Payroll System Replacement Project

Subject: Position Number and the NYS Position Number in PaySR Bulletin No. 92
Date:    4/9/99
Purpose

1. Clarify the proper use of the Position Number and the NYS Position Number in PaySR.

2. OSC and Agency roles in the Update Incumbent Process.

3. New Reason Code ADV

4. Agency Procedures for Processing Changes to the NYS Position Number

5. Agency Procedures to be followed for employees who were converted to PaySR in a PR-50 or "under fill" title.

6. Agency Procedures When Position attributes Change

Position Number vs. NYS Position Number

On an employee’s Job Data Panel 1, there is a Position Number field and a NYS Position Number field. The Position Number, which is defined as the "budgeted" position number, is the number that "funds" the employee’s position. The NYS Position Number should be the same number as the Position Number unless the employee is in a PR-50 or under fill situation. The NYS Position Number has no funding tied to it. If the Position Number and the NYS Position Number are different, OSC uses the attributes (i.e., bargaining unit, grade, salary) of the NYS Position Number when processing automatic raises, performance advances, increments, longevity and other salary related payments. Also, the Benefit Program is determined by the NYS Position.

OSC and Agency Roles in the Update Incumbent Process

The Department of Civil Service (DCS) notifies OSC when position attributes have been changed in NYSTEP. Example: When DCS reclassifies a position from one grade to a higher grade, DCS notifies OSC of the change. OSC’s Position Management Unit updates the attributes of the position on the Position Data Panel to reflect the higher grade. This action by OSC initiates the Update Incumbent Process. In this process, the system will immediately insert a row with an action code of Position change, into the incumbent’s Job Data record to reflect the higher grade. The effective date will be the effective date of the reclassification by DCS. See "Agency Procedures When Position Attributes Change".

Selecting the NYS Position Number

An agency must report a NYS Position Number when an employee is in a title that is an under fill of the budgeted title. The NYS Position Numbers are a designated set of

numbers assigned by OSC. NYS Position Numbers for employees certified by the Department of Civil Service begin with "62". To select the appropriate NYS Position Number:

1. Go to Manage Positions, Use, Position Data 1 Panel

2. Enter the agency code in the Department field

3. Enter 99999 in the Line Number Field. This will provide the agency with a List Box which identifies all under fill (PR-50) titles in their agency that have been assigned NYS Position Numbers. It also identifies the corresponding NYS Position Number for each title.

NOTE: If the agency does not find the title in the List Box, the agency must notify OSC or their Position Management Unit (if the agency’s positions are not being maintained by OSC), to set up a NYS Position for the under fill (PR-50) title. Once a NYS Position Number is assigned for a specific title, the number and title will be added to the agency’s List Box.

To obtain a new NYS Position Number from OSC, the agency must complete the NYS Position information form and fax it to OSC Position Management Unit at (518) 486-3099. On this form, the agency must provide OSC with the job code (not the title code). To find the job code, the agency should go to Start-Define Business Rules-Manage Human Resources-Set Up-Job Code Table. The agency must enter the 7 digit title code to obtain the 6 digit job code.

New Reason Code

Agencies under the Department of Civil Service are to use the reason code ADV (Mandatory Advance) when a trainee is advanced to a new level in the Traineeship. When an employee advances to a new level in the Traineeship, the agency must change the existing NYS Position number to the NYS Position number that corresponds to the advanced title. The ADV may also be used when the Traineeship is completed and the employee must be advanced to the budgeted title. To advance a trainee to the budget title, the agency must change the NYS Position number to the budgeted Position Number. The Position Number will then be the same as NYS Position Number.

Agency Procedures for Processing Changes to the NYS Position Number

Effective immediately, agencies may no longer use the action of Pay Change or Data Change when changing the NYS Position number on the Job Action Request Panel. If an employee is being appointed to, or removed from a NYS Position, the agency must now request a Position Change using the following procedures:

1.Go to the Job Action Request Panel
2. Enter the Empl ID and the correct Empl Record number.
3. Select the action of New Position.
4. Enter the Effective Date of the change in the NYS Position number and the appropriate Sequence number.
5. Select the appropriate Reason Code (reason the NYS Position number is changing).
6. In the NYS Position field, enter the appropriate NYS Position number or the regular Position number when advancing the employee to the "budgeted" Position (removing the PR-50).
7. If Pay Rate, Increment Code, or Service Date is changing, correct the default pay rate, increment code or service date on the same New Position panel.
8. If necessary, enter any additional changes on the Job Action Request 2 Panel.
9. If necessary, enter comments in the Status Reason block.
10. Request and Save.

Employees Who Were Converted to PaySR in a PR-50/Under Fill Title

If an employee was converted to PaySR in a PR-50 (under fill) title, the employee’s regular Position may still reflect the attributes of the converted PR-50 title. The agency must notify OSC’s Position Management Unit, using the OSC Position Data Form, to change the regular Position to reflect the attributes of the "Budgeted" title when any of the following occur:

1. The employee must be advanced to another level of Traineeship
2. The employee must be appointed to another PR-50 title in the same position
3. The employee must be appointed or advanced to the budgeted title

Example: An employee was converted to PaySR as a Correction Officer Trainee in Position 00048456 (NYS Position number was also converted as 00048456). The Position Data Panel for Position 00048456 reflects the title Correction Officer Trainee, grade 800. The employee is to be advanced to the title of Correction Officer grade 114 in Payroll Period 03. Prior to Period 3 submission, the agency must submit a Position Data Form to OSC changing the attributes of Position 00048456 to reflect the title Correction Officer, grade 114.

Upon receipt of the Position Data Form, OSC will update the Position Data Panel to reflect the attributes of the budgeted position, Correction Officer, grade 114. As a result of OSC updating the position on the Position Data Panel, the system will automatically insert a new row into the incumbent’s Job Data Record. The inserted row will reflect the updated position attributes, Correction Officer, grade 114. The action code on the newly inserted row will be Position Change and the effective date will be the effective date of the advancement.

When OSC updates an incumbent through the Update Incumbent Process, the employee’s pay rate on the row directly underneath the newly inserted row defaults as the pay rate on the new row. The agency must verify that the Update Incumbent Process has updated the incumbent’s Job Data Record, then the agency must request a Pay Change on the Job Action Request Panel if the advancement results in a change in annual salary. The Pay Rate Change is effective the same date as the effective date of the advancement, therefore, the agency must use the next higher sequence number on the Job Action Request Panel.

Agency Procedures When Position Attributes Change

If the change in the Position attributes entitles the incumbent to an increase or decrease in salary, the agency must request a Pay Change on the Job Action Request Panel. The effective date must be the same date as the effective date on the "Position Change" row inserted on the incumbent’s Job Data Record.

Note: The agency should not request the pay rate change until the Update Incumbent Process has occurred. Therefore, the agency must review the employee’s job record to confirm the incumbent has been updated with the new attributes before submitting the pay rate change on the Job Action Request Panel.

If the agency determines the incumbent is not eligible for the changes made to his/her Job Record through the Update Incumbent Process, the agency must request a Position Change on the Job Action Request Panel. The agency must move the employee into another position or report a NYS Position Number that corresponds to the employee’s title. The effective date of the Position Change is the same date as the effective date on the row automatically inserted by OSC.

Need Help?

For questions pertaining to positions that are maintained by OSC, call the Position Management Unit in the Payroll Audit Section at (518) 474-7658.

For questions pertaining to positions that are not maintained by OSC, contact the appropriate Position Management Unit in your agency.

For questions regarding the reporting of Position Changes and Pay Rate Changes, call the Salary Determination Unit at (518) 486-3091.

Exception: For Position Changes and Pay Rate Changes for employees in the City University of New York, contact the CUNY Audit Unit at (518) 486-3061 or (518) 486-3002.