checked in Modify a Person who receive the retroactive payment. Recipients of this mailing will be asked to fill out the request and return it to OSC for inclusion on the Special Wage Payment report to SSA. This report will be submitted to SSA after the close of the 2025 tax year.  

It is important that agencies ensure the New York Retiree Indicator box is checked for rehired retirees. Please see Payroll Bulletin No. 1728 for further details on the New York Retiree Indicator box. 

Undeliverable Checks: 

When a valid payroll check is undeliverable due to the agency’s inability to locate the employee, the agency should follow the Agency Actions identified in Payroll Bulletin No. 1786 Non-Negotiated and/or Undeliverable New York State Payroll Checks. 

Checks issued to eligible employees who are now deceased should be submitted as a Stop Payment Request with a reason of Exchange in PayServ. The Report of Check Exchange (AC 1476-P), Next of Kin Affidavit (AC 934-P), and original death certificate should be submitted to the Payroll Reversal and Exchange mailbox at the same time as the Stop Payment Request. If a Next of Kin Affidavit has been previously submitted for a deceased employee’s payroll check, OSC will accept a photocopy of this form along with a new Report of Check Exchange. 

Payroll Register and Employee’s Paycheck/Advice: 

All retroactive adjustments will be displayed on the Payroll Register using the appropriate Earnings Code and the amount paid and will be displayed on the employee’s paycheck stub or direct deposit advice using the appropriate Earnings Description and the amount paid unless the number of earnings codes exceeds 13. Agencies should utilize Locked Query LQ_PCD_PAYCHECK_EARNINGS_BY_ID to identify a complete list of regular earnings and retroactive adjustments if there are more than 13 earnings codes. 

Questions:

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

Questions regarding position change requests may be directed to the Position Management mailbox. 

Questions regarding military information may be directed to the Military Stipend mailbox. 

Questions regarding general deductions may be directed to the Payroll Deduction mailbox.