NYS Comptroller Seal  

Bureau of State Payroll Services

Date: March 30, 2001

 Bulletin No.  244 


Subject April 1, 2001 General Salary Increase, Performance Advances, Longevity Payments and Location Pay Increase for Employees represented by CSEA, DC-37 and PEF and those designated Management Confidential (M/C)
Purpose To explain OSC’s automatic processing and provide agencies with instructions for payments not processed automatically
Affected Employees Employees in the following Bargaining Units who meet the eligibility criteria:

Administrative Services BU02
Operational Services BU03
Institutional Services BU04
Professional, Scientific & Technical Services BU05
Management Confidential BU06
M/C State Police BU18
M/C Military & Naval Affairs BU46
Division of Military & Naval Affairs BU47
M/C Commission of Investigation BU52
M/C PERB BU66
Rent Regulation Services BU67
M/C SUNY Construction Fund BU96
SUNY Construction Fund BU97
Effective Dates Administration cycle paychecks dated 04/25/01
Institution cycle paychecks dated 05/03/01
Background Chapters 68 and 74 of the Laws of 2000, which implement agreements between the State and various bargaining units and employees designated M/C, provides for a general salary increase and other payments as described below.
Contract Provisions and
Eligibility Criteria

 

April 1, 2001 General Salary Increase
3 1/2% salary increase, rounded to the nearest dollar, for employees in graded and NS (SG 600) positions, trainees (SG 800) and Correctional Superintendents (SG700).
3 1/2% salary increase, rounded to the nearest penny for hourly employees.
Payable 03/29/01 (Administration) and 04/05/01(Institution).
NO INCREASE for FEE basis employees, except for employees budgeted as per diem, but paid as FEE
Revised 04/01/01 salary schedules reflecting the 3 1/2% raise are attached.
NO INCREASE for seasonal employees in Parks and Recreation Aide 1 & State Fair Worker titles (per Division of the Budget).

MAXIMUM SALARY LIMITATIONS FOR M/C EMPLOYEES:
For the April 1, 2001 raises, Budget Bulletin D-1105 withdraws maximum salary limitations and withholding policies for certain M/C employees. Agencies should consult the Budget Bulletin and their budget examiner to identify potentially affected employees.

Performance Advance Requirements

M/C employees in graded positions whose base annual salary is below the job rate of their current grade and who have thirteen complete pay periods of service in such grade between April 1, 2000 and March 31, 2001 are eligible for a performance advance. DOB approval of NS Salary Plans is required for employees in NS equated and non-equated positions prior to payment.

CSEA, DC-37 and PEF represented employees whose base annual salary is below the job rate for their current position, who complete one year of service in such position by March 31, 2001, who did not receive a performance advance in October 2000 and who were rated "Satisfactory" or its equivalent on their last annual evaluation date are eligible for a performance advance.

Longevity Payment Requirements

M/C employees in positions (grades 603 - 617), who complete 5 or 10 years of continuous service as defined by Section 130.3(c) of the Civil Service Law, whose base annual salary is equal to or greater than the job rate of their grade are eligible for a longevity payment. The payment is effective from the first day of the period following completion of the required service. For employees with an increment code of 1996 who have had continuous paid service, the longevity payment is effective 3/29/01 (Administration) and 4/05/01 (Institution).

CSEA employees who complete 5 or 10 years of continuous service as defined by Section 130.3(c) of the Civil Service Law, whose base annual salary is equal to or greater than the job rate for their position are eligible for a longevity payment. The payment is effective from the first day of the period following completion of the required service. For employees with an increment code of 1996 who have had continuous paid service, the longevity payment is effective 3/29/01 (Administration) and 4/05/01 (Institution).

DC-37 employees who, on March 31, 2001, complete 5 or 10 years of continuous service at a salary equal to the job rate of their position and on their next evaluation date are rated at least "Satisfactory" or its equivalent are eligible for a longevity payment. The payment is effective from the first day of the period following completion of the required service.

Location Pay

The legislation provides an increase from $1,000 to $1,100 annually, effective 04/01/01, payable 03/29/01 (Administration) and 04/05/01 (Institution) for employees in NYC, Rockland, Westchester, Nassau and Suffolk Counties.

Monroe County remains at $200 annually for eligible employees.

OSC Actions:
Automatic Update of Rows on Job Data

After processing for pay period 1L is complete, OSC will process performance advances, longevity payments and salary increases for eligible salaried and hourly employees who are Active, on a Paid Leave of Absence, or on a Workers’ Compensation Leave effective 3/29/01.

Rows entered by an agency directly on Job Data (e.g.: PLA, DTA, TER, etc.) with an effective date after 3/29/01 (Administration) and 4/5/01 (Institution), will be manually updated by OSC to reflect the increased salary. Exception: If the employee was on a leave without pay on the effective date of the increase and is returned from leave after 3/29/01 (Administration) and 4/5/01 (Institution), the RFL or RFD row will not be updated by OSC. The agency must submit the appropriate Pay Change on the Job Action Request panel to reflect the increased salary.

Performance Advance (Increment code 0001)
Effective 3/29/01(Administration) and 4/5/01 (Institution), for employees who are entitled to a performance advance based on the 4/1/00 Salary Schedule:

OSC will automatically insert a row in the employee’s Job Data panel effective 3/29/01 (Administration) and 4/5/01 (Institution) to reflect the performance advance using the Action of Pay Rt Chg and the Reason of PAV (Performance Advance).

Promote Recal (Increment code 0004)
Effective 3/29/01 (Administration) and 4/5/01 (Institution), for employees who are entitled to a Promote Recal based on their FIS salary:

OSC will automatically insert a row in the employee’s Job Data panel effective 3/29/01 (Administration) and 4/5/01 (Institution) to reflect the FIS salary amount on the Job Data 3 panel using the Action of Pay Rt Chg and Reason of PMR (Prom Recal).

Longevity Pay (Increment code 1996)

Effective 3/29/01 (Administration) and 4/5/01 (Institution), for employees who are entitled to a Longevity Pay based on their Increment code:

OSC will automatically insert a row in the employee’s Job Data panel effective 3/29/01 (Administration) and 4/5/01 (Institution) to reflect a movement to Long Step 1 of the 4/1/01 Salary Schedule. Employees with increment code 1996 will have one row inserted reflecting both raise and longevity, using the Action of Pay Rt Chg and Reason of LGP (Longevity Pay).

Salary Increase 3 1/2%
Effective 3/29/01 (Administration) and 4/5/01 (Institution), for employees who are Active, on a Paid Leave or on a Workers’ Compensation Leave:

OSC will automatically insert a row in the employee’s Job Data panel effective 3/29/01 (Administration) and 4/5/01 (Institution) to reflect a 3 1/2% increase, rounded to the nearest dollar for salaried employees not on step, or rounded to the nearest cent, for eligible hourly employees. The Action of Pay Rt Chg and Reason of SAC (Mass Salary Increase) will be used.

If an employee’s annual salary is identical to the hiring rate, a performance advance step, or the job rate of the salary grade of the employee’s position on the 04/01/00 salary schedule, the employee’s salary will be automatically increased to the corresponding step on the 04/01/01 salary schedule.

Withholding of Increase for Certain M/C Employees
Effective 3/29/01 (Administration) and 4/5/01 (Institution), for certain M/C employees identified by the agency and reported to their Budget examiner (Budget Bulletin D-1105), OSC will withhold or reduce the automatic salary increase using the Reason of RWH (Raise Withheld).

Automatic Location Pay Increase Location Pay
OSC will automatically insert a row, effective 3/29/01 (Administration) and 4/5/01 (Institution), on the Additional Pay panel for eligible employees who are Active, on a Paid Leave of Absence or on a Workers’ Compensation Leave on that date, using the earn code LOC (Location Pay) . The earnings amount will be increased to $1100. This row will be added only if the employee is currently earning $1000 Location Pay.
Reveal Reports The following Reveal reports will be available for agency review after the payments have been made. All reports will be sorted by agency code, then by employee name in alphabetical order.

Mass Salary Increase Exception Report (NHRP709)
This report will identify employees who did not receive an automatic increase. Fields on the report include Emplid, Employee Record #, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, and FTA Salary. The report will identify the reason the employee’s salary was not increased by identifying one of the following messages:

Salary below minimum
Position and Job do not match
Grade 700 Increase not applied
Increment code 0070

Mass Salary Payment/Mass Increment Payment Report (NHRP704)
Two generations of this report will be run. The first report will identify all employees who received the automatic performance advance. The second report will identify all employees who received an automatic salary increase or longevity payment. The report will identify the employee’s increased salary. Other fields on the report include Emplid, Employee Record#, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Action Reason and Increment Code.

Mass Additional Pay Report (NHRP703)
This report will identify all employees receiving an automatic increase for the earn code LOC (Location Pay). Fields on this report include Emplid, Employee Record#, Employee Name, Earn Code, Grade, Sal Plan, Bargaining Unit and Additional Pay Amount.

Mass Increment Payment Exception Report (NHRP708)
This report will identify employees who did not receive an automatic performance advance. Fields on the report include Emplid, Employee Record #, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, FTA Salary, FIS Amount and Increment Code. The report will identify the reason the employee’s salary was not increased by identifying one of the following messages:
Salary below minimum
Position and job do not match
FIS missing
FIS below current
Increment code invalid
Increment code missing
Listing for DC-37 Employees In pay period 2 , listings will be mailed to the Department of Housing and Community Renewal to identify employee’s who could be eligible for a longevity payment during the 2001-2002 year. These employees will be identified by having anincrement code of 1991 or 1996.

Agency Responsibility:
Reporting in Period 1L/2C

The following procedures must be used by the agency when reporting transactions in pay period 1:

1.For Pay Changes, Position Changes, and Transfers requested on the Job Action Request or Transfer Request panel, and the effective date of the Action is on or before 3/29/01 (Administration) or 4/5/01 (Institution):

The agency must NOT include the performance advance, longevity payment, or the 3 ½ % increase in the salary rate reported in the Pay Rate field.
The agency must report the April 2000 increment code.
For eligible employees, OSC will automatically apply the performance advance or longevity payment based on the increment code reported, effective 3/29/01 (Administration) or 4/5/01 (Institution).
OSC will automatically apply the 3 ½ % increase effective 3/29/01(Administration) or 4/5/01 (Institution). Note: If the employee is due a longevity payment, the longevity payment and the 3 ½ % increase will be automatically inserted on the employee’s Job Data panel as a single row.

2.For Pay Changes, Position Changes, and Transfers requested on the Job Action Request or Transfer Request panel, and the effective date of the Action is after 3/29/01 (Administration) or 4/5/01 (Institution):
The agency must include, if applicable, the performance advance or longevity payment, and the 3 ½ % increase in the salary reported in the Pay Rate field.
The agency must report the projected increment code for 2001.

3.For CSEA, PEF, and DC-37 employees rated Unsatisfactory who are NOT due an automatic performance advance or longevity payment in pay period 1, the agency must request the Action of Data Chg on the Job Action Request panel, using the Reason of USP (Unsat Perf) and the increment code 0003.

If the agency determines that an M/C employee’s automatic performance advance should be withheld, the agency must request a Pay Change with a Reason of PWH (Performance Advance Withheld) and correct the increment code to 0003.

4.For NS employees that are equated to grades (except M/C employees) who are eligible for a performance advance, effective 3/29/01 (Administration) and 4/5/01 (Institution), the agency must select Pay Change on the Job Action Request panel, using the Reason code PAV (Performance Advance). The agency must NOT include the 3 ½% salary increase in the salary reported in the Pay Rate field. The system will automatically apply the 3 ½ % increase to the new salary.

5.For NS employees that are equated to grades (except M/C employees) who are eligible for a longevity payment, effective 3/29/01 (Administration) and 4/5/01 (Institution), the agency must select Pay Change on the Job Action Request panel, using the Reason code LGP (Longevity Payment). The agency must include the 3 ½% salary increase plus the $750 longevity amount (BU 02, 03, 04) or the $850 longevity amount (BU 67) in the salary reported in the Pay Rate field.

6. For employees who are on a leave without pay on the effective date of the increase and who are returned from leave after 3/29/01 (Administration) and 4/5/01 (Institution), the agency must submit the appropriate Pay Change on the Job Action Request panel, effective the date of the return. The Reason of CFS (Cor Fy Sal) must be used.

7.Location Pay :
If the agency adds the earn code LOC to the Additional Pay panel, and the effective date is prior to 3/29/01 (Administration) and 4/5/01 (Institution), the location amount must be entered as $1000.
Effective 3/29/01 (Administration) and 4/5/01 (Institution),OSC will automatically insert a row on the Additional Pay panel to increase the amount of the Location Pay to $1100.
If the agency adds the earn code LOC to the Additional Pay panel and the effective date is on or after 3/29/01 (Administration) or 4/5/01 (Institution), the agency must enter the amount of the Location Pay as $1100.
Agency Procedures:
Reporting Earnings in Time Entry

To report miscellaneous earnings (e.g.: overtime), it is necessary to enter multiple rows in the Time Entry panel if the earnings dates being reported overlap the effective date of the salary increase.

The first row must be inserted with the inclusive dates prior to the effective date of the salary change. The second row must be inserted with the inclusive dates equal to, and after the effective date of the salary change.

Agency Responsibility:
Reporting in Period 2L/3C

For employees identified on the Mass Salary Increase Exception Report (NHRP709):

Salary Below Minimum - Agencies must review the Job Data records of these employees to determine the appropriate action. The employees may be in incorrect positions and a Position Change may be required, in addition to a Pay Change(s). For Pay Changes effective 3/29/01 (Administration) and 4/5/01 (Institution), the Reason of CFS (Cor Fy Sal) must be used.

Position and Job Data Do Not Match - Agencies must review the Job Data records of these employees and contact the Position Management Unit to determine the appropriate action. After the Position and the Job Data records are reconciled, the agency must submit the appropriate Pay Change(s) on the Job Action Request panel. For Pay Changes effective 3/29/01(Administration) and 4/5/01 (Institution), the Reason of CFS (Cor Fy Sal) must be used.

Grade 700 Increase Not Applied- Agencies must submit the appropriate Pay Changes for the Corrections Superintendents, using the Reason of CFS (Cor Fy Sal). The salary schedule for the Correction Superintendents is attached.

Increment Code 0070- The Salary Determination Unit will review the Job Data Records of employees who were redeployed to determine raise eligibility and will notify the agency to submit Pay Changes, if applicable.

For employees identified on the Mass Increment Payment Exception Report (NHRP708):

Agencies must submit Pay Changes, if applicable, on the Job Action Request panel for employees having any of the following messages identified on the report:
FIS missing
FIS below current
Increment code invalid
Increment code missing
For Pay Changes effective 3/29/01 (Administration) and 4/5/01 (Institution), the Reason of PAV (Perf Adv) must be used.

Salary Below Minimum - Agencies must review the Job Data records of these employees to determine the appropriate action. The employees may be in incorrect positions and a position change may also be required, in addition to a Pay Change. For Pay Changes effective 3/29/01 (Administration) and 4/5/01 (Institution), the Reason of CFS (Cor Fy Sal) must be used, since the employee did not receive the performance advance or the salary increase.

Position and Job Data Do Not Match - Agencies must review the Job Data records of these employees and contact the Position Management Unit to determine the appropriate action. After the Position and the Job Data records are reconciled, the agency must submit the appropriate Pay Change, if applicable, on the Job Action Request panel. For Pay Changes effective 3/29/01 (Administration) and 4/5/01 (Institution), the Reason of CFS (Cor Fy Sal) must be used, since the employee did not receive the performance advance or the salary increase.

Performance Advance or Longevity Payment Not Processed Automatically

To process an increase for an employee who received an automatic salary increase, but didn’t receive the performance advance or longevity payment, and the employee is not identified on the Reveal reports identified above, the agency must submit a Pay Change on the Job Action Request panel using the Reason of PAV (Performance Advance) or LGP (Longevity Payment).
Questions Questions regaridng salary increases may be directed to the Salary Determination mailbox.

All other questions may be directed to the Payroll Audit mailbox.

Attachment A- 4/ 2001 Salary Schedule for BU 02, 03, 04 and 47
Attachment B- 4/2001 Salary Schedule for BU 67
Attachment C- 4/2001 Salary Schedule for BU 05
Attachment D- 4/2001 Salary Schedule for M/C
Attachment E- 4/2001 Salary Schedule for NYS Correctional Superintendents'