COMPTROLLER'S SEAL STATE OF CONNECTICUT
STATE OF CONNECTICUT
NANCY WYMAN
COMPTROLLER
OFFICE OF THE STATE COMPTROLLER
55 ELM STREET
HARTFORD, CONNECTICUT 06106-1775
MARK OJAKIAN
DEPUTY COMPTROLLER

MEMORANDUM NO. 95 - 35

May 26, 1995

TO THE HEADS OF ALL STATE AGENCIES

Attention: Chief Administrative Officers and Fiscal Officers,
Business Managers, and Payroll and Personnel Officers
Subject: Hours of Work, Deferred Annual Increments, Tuition, and Professional Development Issues for Members of the Administrative and Residual P-5 Bargaining Unit
  1. AUTHORITY

    The collective bargaining agreement reached between the State and the Administrative and Residual Employees Union, which was approved by the State legislature in April 1995.

  2. ARTICLE 16 - HOURS OF WORK

    1. Section one. (a) The standard workweek for all full-time employees will be thirty-five (35) hours, normally Monday through Friday, seven (7) hours per day between the hours of 8:00 a.m. and 5:00 p.m.

      Effective July 1, 1995 and each July 1 thereafter through July 1, 1998, the standard workweek will be increased by one hour and fifteen minutes (1:15) until the standard workweek reaches forty (40) hours per week, commencing July 1, 1998.

      Effective July 1, 1995 and each subsequent July 1 through July 1, 1998, schedules which vary from the standard workweek will be increased as set forth above.

    2. Implementation of the change in hours worked will require the following:

      • The change in time accruals will occur between pay periods. Agency staff must calculate the base pay amount each year of the contract for the first pay period in July.

    3. Pay Period beginning June 23, 1995, ending July 6, 1995

      From June 23, 1995 through June 30, 1995 the work day is seven hours. Effective July 1, 1995 the seven and one-quarter hour work day begins.

    4. Calculation of Accruals after July 1, 1995

      The Department of Administrative Services, Personnel Division, will be issuing tables showing the accrual hours for each year of the contract.

  3. ARTICLE 24 - COMPENSATION

    1. Section One. General Wage Increase. The salary schedule in effect on June 30, 1995 will remain in effect until June 30, 1999, except that said schedule will be amended to reflect annual, daily and bi-weekly rates that conform to and reflect the schedule changes as set forth in Article 16 (as outlined in Section II of this memorandum).

      For each year of this Agreement, commencing July 1, 1995, employees who are on the maximum step of the salary schedule, who receive no annual increment, will receive a lump sum payment. Said payment will be made on the date when the annual increments are paid.

    2. Section Two. Annual Increments.

      1. Employees will continue to be eligible for and receive annual increments during the term of this contract in accordance with existing practice, except as noted in (2 and 3) below.

      2. There will be no payment of the annual increment for the contract year 1994-95.

      3. Effective July 1, 1995 and continuing through January 1999, the annual increment payment will be delayed by three months and paid accordingly in the pay period including October 1 and April 1 respectively. This provision will expire automatically after April 1, 1999. Annual Increments will be entered centrally for agencies on the automated CSEIS and APS interface at the proper time as follows:

        Pay Period Check Date
        October 1995 9/29/95 - 10/12/9510/27/95
        April 1996 3/29/96 - 4/11/96 4/26/96
        October 1996 9/27/96 - 10/10/96 10/25/96
        April 1997 3/28/97 - 4/10/97 4/25/97
        October 1997 9/26/97 - 10/9/97 10/24/97
        April 1998 3/27/98 - 4/9/98 4/24/98
        October 1998 9/25/98 - 10/8/98 10/23/98
        April 1999 3/26/99 - 4/8/99 4/23/99

    3. Section Six. Tuition Reimbursement. Effective the contract year commencing July 1, 1995 and each contract year thereafter during the term of this contract the State will allocate for tuition reimbursement the following:

      July 1, 1995 July 1, 1996 July 1, 1997 July 1, 1998
      $ 105,000 $ 105,000 $ 105,000 $ 105,000

      These funds may be used in accordance with established policy and practice. The parties may vary the method or amount of an individual's payment in a manner determined to be mutually beneficial.

      Unused funds from one contract year may be carried into the following contract year by mutual agreement of the parties.

      The State will honor reimbursement claims submitted by the unit employees for the contract year 1994-95, if such claims meet the contractual standards, and to the extent that the aggregate of such claims will not exceed the permissible limitations. Because there is no identified "fund" for contract year 1994-95, there will be no roll over of unexpended funds into contract year 1995-96.

    4. Section Nine. Annual Shoe Allowance remains at $60 payable July of each contract year.

  4. ARTICLE 31 - TRAINING AND PROFESSIONAL LEAVE

    1. Section Five. (a) 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.

      (c) Employees may request and, subject to the conditions outlined herein, will be granted up to ten (10) days leave with pay per contract term for professional development.

    2. Section Six. Professional Development and Conference Fund

      Effective July 1, 1995 and each contract year thereafter, the State will allocate to the professional development fund the following:

      July 1, 1995 July 1, 1996 July 1, 1997 July 1, 1998
      $ 60,000 $ 60,000 $ 60,000 $ 60,000

      The State will honor reimbursement claims submitted by unit employees for the contract year 1994-95, if such claims meet the contractual standards, and to the extent that the aggregate of such claims will not exceed the permissible limitations. Because there is no identified "fund" for contract year 1994-95, there will be no roll over of unexpended funds into contract year 1995-96.

  5. PAYROLL AND ACCOUNTS PAYABLE PROCEDURES

    1. Changes to Hours of Standard Work Week

      1. First Pay Period of Contract Year

        1. Agency payroll staff must calculate and manually adjust the master file for the change in hours worked and new base pay amount to reflect the additional hours worked for employees with a Monday to Friday work schedule as follows:

        Old Rate

        New Rate
        Standard Work #
        Hours Worked
        Bi-Weekly
        Split Pay 1995 June 23 - 30 July 1 - 671
        Period 1996 June 21 - 30 July 1 - 4 73.5
        1997 June 20 - 30 July 1 - 3 75.75
        1998 June 19 - 30 July 1 - 2 78 *
        * The new standard work week of 80 hours bi-weekly will begin the second pay period of July 3 through July 16, 1998 (check date July 31, 1998).
        1. The hours worked times the rate of pay will be the base pay amount for the first pay period in the contract year. Since July 1, 1995 is not the first day of a pay period, salary payments for the period (6/23/95 through 7/6/95) must be split. They should be processed as follows:

          1. One ZT transaction showing the hours worked from 6/23/95 through 6/30/95 and the rate. Note: This first transaction should also override Auto Pay if necessary -- place a "#" in the OR CD field.

          2. One ZT transaction showing the hours worked from 7/1/95 through 7/6/95 and the rate.

      2. Second Pay Period of Contract Year

        1. Agencies with Automated Connecticut State Employees Information System (CSEIS) & Automated Personnel System (APS) Interfaces

          New pay plans will be implemented centrally with the new standard work week for the second pay period of the contract year.

          Agency payroll staff must ensure that the employee's master file (hours worked and rate of pay) is properly coded.

          CSEIS And APS will provide employee's hourly rate and new bi-weekly salary. For those employees currently on the 70 hour bi-weekly pay plan, the Comptroller's Office will adjust the employee's hours to reflect their new hours as 72.5 as part of the interface processing.

          On the second pay period of each fiscal year of the contract the automated interface will update the affected agencies employees' masterfile records for base bi-weekly pay and standard work hours.

          Each year of the contract, agency payroll staff must ensure their employees' records are recorded properly.

        2. All Other Agencies

          For the pay period July 7, 1995 through July 20, 1995 check date August 4, 1995, the hours worked must be manually input on Screen: 160. Change Normal Hours to 72.50 and Normal Salary to the salary from the new pay plan issued by the Department of Administrative Services. Each subsequent year this adjustment must be made to reflect the new base hours and bi-weekly salary.

        Entering New Salary Amounts on Bi-Weekly Payroll

        1. Forms: Form 1001; Change hours and salary.

        2. On-Line: Screen 160; Same as above.

        3. Remote Job Entry: RA/NA Transaction; Same as above.

    2. Annual Increments

      Annual increments will be entered centrally at the proper time as indicated in Section III. B (3) of this memorandum.

      Payment of Maximum Step Bonus

      1. Forms: Form 1004; R1; Amount; DOE Code 18.

      2. On-Line: Screen 381-382; Same as above.

      3. Remote Job Entry: ZT Transaction; Same as above.

    3. Tuition Reimbursements and Training and Professional Leaves from 9916 Funds
      1. Payments for the 1994-95 fiscal year:

        1. Tuition Reimbursements

          Submit all pre-approved tuition reimbursement requests to the Comptroller's Business Office after July 1, 1995 as follows:

          1. Complete the Employee Voucher Form, CO-17XP.

          2. Attach a copy of the Application for Tuition Reimbursement, PERT-1; a copy of the paid tuition bill and a copy of grades for courses taken.

            Tuition reimbursement requests without proper backup documentation will be returned.

        2. Travel Authorization for 9916 Funds

          Requests should be submitted after July 1, 1995 to the Comptroller's Special Services Division as follows:

          1. Mark in the upper right hand corner FY 95, in red.

          2. FY 95 requests will be processed on a first-in, first-out basis with the FY 96 requests.

          3. All requests will be processed until funding is depleted. Upon depletion of the fund, all subsequent requests will be denied and cannot be resubmitted.

        3. Travel Reimbursements for 9916 Funds

          Submit request for reimbursements to the Comptroller's Business Office after July 1, 1995 as follows:

          1. Complete the Employee Voucher form, CO-17XP.

          2. Attach a copy of the approved Travel Authorization, CO-112.

          3. Attach receipts, if applicable.

          Please 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 reimbursement at the beginning of contract years.

  6. GENERAL

    Questions may be directed as follows:

    Payroll Procedures: Central Payroll 566-4258

    Contract Interpretation: Agency Personnel Officers

    Tuition and Professional Development: 566-3689

    Memorandum Interpretation: Accounting Systems, 566-4265

NANCY WYMAN
STATE COMPTROLLER

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