COMPTROLLER'S SEAL STATE OF CONNECTICUT
STATE OF CONNECTICUT
OFFICE OF THE STATE COMPTROLLER
Kevin Lembo
State Comptroller
55 ELM STREET
HARTFORD, CONNECTICUT
06106-1775
Martha Carlson
Deputy Comptroller

MEMORANDUM NO. 2012-10

May 2, 2012

TO THE HEADS OF ALL STATE AGENCIES

Attention: Chief Administrative and Fiscal Officers, Business Managers, and Payroll and Human Resources Officers
Subject: Administrative and Residual (P-5) Collective Bargaining Unit Contract Extension and Changes

I. AUTHORITY

The extension agreement between the Administrative and Residual bargaining unit and the State of Connecticut.

II. COMPENSATION (Article 24)

A. General Wage Increases (Section 1)
General wage increases will be effective as follows:
Effective Date Increase
June 29, 2011 0% (change)
July 1, 2012 0%
August 26, 2013 3%
July 1, 2014 3%
July 1, 2015 3%
B. Annual Increments and Lump Sum Payments (Section 2)
Employees will continue to be eligible for and receive annual increments during the term of this contract in accordance with existing practice, except as provided otherwise in this agreement. Employees who are on the maximum step of the salary schedule, who receive no annual increment, shall receive a lump sum payment of two and one-half (2.5%) of their annual rate except as provided otherwise in this agreement. Such payment shall be made on the date when the annual increment would have applied.
Any annual increment for 2011-2012 received effective July 1, 2011 shall be rescinded effective August 26, 2011 and the employee's salary rate shall be reduced to the rate in effect prior to the July 1, 2011 increment. Any top step lump sum payment received for July 1, 2011 shall be divided by twenty-three (23) and the resultant amount shall be deducted from the employee's pay in equal amounts over the next twenty-three (23) pay periods.
There will be no other lump sum payment or annual increment made for contract years 2011-2012 and 2012-2013. Any annual increment and/or lump sum payment for July 1, 2013 shall be delayed by four (4) pay periods until August 23, 2013.
Employees will continue to be eligible for and receive annual increments and lump sum payments during the term of this contract in accordance with existing practice for contract years 2013-2014, 2014-2015, and 2015-2016, except as specifically varied by the contract.
Contract Year Payable
2011-2012 No AI/No Lump Sum Payment
2012-2013 No AI/No Lump Sum Payment
2013-2014 July 2013/January 2014
2014-2015 July 2014/January 2015
2015-2016 July 2015/January 2016
C. Longevity (Section 3)
a. Employees shall continue to be eligible for longevity payments for the life of this contract in accordance with existing practice, except as provided otherwise in this agreement. The longevity schedule(s) is/are appended hereto.
b. No longevity payment in October 2011
Employees hired prior to July 1, 2011 shall continue to be eligible for longevity payments for the life of the contract in accordance with existing practice, except there shall be no longevity payment in October 2011.
c. Service toward longevity
No service shall count toward longevity for the two (2) year period beginning July 1, 2011 through June 30, 2013. Effective July 1, 2013, any service accrued during that period shall be added to the service calculation for the purpose of determining eligibility and level of longevity entitlement if it would have counted when performed.
d. Employees hired on or after July 1, 2011
No employee first hired on or after July 1, 2011 shall be entitled to a longevity payment; provided, however, any individual hired on or after said date who shall have military service which would count toward longevity under current rules shall be entitled to longevity if they obtain the requisite service in the future.
D. Shift and Weekend Differential (Section 4)
a. Shift Differential
1. The night shift differential will be seventy-five cents ($0.75) per hour.
2. Those employees who have selected an alternative work schedule will not receive shift differential for any hours within the bandwidth hours of Alternative Work Schedule.
3. Employees at or below Salary Grade 24 will be eligible for shift differential. Teletrack Line Supervisors will qualify for the night shift differential provided all other eligibility criteria are met.
b. Weekend Differential
1. Weekend differential will be paid for working a full shift with the majority of shift hours falling on the weekend.
2. Weekend differential will be paid only for employees working in seven (7) day operations and only for hours worked.
3. The weekend differential will be fifty cents ($0.50) per hour.
4. Employees at or below Salary Grade 24 will be eligible for the weekend differential. Teletrack Line Supervisors will qualify for said differential provided all other eligibility criteria are met.
E. Tuition Reimbursement (Section 6)
The State will allocate for tuition reimbursement the following:
2011-2012 $200,000
2012-2013 $200,000
2013-2014 $200,000
2014-2015 $200,000
2015-2016 $200,000
Unused funds from one contract year will be carried forward into the following contract year. Unused funds at the expiration of the contract term will lapse. Tuition reimbursement will be equal to seventy-five percent (75%) of the per credit rate for undergraduate and graduate courses at the University of Connecticut, Storrs. Reimbursement can not exceed the actual cost of each course.
F. Licensing Fees (Section 7)
An employee whose job specification requires a professional license or certification as a condition of employment and who uses such license for State business will be reimbursed for the cost of such license or certification.
G. Safety Shoes (Section 9)
Employees who are required on a daily basis to wear safety shoes will receive an annual allowance of one hundred ($100) dollars.
H. On-Call/Standby Pay (Section 10)
For those employees, who are by managerial direction, assigned on-call/standby status and must be available for service and must respond if contacted, a sum of $1.25 per hour, and for holiday on-call/standby the rate will be $2.00 per hour. Notwithstanding the duration of any on-call/standby assignment, compensation will not exceed $175 per employee per week.
I. Home Office Premium (Section 12)
On or about December 1 of each contract year, employees in the following classifications who are expected to use their home to conduct State business will receive two hundred fifty ($250) dollars: Department of Agriculture - Inspector - Dairy, or Department of Agriculture - Inspector - Poultry and Livestock. These payments are to be proportionately reduced for those employees who use their home to conduct State business for less than a full year, measured from July 1 to June 30.

J. Home Garaging (Section 13)
Any employee who is required by the State to garage a State vehicle at his/her home and whose gross income is reported to be increased by the provision of an employer provided vehicle pursuant to Federal Public Law 99-44 will receive a two hundred dollar ($200) annual payment on or about January 15 of each contract year. Eligibility for the annual payment will be limited to those employees who are required to home garage a vehicle for an aggregate of ten (10) months or more between November 1 and October 31. Those employees who are required to home garage a vehicle for an aggregate of four (4) months but less than ten (10) months between November 1 and October 31 will receive a one hundred dollar ($100) annual payment on or about January 15 of each contract year.

III. TRAVEL EXPENSES AND REIMBURSEMENT (Article 25)

A. Mileage Reimbursement (Section 2)
Employees required to use his/her personal vehicle in the performance of duty will be reimbursed mileage at the U.S. General Service Administration (GSA) rate. The mileage rate will be readjusted within thirty (30) days of readjustment by the U.S. General Services Administration.
B. Auto Usage Fees (Section 5)
Employees required to utilize a personal vehicle for fifty percent (50%) of the assigned monthly work days will be paid a daily auto usage fee equal to $4.00 for each work day of required availability or $5.00 for each day of required usage, for each work day of such month which will be in addition to the mileage reimbursement. Said usage will be evaluated and paid on a monthly basis upon presentation of travel expense reimbursement.
C. Out of State Travel (Section 10)
An employee who is required to travel overnight and out of state on State business for a period of two (2) or more consecutive days will receive a $10.00 lump sum undocumented reimbursement for each day or partial day of the business trip, but will not receive any payment for the return day if the travel ends prior to 7:00 am on that day.
Premium City Supplement - The premium city supplement will be $8.00.
D. Meal Reimbursement Rates (Section 13)
Breakfast $11.00
Lunch 15.00
Dinner 26.00
E. Other Business Expenses (Section 16)
Employees will be reimbursed for gratuities to hotel/motel maids at the rate of up to two dollars ($2.00) per night for stays of three (3) or more consecutive nights.

IV. TRAINING AND PROFESSIONAL LEAVE (Article 31)

Professional leave is defined as leave to attend seminars, classes, lectures, workshops, conventions, or other related activities in aid of the development, maintenance or exchange of professional skills, techniques or experiences which clearly relate to an employee's primary job assignment or logical career progression.
Employees may request and, subject to the conditions outlined in the contract, will be granted up to ten days leave with pay per contract term for professional development. See contract for details.
Professional Development and Conference Fund (Section 6)

The State will allocate to the Professional Development and Conference Fund the following:
2011-2012 $120,000
2012-2013 $120,000
2013-2014 $120,000
2014-2015 $120,000
2015-2016 $120,000
Any unexpended funds which exist at the end of any contract year shall roll over for use
in the next succeeding year. All funds remaining at the end of the contract shall revert to
the State unless the parties agree otherwise.
Professional Development and Conference Fund (Section 7)
Employees will be entitled to a maximum of five hundred ($500) dollars per person per contract year reimbursement toward the cost of fees, travel, food, and lodging related to attendance at conferences, seminars, and programs. The fund assumes no liability for any costs incurred by an employee without prior approval by the Office of the State Comptroller.

V. MISCELLANEOUS (Article 38)

Hazardous Duty (Section 7)
The hourly pay differential which was established for certain designated job assignments or working conditions in the Department of Correction will continue under the criteria and standards for payment established in prior agreements. The hourly pay differential rate will be fifty-five cents ($0.55) per hour.

VI. JOB SECURITY

From the July 1, 2011 and through June 30, 2015 there shall be no loss of employment for P-5 bargaining unit employees hired prior to July 1, 2011, including loss of employment due to programmatic changes, subject to the following conditions:
a. Protection from loss of employment is for permanent employees and does not apply to:
i. Employees in the initial working test period;
ii. Those who leave at the natural expiration of a fixed appointment term, including expiration of any employment with an end date;
iii. Expiration of a temporary, durational or special appointment;
iv. Non-renewal of a non-tenured employee (except in units where non- tenured have permanent status prior to achieving tenure);
v. Termination of grant or other outside funding specified for a particular position;
vi. Part-time employees who are not eligible for health insurance benefits.
b. This protection from loss of employment does not prevent the State from restructuring and/or eliminating positions provided those affected bump or transfer to another comparable job in accordance with the terms of the attached implementation agreement. An employee who is laid off under the rules of the implementation provisions below because of the refusal of an offered position will not be considered a layoff for purposes of this Agreement.
c. The State is not precluded from noticing layoff in order to accomplish any of the above, or for layoffs outside July 1, 2011-June 30, 2015 time period. The Office of Policy and Management and the Office of Labor Relations commit to continuing the effectiveness of the placement and training process during and beyond the biennium to facilitate the carrying out of its purposes. The State shall continue to utilize the funds previously establishes for carrying out the State's commitments under this Agreement and to facilitate the placement and training process.

VII. SCHEDULED PAYMENT DATES

A. General Wage Increase
The general wage increase will be made centrally at the proper time. Agency staff must review the Salary Change Mass Update by Plan/Pay Group Report and the Inactive and Transferred Employees Report.
Effective Increases Pay Period Check Date
07/01/2011 0% See Sec IV A of this memo See Sec IV A of this memo
07/01/2012 0% No General Wage Increase No General Wage Increase
08/26/2013 3% 08/23/2013 - 09/05/2013 09/20/2013
07/01/2014 3% 06/27/2014 - 07/10/2014 07/25/2014
07/01/2015 3% 06/26/2015 - 07/09/2015 07/24/2015
B. Annual Increments and Lump Sum Payments for Maximum Step Employees
Annual Increments will be entered centrally at the proper time as follows:
Effective Pay Period Check Date
July 2011 No AI/No Lump Sum Payment No AI/No Lump Sum Payment
January 2012 No AI/No Lump Sum Payment No AI/No Lump Sum Payment
July 2012 No AI/No Lump Sum Payment No AI/No Lump Sum Payment
January 2013 No AI/No Lump Sum Payment No AI/No Lump Sum Payment
July 2013 08/23/2013 - 09/05/2013 09/20/2013
January 2014 12/27/2013 - 01/09/2014 01/24/2014
July 2014 06/27/2014 - 07/10/2014 07/25/2014
January 2015 12/26/2014 - 01/08/2015 01/23/2015
July 2015 06/26/2015 - 07/09/2015 07/24/2015
January 2016 12/25/2015 - 01/07/2016 01/22/2016
The agency must process these lump sum payments manually and follow the effective dates and pay periods of annual increments.

C. Safety Shoes

Effective Pay Period Check Date
07/01/2011 07/01/2011 - 07/14/2011 07/29/2011
07/01/2012 06/29/2012 - 07/12/2012 07/27/2012
07/01/2013 06/28/2013 - 07/11/2013 07/26/2013
07/01/2014 06/27/2014 - 07/10/2014 07/25/2014
07/01/2015 06/26/2015 - 07/09/2015 07/24/2015

D. Home Office Premium

Effective Pay Period Check Date
12/01/2011 11/18/2011 - 12/01/2011 12/16/2011
12/01/2012 11/16/2012 - 11/29/2012 12/14/2012
12/01/2013 11/15/2013 - 11/28/2013 12/13/2013
12/01/2014 11/14/2014 - 11/27/2014 12/12/2014
12/01/2015 11/13/2015 - 11/26/2015 12/11/2015

E. Home Garaging

Effective Pay Period Check Date
01/15/2012 12/16/2011 - 12/29/2011 01/13/2012
01/15/2013 12/14/2012 - 12/27/2012 01/11/2013
01/15/2014 12/13/2013 - 12/26/2013 01/10/2014
01/15/2015 12/12/2014 - 12/25/2014 01/09/2015
01/15/2016 12/11/2015 - 12/24/2015 01/08/2016

VIII. PAYROLL PROCEDURES

A. Split Pay Period for General Wage Increase
General wage increase effective August 26, 2013. The effective pay period is August 23, 2013 through September 5, 2013. Wages earned for August 23, 2013 through August 25, 2013 should be paid at the old rate. The wages earned for the period August 26, 2013 through September 5, 2013 should be paid at the new rate.
General wage increase effective July 1, 2014. The effective pay period is June 27, 2014 through July 10, 2014. Wages earned for the period June 27, 2014 through June 30, 2014 should be paid at the old rate. The wages earned for the period July 1, 2014 through July 10, 2014 should be paid at the new rate.
General wage increase effective July 1, 2015. The effective pay period is June 26, 2015 through July 9, 2015. Wages earned for the period June 26, 2015 through June 30, 2015 should be paid at the old rate. The wages earned for the period July 1, 2015 through July 9, 2015 should be paid at the new rate.
B. Implementation of General Wage Increases
New pay plans will be implemented centrally with the new hourly rate and bi-weekly salary effective with the pay period, at the proper time.
C. Payment of Lump Sum - (Maximum Step)
On the Timesheet Page: Amount; Time Reporting Code XMISP
On the Additional Pay Page: Amount; Earnings Code MPS
These lump sum payments are subject to mandatory deductions; i.e., federal withholding and state income tax annualized, social security tax, retirement contributions, and garnishments (if applicable).
D. Shift Differential
On the Timesheet Page: Hours; Shift 1; Account 50180 or Hours; Shift 2
(Time and a Half); Account 50180 or Amount; Shift 3; Account 50180
On the Additional Pay Page: Hours or Amount; Earnings Code SD1 (Shift 1); Account 50180 or Hours or Amount; Earnings Code SD2 (Shift 2); Account 50180 or Amount; Earnings Code SD3 (Shift 3); Account 50180
E. Shoe Allowance
On the Timesheet Page: Amount; Time Reporting Code XSHUA
On the Additional Pay Page: Amount; Earnings Code SHU
F. On-Call/Standby Pay
On the Timesheet Page: Units; Time Reporting Code XOCBH
On the Additional Pay Page: Amount; Earnings Code OCA or Units; Earnings Code OC1
G. Home and Office Premium
On the Timesheet Page: Amount; Time Reporting Code XHOMA
On the Additional Pay Page: Amount; Earnings Code HOM
H. Home Garaging
On the Timesheet Page: Amount; Time Reporting Code XFRBA
On the Additional Pay Page: Amount; Earnings Code FRB
I. Auto Usage Fee
On the Timesheet Page: Amount; Time Reporting Code XAUTA
On the Additional Pay Page: Amount; Earnings Code AUT
J. Hazardous Duty
On the Timesheet Page: Units; Time Reporting Code XHDCH
On the Additional Pay Page: Amount; Earnings Code HDA or Units; Earnings Code HD3
K. Tuition Reimbursement - Union Fund
All pre-approved tuition reimbursement requests must be submitted to the Comptroller's Office, Management Services Division, Tuition and Travel Unit, on a CO-101 form, Application for Tuition Reimbursement. A receipt of payment and a copy of grades for courses taken should be attached to the CO-101 form. Tuition reimbursement requests without proper back-up documentation will be returned.

Note: Reimbursements cannot be made until the release of funding by the Office of Policy and Management. In the past, this funding was not made available to coincide with the implementation date of the contract provision. Please expect delays in reimbursements at the beginning of contract years.
L. Conference Reimbursement - Union Fund

Employees must complete Travel Authorization (CO-112) Form and submit to appropriate agency personnel for processing. The authorized CO-112 and back- up materials must be sent to the Comptroller's Office, Management Services Division, Tuition and Travel Unit, for review and approval.

After attending the conference, the employee must submit the reimbursement request on an Employee Payroll Reimbursement Form, CO-17XP-PR to the Comptroller's Office, Tuition and Travel Unit. Appropriate receipts must be attached to the CO-17XP-PR.

IX. GENERAL

Questions may be directed as follows:
Contract Interpretation: Agency Human Resources Officers;
Memorandum Interpretation: Office of the State Comptroller, Fiscal Policy Statewide Services Unit, (860) 702-3440.
Payroll Procedures: Office of the State Comptroller, Payroll Services Division,
(860) 702-3447;
Tuition Reimbursement: Office of the State Comptroller, Management Services Division, (860) 702-3334.

KEVIN LEMBO
STATE COMPTROLLER

KL:ED

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