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

INTERDEPARTMENTAL MEMORANDUM

May 5, 2014

I. AUTHORITY
The interest arbitration award between the State of Connecticut and the Connecticut State Employees Association (CSEA) NP-8 bargaining unit for the period July 1, 2012 through June 30, 2015, which was approved by the General Assembly on April 10, 2014 pursuant to CGS Section 5-278(b).

II. TUITION REIMBURSEMENT (Article 11)
The State will allocate for tuition reimbursement each fiscal year the following:

Funds that are unexpended in one fiscal year will carry over into the next fiscal year provided however that the tuition reimbursement fund will expire on the expiration of the contract.

Applications for tuition reimbursement that are submitted and approved within the final six months of the contract may be paid with any remaining available funds, up to three months following the expiration of the contract.

Any employee who has completed his/her initial working test period and is continuing his/her education in a job related area, or in an area that will assist the employee in upward mobility or promotional opportunities, will be eligible for tuition reimbursement for a maximum of three (3) courses or twelve (12) credits or the equivalent per year.

The maximum reimbursement for credit courses at accredited institutions of higher education, including distance learning courses offered by such institutions, will be 75% of the per credit rate , including fees, for undergraduates and graduate courses at the University of Connecticut at Storrs. For other courses or programs, maximum tuition reimbursement is 50% of the per credit rate for undergraduate and graduate courses at the University of Connecticut at Storrs.

III. WORKSHOP AND CONFERENCE FUND (Article 12)
The State will allocate for attendance by NP-8 employees at workshops or conferences the following:

Funds that are unexpended in one fiscal year will carry over into the next fiscal year provided however that the fund will expire on the expiration of the contract.

Each eligible employee will be entitled to a maximum of $600 reimbursement per contract year toward the cost of fees, travel, food and/or lodging related to attendance at such events. An employee may use the fund once in a two year period for an expenditure in excess of $600 but not greater than $1200. Use of the fund for expenditures of less than $600 will not entitle the employee to use the fund for an additional expenditure in excess of $600 in any two year period (no carry over credit). Reimbursement will be consistent with standard state travel regulations.

IV. COMPENSATION (Article 21)

A. General Wage Increases (Section 1)
There will be no increase in the base annual salary for employees or the current salary schedule during the 2012-13 contract year.

Effective at the start of the pay period including October 1, 2013, the base annual salary for employees and the current salary schedules will be increased by two percent (2%).

Effective at the start of the pay period including July 1, 2014, the base annual salary for employees and the current schedules will be increased by three percent (3%).

General wage increases will be effective as follows:

B. Night Shift Differential (Section 2)
All employees in this bargaining unit whose assigned work shift begins anytime after 2:00 p.m. and before 6:00 a.m. will be eligible to receive shift differential. Night shift differential will remain at eighty-five ($.85) cents per hour. Shift differential will only be paid when an employee is actually working.

C. Weekend Differential (Section 3)
A weekend is defined as beginning with the start of the third shift on Friday and terminating with the end of the second shift on Sunday. The weekend differential will be paid for working a minimum of six hours on a shift.

The weekend differential will remain at eighty ($.80) cents per hour. The weekend differential will only be paid when an employee is actually working.

D. On-Call Pay (Section 4)
Employees who are required by the appointing authority to be "on standby" or "on call" in order to ensure "after hours" coverage must receive a written notification of this status. Pay for such status will be $1.00 per hour for all days on-call except for holidays. Holiday on-call payment will be $2.50 per hour.

E. Call Back Pay (Section 5)
Call Back - Definition:
Employees who have left work after their regularly scheduled shift and are called back to work.

Employees called back to duty after the completion of a regular shift will receive a minimum of four hours pay at the applicable overtime rate. This provision does not apply to employees who are called in prior to their regular starting time and work through a regular shift.

F. Shift Commander Pay (Section 6)
Bargaining unit members in the Lieutenant or Training Officer classifications who are required to serve as shift commanders will be paid a stipend at the rate of $26.40 per shift worked as a shift commander in addition to their daily pay rate. The acting shift commander pay will apply to a Lieutenant or Training Officer who is designated as the acting shift commander at the start of a particular shift and who performs that function for a substantial portion of that shift (i.e., at least six hours of the shift).

G. Facility Meal Reimbursement (Section 7)
The meal reimbursement will be for each shift actually worked and the per meal rate will be the rate provided to the majority of correctional employees and will be adjusted in accordance with the rate provided to the majority of correctional employees. The minimum time for eligibility for such reimbursement will be equal to one-half of the shift.

H. Annual Increments (Section 8)
There will be no payment of annual increments for the 2012-2013 contract year. In the 2013-2014 contract year, employees will receive annual increments in accordance with existing practice, except that they will be delayed by three months and paid in the pay periods which include October 1 (for those with July increments) or April 1 (for those with January increments). In the 2014-2015 contract year employees will receive annual increments in accordance with existing practice.

Annual increments previously effective on July 1st of each year will be effective June 30th of each year beginning on June 30, 2013 and annual increments previously effective January 1st of each year will be effective December 30th beginning on December 30, 2013.

I. Lump Sum Payment for Maximum Step Employees (Section 9)
Employees at the maximum rate of the salary schedule and those employees who will exceed the maximum rate of the salary schedule because of the receipt of an annual increment, will receive a salary adjustment, which exceeds the salary maximum, in the form of a lump sum payment. Lump sum payments will be effective on the employee's annual increment or anniversary date and, unless otherwise specified, will be paid in any year in which annual increments are paid and on the same date(s). The value of the lump sum payment will be two and one half percent (2.5%) of the employee's annual salary.

J. Longevity (Section 10)
Employees in the bargaining unit who were in the classifications of Correctional Lieutenant (MP 56) or Correctional Training Officer (MP 58) on or before December 3, 2001, will be eligible for longevity payments in accordance with the longevity schedule of the classified service Management Pay Plan. Employees in the classifications of Captain and/or Counselor Supervisor on or before May 31, 2007 will continue to eligible for longevity payments in accordance with the longevity schedule of the classified service Management Pay Plan (MP-60)

Additionally any employee who was in the bargaining unit on or before December 3, 2001, and is promoted to the position of Captain and/or Counselor Supervisor on or after May 31, 2007 will continue to be eligible for longevity payments in accordance with the longevity schedule of the classified service Management Pay Plan, MP designation (MP-60).

The Management Pay Plan longevity schedule referenced in this section will be the longevity pay schedule applicable to managerial employees that was in effect on July 1, 2008. The rates are contained in a Memorandum of Understanding.

Any employee promoted to the classification of Correctional Lieutenant on or after December 4, 2001 will receive longevity in accordance with the following schedule:

Any employee promoted to the classification of Captain or Counselor Supervisor on or after May 31, 2007 and who was not a member of the bargaining unit on or before December 3, 2001, will receive longevity in accordance with the following schedule:

K. Educational Stipend (Section 11)
Permanent employees who complete a qualifying Bachelors degree in a job-related discipline from an accredited institution of higher learning and submit adequate documentation of the degree will receive a five hundred dollar ($500) lump sum payment within 60 days of the agency?s receipt of the required documentation. This applied to Lieutenants or Training Officers after September 1, 2006 and Captains and Counselor Supervisors after September 1, 2007.

Permanent employees who complete a Master?s degree in a job-related discipline from an accredited institution of higher learning after July 1, 2009 and who submit adequate documentation of the degree will receive a one thousand dollar ($1,000) lump sum payment within 60 days of the agency?s receipt of the required documentation.

Permanent employees who complete an Associates degree in a job-related discipline from an accredited institution of higher learning after July 1, 2009 and who submit adequate documentation of the degree will receive a two hundred and fifty dollar ($250) lump sum payment within 60 days of the agency?s receipt of the required documentation.

L. Emergency Medical Technicians (Section 12)
On or about October 1 of each contract year, the State will pay a four hundred seventy-five dollars ($475) annual skill premium to each employee who is certified as an Emergency Medical Technician and who had volunteered and been designated by the agency to provide such services at his/her work location during the prior contract year. Employees receiving this stipend are expected to respond to emergency calls and provide EMT services on or about State Facilities in accordance with applicable laws and regulations.

V. TRAVEL (Article 25)
Any employee who is required to travel on official State business will be reimbursed for lodging, mileage and/or meals in accordance with the terms outlined in the Standard State Travel Regulations.

Lieutenants and Training Officers will generally be provided transportation. The employer will make every effort to provide transportation. The employee required to use his/her own vehicle in extraordinary circumstances will be entitled to mileage payments in accordance with the contract and State regulations. Notwithstanding the prior provisions, Captains and Counselor Supervisors may be expected to use their personal vehicles on state business under ordinary circumstances.

When on temporary assignment and State transportation is provided, such State transportation may be garaged at the employer?s residence during the period of such assignment. When an employee is assigned to be on-call and state transportation is provided, the agency may authorize the garaging of such State vehicle at the employee?s residence during the period of such on-call assignment.

An employee who is required to travel on employer business will be reimbursed for meals at the following rates:

*Applicable to out-of-state travel or when authorized in accordance with the Standard State Travel Regulations

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

The mileage reimbursement rate will be the U. S. General Services Administration (GSA) rate. Such rate will be readjusted within 30 days of any adjustment by the GSA.

VI. MISCELLANEOUS (Article 27)

A. Equipment and Clothing (Section 1)
The Department will issue to all employees standard uniforms and all necessary equipment to carry out the performance of duties.

B. Reimbursement for Commercial Drivers License (Section 2)
The state will reimburse employees who are required to hold Commercial Drivers licenses for purposes of employment with the Department of Correction.

VII. HOLIDAYS (Article 32)
Captains and Counselor Supervisors are covered by the provision in Section 7 that allows employees to cash out up to 100 hours of accrued holiday compensatory time in a calendar year

VIII. RETROACTIVE PAYMENTS
For the pay periods September 20, 2013 through May 15, 2014, agency staff must calculate any retroactive payments. Payments will be separately identified and subject to mandatory deductions only, i.e., federal withholding tax and state income tax annualized, social security tax, retirement contributions, and garnishments (if applicable).

A. Retroactive General Wage Increase

B. Retroactive Annual Increments and Lump Sum Payments

IX. INTEREST PENALTY
Pursuant to section 5-276b of the Connecticut General Statutes, an interest penalty of 5% per annum is to be paid for late implementation of the provisions of the NP-8 interest arbitration award issued February 27, 2014. Whenever payments called for in an interest arbitration award are not paid within sixty days of the date the award was issued, the agency will have an obligation to pay interest on late payments.

X. CALCULATION OF INTEREST PENALTY
An interest penalty of 5% is payable for the period February 27, 2014 until the date the eligible employee receives all retroactive amounts due him/her under the arbitration award.

In the example below, the check date of May 30, 2014 is being used. The agency must calculate to the actual check date of the payment.

92 days/360 days multiplied by 5% multiplied by the retroactive payment:

Example: If the amount owed is $300:

92 days/360 days x .05 x $300 = $3.83

Multiply the retroactive amount paid by the number of days between February 27, 2014 and the date of the payment May 30, 2014 (which is 92 days) divided by 360; then the product multiplied by 5%.

XI. SCHEDULED PAYMENT DATES

A. General Wage Increase
The agency must process the general wage increase manually.

B. Annual Increments
The agency must process the annual increments manually.

C. Lump Sum Payments
The agency must process these lump sum payments manually and follow the effective dates of annual increments.

XII. PAYROLL PROCEDURES

A. Payroll Procedures for Interest Arbitration Award
Interest paid on a wage award is not considered wages (IRS Revenue Ruling 72-268).
Therefore, the subject interest penalty would not be subject to withholding for income taxes, employment taxes, and retirement contributions.

1. On the Timesheet Page: Amount; Time Reporting Code XINTA.

2. On the Additional Pay Page: Amount; Earnings Code INT.

B. Implementation of General Wage Increase
New pay plans will be implemented centrally with the new hourly rate and biweekly salary effective with the pay period, at the proper time.

Retroactive Payments

1. On the Timesheet Page: Amount or Hours; Time Reporting Code XRTRA or XRTRH.

2. On the Additional Pay Page: Amount or Hours; Earnings Code RTR.

C. Payment of Lump Sum(s)

1. On the Timesheet Page: Amount; Time Reporting Code XMISP.

2. 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. Payment of Retroactive Lump Sum

1. On the Timesheet Page: Amount or Hours; Time Reporting Code XRTRA or XRTRH.

2. On the Additional Pay Page: Amount; Earnings Code RTR.

E. Shift Differential

1. On the Timesheet Page: Time Reporting Code (XSHKF) is generated by a rule. See Job Aid titled ? Weekend and Shift Differential.

2. On the Additional Pay Page: Hours; Earnings Code F71.

F. Weekend Differential

1. On the Timesheet Page: Time Reporting Code (XWDL) is generated by a rule. See Job Aid titled ? Weekend and Shift Differential.

2. On the Additional Pay Page: Hours; Earnings Code WDC.

G. On-Call Pay

1. On the Timesheet Page: Amount; Time Reporting Code XOCXA.

2. On the Additional Pay Page: Amount; Earnings Code OCA.

H. Call Back Pay

1. On the Timesheet Page: Hours; Time Reporting Code XCBPH.

2. On the Additional Pay Page: Hours; Earnings Code CBP.

I. Shift Commander Pay

1. On the Timesheet Page: Amount; Time Reporting Code XINCA.

2. On the Additional Pay Page: Amount; Earnings Code INC.

J. Meal Allowances

1. On the Timesheet Page: Time Reporting Code (XML8A) is generated by a rule.

2. On the Additional Pay Page: Amount; Earnings Code M11.

For Retroactive Payments:

1. On the Timesheet Page: Amount; Time Reporting Code XMLA.

2. On the Additional Pay Page: Amount; Earnings Code MLA.

K. Educational Stipend

1. On the Timesheet Page: Amount; Time Reporting Code XMISA.

2. On the Additional Pay Page: Amount; Earnings Code MIS.

L. EMT Skill Premium

1. On the Timesheet Page: Amount; Time Reporting Code XSKPA.

2. On the Additional Pay Page: Amount; Earnings Code SKP.

XIII. PROCESSING OF TUITION REIMBURSEMENTS AND WORKSHOP AND CONFERENCE FUNDS

All union funded tuition reimbursement requests should be forwarded to the
Comptroller?s Administrative Services Division - Tuition Unit for processing. All tuition reimbursements must be submitted on an approved Application for Tuition Reimbursement form, CO-101.

Travel Authorizations (CO-112) and Conference and Workshop reimbursement requests should be forwarded to the Comptroller?s Administrative Services Division - Travel Unit.

Note: Reimbursement 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.

XIV. GENERAL

Questions may be directed as follows:

Contract Issues: Agency Human Resources Officers;

Payroll Procedures: Office of the State Comptroller, Payroll Services Division,
(860) 702-3447;

Tuition Reimbursement: Office of the State Comptroller, Administrative Services Division, (860) 702-3344;

Memorandum Interpretation: Office of the State Comptroller, Administrative Services Division, (860) 702-3440.

KEVIN LEMBO
STATE COMPTROLLER

KL:CH

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