Purpose

To explain OSC's automatic processing and to provide agency instructions for payments not processed automatically.

Affected Employees

Employees in the following Bargaining Units who meet the eligibility criteria:

Effective Date

03/27/03 (Admin) - Checks dated 04/23/03 1L

04/03/03 (Inst) - Checks dated 05/01/03 1L

Eligibility Criteria

Performance Advance Requirements

CSEA represented employees whose base annual salary is below the job rate for their current position on the 04/01/02 Salary Schedule are eligible for a Performance Advance if they:

1. Complete one year of service in such position by March 31, 2003;
   • AND
2. Did not receive a performance advance in October 2002,
   • AND
3. Were rated "Satisfactory" or its equivalent on their last annual evaluation date.

Longevity Payment Requirements

CSEA employees who complete 5 or 10 years of continuous service as defined by Section 130.3(c) of the Civil Service Law and 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 1998 or 1993, who have had continuous paid service, the longevity payment is effective 03/27/03 (Administration) and 04/03/03(Institution).

OSC Actions

After payroll processing is complete for pay period 1L, OSC will process Performance Advances and Longevity Payments for eligible graded salaried employees whose status on 3/27/03 (Administration) or 4/3/03 (Institution) is Active, on Paid Leave of Absence (except those on military stipend), or on Workers' Compensation Leave.

Performance Advance (Increment code 0001)

• OSC will automatically insert a row in the employee's Job Data panel effective 3/27/03 (Administration) and 4/03/03 (Institution) to reflect the performance advance (not to exceed job rate) using the Action/Reason of Pay Rt Chg (Pay Rate Change)/PAV (Performance Advance).

Promote Recal (Increment code 0004)

• Effective 3/27/03 (Administration) and 4/3/03 (Institution) for employees who are entitled to a revised salary based on their FIS salary, OSC will automatically insert a row in the employee's Job Data panel to reflect the FIS (Fixed Incremented Salary) amount on the Job Data 3 panel using the Action/Reason of Pay Rt Chg/PMR (Promotion Recalculation).

Longevity Pay (Increment code 1993 and 1998)

• OSC will automatically process longevity payments for graded employees with an increment code of 1998. Employees at job rate will be brought to Long Step 1. Employees above job rate and below Long Step 1 will have $750 added to their salary. The Action/Reason of Pay Rt Chg/LGP (Longevity Payment) will be used.
• OSC will automatically process longevity payments for graded employees with an increment code of 1993 whose salary is at or above Job Rate and below Long Step 2. Employees will be brought to Long Step 2. The Action/Reason of Pay Rt Chg/LGP (Longevity Payment) will be used.

Automatic Update of Increment Codes

• After the performance advances and longevity payments are applied in period 1, OSC will automatically update the increment codes, as appropriate, on the Job Data record using the Action/Reason of Data Chg/CIC (Correct Increment Code).

Agency Actions Beginning Pay Period 1

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 3/27/03 (Administration) or 4/3/03 (Institution):
   • The agency must NOT include the performance advance or longevity payment in the salary rate reported in the Pay Rate field.
   • The agency must report the April 2003 increment code.
   • For eligible employees, OSC will automatically apply the performance advance or longevity payment based on the increment code reported, effective 3/27/03 (Administration) or 4/3/03 (Institution).
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 3/27/03 (Administration) or 4/3/03 (Institution):
   • The agency must include, if applicable, the performance advance or longevity payment in the salary reported in the Pay Rate field.
   • The agency must report the projected increment code for April 2004.
3. For CSEA employees scheduled to receive an automatic performance advance or longevity payment in pay period 1, but receive an unsatisfactory rating, the agency must submit a Job Action Request using the Action/Reason of Data Chg/USP (Unsatisfactory Performance) and enter the increment code 0003.

Time Entry

• To report miscellaneous earnings, i.e. overtime, it is necessary to separate earnings by pay period so they will not overlap the effective date of the pay change.

Agency Actions Beginning Pay Period 2

Beginning pay period 2L, the agencies must submit the appropriate pay change effective the date of the return for all eligible employees who returned to the payroll from a Leave of Absence without Pay (except Workers Compensation Leave) or Paid Leave of Absence with a Reason of MLS (Military Stipend).

The Agency must submit the appropriate Pay or Position Changes for eligible employee's identified on the following Reveal Reports.

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 Payment/Mass Increment Payment Report (NHRP704)

• This report will identify all employees who received the automatic performance advance and the employee's increased salary. Other fields on the report include EmplID, Employee Record No, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Action Reason and Increment Code.

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 No, 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

Questions

Questions regarding salary increases may be directed to the Salary Determination mailbox.

All other questions may be referred to the payroll auditor.