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. 96-14

March 22, 1996

TO THE HEADS OF ALL STATE AGENCIES

Attention:Chief Administrative and Fiscal Officers, Business Managers, and Payroll and Personnel Officers
Subject: Bi-weekly Salary Increases, Lump Sum Payments and Annual Increments, Hours of Work, Tuition Reimbursement for Administrative Clerical NP-3 Bargaining Unit Employees
  1. AUTHORITY

    The collective bargaining agreement between the State of Connecticut and the Administrative Clerical NP-3 bargaining unit for the period July 1, 1994 through June 30, 1999, which was approved by the Legislature on March 18, 1996.

  2. ARTICLE 17 - HOURS OF WORK

    1. Section One. (d) Effective April 26, 1996 the standard workweek will be increased by one hour and fifteen minutes (1:15) to thirty-six and one-quarter (36.25) hours per week. Effective June 21, 1996, June 20, 1997, and June 19, 1998, the standard workweek will be increased by an additional one hour and fifteen minutes (1:15) each year so that the standard workweek will be forty (40) hours per week, commencing on June 19, 1998.

      Nonstandard schedules and/or schedules which vary from the standard workweek will be increased as set forth above.

      The monthly accrual of vacation and sick leave will be earned on the basis of the increased length of the standard workday starting with the first full calendar month after each increase. For the increase in the standard work week effective 4/26/96, accruals would be adjusted with accruals earned in May 1996. The crediting of personal leave will reflect the length of the standard workday as of January 1 of each calendar year.

  3. ARTICLE 26 - COMPENSATION

    1. The salary schedule will be adjusted to reflect annual, daily and biweekly rates that conform to the work schedule changes as set forth in Article 17.

    2. Bi-weekly Salary Increases Additionally, the following increases will be effective:
    Increase Effective Date
    2.0% of Base Salary December 20, 1996
    2.0% of Base Salary December 19, 1997
    2.0% of Base Salary January 1, 1999
    1. Lump Sum Payment

      A lump sum payment of $500 will be paid to each active employee (full time and part time) on payroll as of March 18, 1996. Employees who are on approved leaves of absence or workers compensation on March 18, 1996 will receive the $500 lump sum payment upon their return to active paid service provided they return prior to March 31, 1997.

    2. 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. The annual increment payment will be delayed by three months for the 1995-96 contract year and paid accordingly in the pay period including October

        1, 1995 and April 1, 1996 respectively. The annual increment will be delayed by five months for the 1996-97, 1997-98 and 1998-99 contract years and paid accordingly in the pay periods which include December 1 or June 1 of those contract years.

        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 3/15/96 - 3/28/96 4/12/96
      April 1996 3/29/96 - 4/11/96 4/26/96
      December 1996 11/22/96 - 12/5/96 12/20/96
      June 1997 5/23/97 - 6/5/97 6/20/97

      Pay Period Check Date
      December 1997 11/21/97 - 12/4/97 12/19/97
      June 1998 5/22/98 - 6/4/98 6/19/98
      December 1998 11/20/98 - 12/3/98 12/18/98
      June 1999 5/21/99 - 6/3/99 6/18/99
      1. The State will be paying the Annual Increments that are past due on check date April 12,

        1996 retroactively, for those employees who were entitled to an annual increase on October 1, 1995. The effective date of this step increase will be September 29, 1995.

    3. Pay Differential - (no change from previous contract)
    Article 26 Differential Hourly Rate
    Section 4 Night Shift .65
    Section 5 Weekend .40
    Section 10 Hourly Pay* .55
    1. *For certain designated job assignments or working conditions in specified agencies. (See Article 26, Section 10 of the contract).

    2. Annual Skill Premium (EMTs) - (no change in rate)

      On or about December 1 of each contract year, the State will pay a $400 annual skill premium to each employee who is certified as an EMT, and has volunteered and been designated by the agency to provide such services at his/her work location during the prior contract year.

    3. Interpreting Assignments

      Rates of additional compensation provided to eligible clerical employees for performing sign language interpreting assignments (Item 456-Q) or performing Spanish interpreting assignments (Item 442-Q) will be revised to reflect salary groups and rates as of January 1, 1996 and will be implemented effective May 24, 1996. Please include the applicable compensation in payroll amounts paid with the pay period May 24, 1996 through June 6, 1996 (check date June 21, 1996).

    4. Travel Reimbursement - (no change from previous contract)

      An employee who is required to remain away from home overnight in order to perform the regular duties of his/her position will be reimbursed for meals, lodging and miscellaneous expenses authorized in accordance with the Standard State Travel Regulations.

      The maximum meal reimbursement rates will be as follows:

    Breakfast $ 5.00
    Lunch 7.00
    Dinner 16.00
  4. ARTICLE 11A - TUITION AND CONFERENCE FUNDS
    1. Section One. Conference Fund

      Effective with the 1995-96 contract year and each contract year thereafter, the State will allocate to the conference fund the following:

    July 1, 1995 July 1, 1996 July 1, 1997 July 1, 1998
    $ 20,000 $ 20,000 $ 20,000 $ 20,000
    1. Unexpended funds from one fiscal year will carry over to the next fiscal year. The conference fund will expire on expiration of this contract.

    2. Section Two. Special Programs Fund

      Effective with the 1995-96 contract year and each contract year thereafter, the State will allocate to the special programs fund the following:

    July 1, 1995 July 1, 1996 July 1, 1997 July 1, 1998
    $ 12,500 $ 12,500 $ 12,500 $ 12,500
    1. Unexpended funds from one year may be carried over to the next year but not beyond June 30, 1999, or will be transferred to the tuition reimbursement account at the Union's request.

    2. Section Three. Tuition Reimbursement Effective with the 1995-96 contract year 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
    $ 125,000 $ 125,000 $ 125,000 $ 125,000

    These funds may be used in accordance with established policy and practice.

    Unexpended funds from one fiscal year will be carried over into the following fiscal year. The tuition reimbursement will expire on the expiration of the contract.

    A supplemental amount of $39,375 will be appropriated for tuition reimbursement in each contract year beginning with the 1995-96 contract year. The supplemental amount will expire on June 30, 1999 and will not be added to the base amount of $125,000.

    Applications for tuition reimbursement for Summer 1994, Fall 1994 and Spring 1995 will be returned to the forwarding agencies with the understanding that there are no funds available.

    Applications for tuition reimbursement for Summer 1995 and Fall 1995 should be, if they have not already been, forwarded to the Comptroller's Business Office. Payments will be made once funding is available.

  5. ARTICLE 13 - SENIORITY

     

    1. Longevity Purposes

      Currently, the calculation of years of service for purposes of longevity will be based on seniority defined as an employee's length of continuous State service, including paid leave and war service. Effective October 1, 1996, the calculation of service for purposes of longevity benefits will be based on total State service, including paid leave and war service.

  6. ARTICLE 38 - MISCELLANEOUS (no change from previous contract)

     

    1. Uniform and Equipment

      During the life of the agreement, the State will not increase the cost to employees for uniforms and equipment.

      The Employer will once a year reimburse hearing reporters for supplies, service and cleaning for personally owned machines, up to a maximum of $50.00 per year.

    2. Meals and Housing - (no change from previous contract)

      1. Rates charged to employees for meals:
      Breakfast $1.00
      Lunch 1.50
      Dinner 1.50
      1. Housing: Employees occupying State-owned housing will be charged a rental amount equal to the

        rental value of the housing. For housing located on

        the grounds of State institutions, the rental value will be defined as 70% of the 1987 appraised fair market value. For other state-owned housing, the rental value will be defined as 100% of the 1987 appraised fair market value.

  7. SCHEDULED PAYMENT DATES

     

    1. Bi-weekly Salary Increases (General Wage Increase)
    Salary Increases Pay Period Check Date
    2.0% of Base Salary 12/20/96-1/2/97 1/17/97
    2.0% of Base Salary 12/19/97-1/1/98 1/16/98
    2.0% of Base Salary 1/1/99-1/14/99 1/29/99

    1. Lump Sum Payment

      Include in the pay period March 1 through March 14, 1996 (check date March 29, 1996), a $500 lump sum payment. (See Section III-C of this memorandum for eligibility requirements.) If it is determined that an eligible employee was not paid the lump sum payment in the check dated March 29, 1996, this payment may be made in the next pay cycle (check date April 12, 1996). Lump sum payments are subject to mandatory deductions; i.e., federal withholding tax and state income tax annualized, social security tax, retirement contributions, and garnishments (if applicable).

    2. Annual Skill Premium (EMTs)
    Effective Date Pay Period Check Date
    December 1, 1996 11/22/96-12/5/96 12/20/96
    December 1, 1997 11/21/97-12/4/97 12/19/97
    December 1, 1998 11/20/98-12/3/98 12/18/98
  8. PAYROLL AND ACCOUNTS PAYABLE PROCEDURES

     

    1. Changes to Hours of Standard Work Week

      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.

        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 first 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 April 26 through May 9, 1996 (check date May 24, 1996) 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 change in bi-weekly hours adjustment must

        be made to reflect the new base hours and bi-weekly salary, as follows:

      Effective Date Pay Period Check Date
      6/21/96 6/21 - 7/4/96 7/19/96
      6/20/97 6/20 - 7/3/97 7/18/97
      6/19/98 6/19 - 7/2/98 7/17/98
      1. Entering New Hours 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. Entering New General Wage Increase on Bi-Weekly Payroll

      1. Forms: Form 1001; Change Rate and Salary.

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

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

    3. Lump Sum $500

      The lump sum payment will be entered centrally effective with the pay period March 1 through March 14, 1996 (check date March 29,1996) using D/OE 21 Miscellaneous Earnings and Major-Minor 01-010. The agency payroll staff must review the Employee's Masterfile to ensure an employee's eligibility for the lump sum payment.

      The following criteria must be met:

      - the employee must be an active employee.

      - the employee's payroll record must be coded with Union Code 03 and Bargaining Unit Code 07.

    4. Annual Increments

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

      Payment of Retroactive Annual Increment

      Agency payroll staff must calculate and enter the retroactive amounts due as follows:

      1. Forms: Form 1004; R1; Amount; D/OE Code 10.

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

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

    5. Skill Premium (EMTs)

      If the payment for December 1, 1994 and December 1, 1995 has not been made, include in the payroll amounts paid with the pay period March 15 through March 28, 1996 (check date April 12, 1996). These lump sum payments are subject to mandatory deductions; i.e., federal withholding tax and state income tax annualized, social security tax, retirement contributions, and garnishments (if applicable).

      1. Forms: Form 1004, D/OE 24

      2. On-Line: Screen 381, same as above

      3. Remote Job Entry: ZT transaction, same as above.

    6. Tuition Reimbursements

      1. Payments for the 1995-96 fiscal year:

        Submit all pre-approved tuition reimbursement requests to the Comptroller's Business Office 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 grades

          for courses taken.

          Tuition reimbursement requests without proper backup documentation will be returned.

      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 reimbursements at the beginning of contract years.

    7. Housing Payments

      Existing payroll procedures will apply. For coding instructions, please refer to the Comptroller's Statewide Payroll System Procedures Manual as follows:

      1. Plus Maintenance - Appendix 1, Other Earnings, Page. AP1.8; or

      2. Rent - Appendix 2, Deductions, Page AP2.72.

  9. GENERAL

    Questions may be directed as follows:

    Payroll Procedures: Payroll Services, 566-5428

    Remote Job Entry: Financial Information Systems, 566-3214

    Contract Interpretation: Agency Personnel Officers

    Tuition and Professional Development: 566-3689

    Memorandum Interpretation: Policy Evaluation and Review, 566-4265

NANCY WYMAN
STATE COMPTROLLER

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