Date: February 27, 2015 Code: TECHNICAL LETTER HR/Salary From: Evelyn Nazario Theresa Hines

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1 Date: February 27, 2015 Code: TECHNICAL LETTER To: Human Resources Officers Payroll Managers From: Evelyn Nazario Theresa Hines Associate Vice Chancellor Director, HRPPDOS Human Resources Management & CO HR Services Human Resources Management Subject: FY 2014/15 Salary Program for the Union of American Physicians and Dentists (UAPD Unit 1) Employees Colleagues: We are pleased to forward you information regarding salary program provisions pursuant to the agreement reached between the California State University and the Union of American Physicians and Dentists for fiscal year 2014/15. The HR technical letter () and processing instructions that will be distributed to your HR staff are attached. Please contact us if you have any questions or concerns. Warm regards, Evelyn and Theresa

2 Office of the Chancellor 401 Golden Shore, 4 th Floor Long Beach, CA hradmin@calstate.edu Date: February 27, 2015 Code: TECHNICAL LETTER To: Human Resources Officers Payroll Managers From: Evelyn Nazario Theresa Hines Associate Vice Chancellor Director, HRPPDOS Human Resources Management & CO HR Services Human Resources Management Subject: FY 2014/15 Salary Program for the Union of American Physicians and Dentists (UAPD Unit 1) Employees Summary: This technical letter provides information regarding salary program provisions pursuant to the agreement reached between the California State University and the Union of American Physicians and Dentists for fiscal year 2014/15. Action Item(s): Implement new salary provisions effective July 1, Affected Employee Group(s)/Unit(s): Eligible UAPD (Unit 1) employees Details: Pursuant to the Memorandum of Understanding (MOU) between the California State University (CSU) and the California Federation of the Union of American Physicians and Dentist (UAPD), ratified by the CSU Board of Trustees on January 28, 2015, salary program provisions for FY 2014/15 are provided below: Salary Program effective July 1, 2014: 3% General Salary Increase Salary range minimums increased by 10% Salary range maximums increased by 3% Detailed Information for Salary Provisions: General Salary Increase (GSI): Bargaining unit members in active status or on leave as of July 1, 2014, are eligible for the 3% GSI. The increase shall be paid pro-rata to employees who are less than full-time, including hourly intermittent and per diem employees. Bargaining unit members appointed at the campus on or after July 2, 2014, whose appointment salary rate is at or above the new salary range minimum as of July 1, 2014, are not eligible to receive the GSI unless the offer of appointment includes contingency language calling for the application of any negotiated increase. GSI increases for bargaining unit members in ten (10) month assignments during fiscal year 2013/2014, who were in an inactive payroll or separated status as of July 1, 2014, shall be brought to the new salary range minimum and given the 3% General Salary Increase effective upon their subsequent return to active payroll status or reappointment in fiscal year 2014/2015. GSI increases for other eligible employees in non-pay status as of July 1, 2014, (e.g., on leave) will be processed manually by the respective campus effective the date the employee returns to active pay status. Distribution: CSU East Bay President Cal Maritime Academy President Vice Chancellor, Human Resources All Campus Vice Presidents Associate Vice Presidents/Deans of Faculty Budget Officers

3 Page 2 of 3 Campuses are responsible for processing salary increases to the new salary range minimum and the GSI increase, as appropriate, and can begin keying increases as early as February 25, Increases must be processed by no later than March 20, 2015, the State Controller s Office (SCO s) master payroll cutoff date for March 2015 pay period (April 1, 2015 issue date.) Base salary increases will be reflected in the March 2015 pay period warrant. It is anticipated that retroactive salary adjustments will typically issue within five or more business days from the date the salary transaction is keyed. Employees on Military Leave receiving a Military Difference in Pay CSU salary supplement should have the difference between the CSU salary and military pay recalculated based on the employee s new salary rate, pursuant to the CSU policy. Campuses are responsible for completing this manual process. Equity Increase Program: Pursuant to the MOU, the President may establish an equity increase program for fiscal year 2014/15 and/or 2015/16. The President shall determine the amount of funds, if any, to be devoted to the equity program in either year, and the effective date of any such equity increases. Rehired annuitants shall not be eligible for an equity award under this program. Salary Ranges: The salary range minimums for all UAPD classifications will be increased by 10%, effective July 1, The salary range maximums for all UAPD classifications will be increased by the General Salary Increase amount, effective July 1, The updated salary schedule will be available on the CSU web site ( on February 25, Salary Increase Rounding Considerations: Monthly based-on salary rates must be rounded to the nearest whole dollar. Campuses are responsible for ensuring that the manually processed increases are applied uniformly and consistently by using the same rounding logic. To assist campuses in this effort, the SCO s mass update program logic has been adopted for this purpose. The program adds fifty cents to the existing dollar amount and then truncates the cents in order to create a new whole dollar amount. Actual salary rates are derived by the payroll system by multiplying the based-on salary rate by the time base fraction, which (based upon the time base fraction), could cause individual actual monthly salary rates to result in amounts with dollars and cents. Examples for processing the 3% GSI are provided as follows: Example #1: $4,020 x 1.03 = $4, = $4, New monthly based-on rate = $4,141.00* (*cents are truncated to create whole dollar amount) Example #2: $2,715 x 1.03 = $2, = $2, New monthly based-on rate = $2,796.00* (*cents are truncated to create whole dollar amount) The SCO s GSI mass update program rounds individual hourly rates to two decimal places from the whole dollar amount. Campuses are responsible for ensuring that manually processed GSI s are applied uniformly and consistently by using the same rounding logic. Examples for processing the 3% GSI for hourly rate classifications are provided as follows: Example #1: $10.00 x 1.03 = $10.30 = $10.30 Example #2: $11.85 x 1.03 = $ = $12.21

4 Page 3 of 3 The following processing instructions are provided in Attachment A: Salary Increase Program I Increase to New Salary Range Minimum Salary Increase Program II General Salary Increase Salary Increase Program III Equity Increase Program Please direct questions regarding this technical letter as follows: PIMS processing instructions CSU Audits representative at the SCO CMS Baseline processing instructions CMS liaison for Systemwide HR at (562) Collective bargaining aspects Labor Relations at (562) All other questions Human Resources Management at (562) This document is available on the Human Resources Management s Web site at: EN/DTH/vk Attachment

5 PROCESSING INSTRUCTIONS SALARY INCREASE PROGRAM I Increase to New Salary Range Minimum PAY SCALES IMPACT: Change Summary: Increase the salary range minimums by 10% Class Code(s): CBID: R01 Pay Scales Effective Date: July 1, 2014 Date in Production: February 20, 2015 Pay Letter: EMPLOYMENT HISTORY (EH)/PAYROLL IMPACT: Processing Responsibility: Campus Processing Date(s): February 25, 2015 March 20, 2015 Effective Date: July 1, 2014 PIMS Transaction: CRO Detailed Transaction Code (Item 719): n/a EH Remarks (Item 215): HR/SA Pay Amount: Will vary based upon amount needed to bring up to new salary range minimum. Pay Form: Base salary increase Assigned Salary Rate (Item 820): On Line G enter: 820 / XXXXX.XX where the salary reflects one of the following: Monthly Rate = Based-on salary (regardless of time base); Hourly Rate = salaries that are based on hourly rates. Employees on Leave/Inactive Payroll Status: Increases are effective 7/01/2014 for employees on NDI supplementing with Catastrophic Leave (S49 Transaction, Item 957 = 40) on 7/01/2014. Increases for other employees on leave (non-pay status) are to be keyed by the campus via CRO transaction, effective the date the employee returns to active pay status. Post the CRO transaction subsequent to (e.g., on top of) the reinstatement from leave transaction. Refer to HR for information on employees on Military Leave receiving a Military Difference in Pay. Additional Information: Process the CRO transaction prior to the GEN transaction to bring the employee to the new salary range minimum. If an employee s base salary is at or above the new salary range minimum prior to receiving the General Salary Increase, then do not process a CRO transaction. CMS PROCESSING INFORMATION: Workforce Administration: Action Reasons: CRO: PAY/MOU-Pay Rate Change/Memorandum of Understanding Effective Date: 7/01/2014 Union Code: R01 Empl History Remarks: HR/SA Comp Rate (Item 820): Update as instructed above

6 Temporary Faculty: Benefits: Time and Labor: Absence Management: Labor Cost Distribution: Additional Instructions: Employees on Leave: Increases are effective 7/01/2014 for employees on NDI supplementing with Catastrophic Leave (S49 Transaction, Item 957 = 40 (Action/ Reasons: STD/ND3-Short Term Disability with PAY/NDI, Catastrophic Leave or STD/ND4-Short Term Disability with PAY/NDI, New NDI Period Cat Leave)) on 7/01/2014. Increases for other employees on leave (non-pay status) are to be keyed by the campus via CRO (PAY/MOU) transaction, effective the date the employee returns to active pay status. Post the CRO (PAY/MOU) transaction subsequent to (e.g., on top of) the reinstatement from leave transaction. Refer to HR for information on employees on Military Leave receiving a Military Difference in Pay. Additional Information: Process the CRO (PAY/MOU) transaction prior to the GEN (PAY/GSI) transaction to bring the employee to the new salary range minimum. If an employee s base salary is at or above the new salary range minimum prior to receiving the General Salary Increase, then do not process a CRO (PAY/MOU) transaction.

7 PROCESSING INSTRUCTIONS SALARY INCREASE PROGRAM II General Salary Increase (GSI) PAY SCALES IMPACT: Change Summary: Increase the salary range maximums by 3% Increase the individual salary rates of employees by 3% Class Code(s): All Unit 1 classifications CBID: R01 Pay Scales Effective Date: 07/01/2014 Date in Production: February 20, 2015 Pay Letter: EMPLOYMENT HISTORY (EH)/PAYROLL IMPACT: Processing Responsibility: Campus Processing Date(s): February 25, 2015 March 20, 2015 Effective Date: 07/01/2014 PIMS Transaction: GEN Detailed Transaction Code (Item 719): EH Remarks (Item 215): HR/SA Pay Amount: 3% Pay Form: Base salary increase Lump Sum Earnings ID: Employees on Leave/Inactive/Payroll Status: Increases are effective 07/01/14 for employees on NDI supplementing with Catastrophic Leave (S49 Transaction, Item 957 = 40) on 07/01/14. Increases for other employees on leave (non-pay status) are to be keyed by the campus via GEN transaction, effective the date the employee returns to active pay status. Post the GEN transaction subsequent to (e.g., on top of) the reinstatement from leave transaction, OR, post the CRO transaction subsequent to (e.g., on top of) the reinstatement from leave transaction, if applicable. Increases for employees in 10 month assignments during fiscal year 2013/14, who were on inactive payroll status effective July 1, 2014, (PIMS = S46 [ Roll Code 9 ] transaction), are to be keyed by the campus via GEN transaction effective the date the employee returns to active pay status (PIMS = A68 transaction) Refer to HR for information on employees on Military Leave receiving a Military Difference in Pay. Additional Information: All employees who are active as of 07/01/14 will receive the GSI via GEN transaction. The GSI will be applied pro-rata for employees who are less than full-time. Increases for employees in 10 month assignments during fiscal year 2013/14, who were separated (PIMS = Sxx transaction), are to be keyed by the campus via GEN transaction effective the date the employee is reappointed (PIMS = Axx.) Post the GEN transaction subsequent to (e.g., on top of) the return from inactive payroll status or reappointment transaction, as

8 appropriate. If the employee salary must first be brought to the new salary range minimum, post the GEN transaction subsequent to (e.g., on top of) the CRO transaction. Campuses to key correction transactions to any subsequent salary increase transactions. In order to assist campuses in identifying employees whose appointment expiration date is prior to 7/01/2014, CIRS Compendium Report F95, Cycle 1403 is available as of February 23, 2015 for campus reference and verification. CMS PROCESSING INFORMATION: Workforce Administration: Salary Schedule Load provided by HR Data Operations to CMS on 02/10/15. Action Reason: PAY/GSI (GEN: Pay Rate Change/General Salary Increase) Effective Date: 07/01/14 or date returned to active pay status Union Code: R01 Empl History Remarks (Item 215): HR/SA Temporary Faculty: Benefits: Time and Labor: Absence Management: Labor Cost Distribution: Additional Instructions: Employees on Leave: Increases are effective 07/01/14 for employees on NDI supplementing with Catastrophic Leave (S49 Transaction, Item 957 = 40 (Action/ Reasons: STD/ND3-Short Term Disability with PAY/NDI, Catastrophic Leave or STD/ND4-Short Term Disability with PAY/NDI, New NDI Period Cat Leave)) on 07/01/14. Increases for other employees on leave (non-pay status) are to be keyed by the campus via GEN (PAY/GSI) transaction, effective the date the employee returns to active pay status. Post the GEN (PAY/GSI) transaction subsequent to (e.g., on top of) the reinstatement from leave transaction, OR, post the CRO (PAY/MOU) transaction subsequent to (e.g., on top of) the reinstatement from leave transaction, if applicable. Increases for employees in 10 month assignments during fiscal year 2013/14, who were on inactive payroll status effective July 1, 2014, (PIMS = S46 [ Roll Code 9 ] transaction (Action/Reason: SWB/OPS- Short Work Break/Off Pay Status), are to be keyed by the campus via GEN transaction effective the date the employee returns to active pay status (PIMS = A68 transaction, Action/Reason: RWB/SWB- Return from Work Break/Return from Short Work Break). Additional Information: All employees who are active as of 07/01/14 will receive the GSI via GEN (PAY/GSI) transaction. The GSI (PAY/SSI) will be applied pro-rata for employees who are less than full-time. Increases for employees in 10 month assignments during fiscal year

9 2013/14, who were separated (PIMS Sxx transaction, Action is TER- Termination ), are to be keyed by the campus via GEN (PAY/GSI) transaction effective the date the employee is reappointed (PIMS = Axx, Action is REH- Rehire.) Post the GEN (PAY/GSI) transaction subsequent to (e.g., on top of) the return from inactive payroll status or reappointment transaction, as appropriate. If the employee salary must first be brought to the new salary range minimum, post the GEN (PAY/GSI) transaction subsequent to (e.g., on top of) the CRO (PAY/MOU) transaction.

10 PROCESSING INSTRUCTIONS SALARY INCREASE PROGRAM III Campus-Based Equity Increase PAY SCALES IMPACT: Change Summary: Class Code(s): CBID: Pay Scales Effective Date: Date in Production: Pay Letter: EMPLOYMENT HISTORY (EH)/PAYROLL IMPACT: Processing Responsibility: Campus Processing Date(s): Determined by the campus Effective Date: At the beginning of a pay period, at the discretion of the president PIMS Transaction: SCR Detailed Transaction Code (Item 719): 53 Campus-Based Equity EH Remarks (Item 215): HR/SA Pay Amount: At the discretion of the president, campus-determined Pay Form: Base salary increase Lump Sum Earnings ID: Employees on Leave/Inactive Payroll Status: Contingent upon the effective date of when equity increases are awarded. Refer to guidelines provided for GEN transaction if campus-based equity increase is effective 7/01/2014. Additional Information: Refer to guidelines provided for GEN transaction if campus0based equity increase is effective 7/01/2014. SCR transaction must be posted subsequent to (e.g., on top of) CRO and GEN transaction(s), as applicable. CMS PROCESSING INFORMATION: Workforce Administration: Action Reason: PAY/EQU (SCR-53:Pay Rate Change/Equity Adjustment) Effective Date: At the beginning of a pay period as determined by the campus Union Code: R01 Empl History Remarks (Item 215): HR/SA Temporary Faculty: Benefits: Time and Labor: Absence Management: Labor Cost Distribution: Additional Instructions: Employees on Leave: Contingent upon the effective date of when equity increases are awarded. Refer to guidelines provided for GEN (PAY/GSI) transaction if campus-based equity increase is effective 7/01/2014. Additional Information: Refer to guidelines provided for GEN (PAY/GSI) transaction if campus based equity increase is effective 7/01/2014.

11 SCR (PAY/EQU) transaction must be posted subsequent to (e.g., on top of) CRO (PAY/MOU) and GEN (PAY/GSI) transaction(s), as applicable.