Purpose

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

Affected Employees

Eligible graded employees in the following bargaining units:

• Security Services Unit (BU 01)
• Council 82 Agency Law Enforcement Services Unit (BU 31)
• Council 82 Security Supervisors Unit (BU 61)

Effective Date(s)

Background

Pursuant to the determination of the Governor's Office of Employee Relations, these payments continue under Article 14, Section 209-a of Civil Service Law.

Eligibility Criteria

Performance Advance Requirements

A NYSCOPBA or Council 82 represented employee in a graded position whose base annual salary is below the job rate of his/her grade on the 04/01/02 Salary Schedule and who has 100 days of service in Fiscal Year 2003-2004 is eligible for an April 1, 2004 Performance Advance, payable 03/25/04(Administration) or 04/01/04 (Institution).

OSC Actions

Performance Advances

After the payroll processing for Pay Period 1L is completed, OSC will automatically process Performance Advances for eligible graded employees who are active or on a paid Leave of Absence (except Military Stipend) and who have Increment Codes 0010-0019. OSC will automatically process the FIS salary amount appearing on the Job Data Compensation page for employees with Increment Codes 0040-0049, 0050-0059, and 0008.

A row will automatically be inserted into the Job Data page with the effective date of 3/25/04 (Administration) and 4/1/04 (Institution) with the Action/Reason of Pay Rt Chg/PAV (Pay Rate Change/Performance Advance).

Pre-Shift Briefing

OSC will insert a row on the Additional Pay page effective 3/25/04 (Administration) and 4/1/04 (Institution) to automatically increase Pre-Shift Briefing amounts in accordance with the above payments.

Pre-Shift Briefing rows for $24 or $48 will not be updated.

Automatic Update of Increment Codes

After the Performance Advances are processed in Pay Period 1L, OSC will automatically update increment codes, as appropriate, on the Job Data record using the Action/Reason of Data Chg/CIC(Data Change/Correct Increment Code).

Agency Actions in Pay Period 1

The following procedures must be used by the Agency when reporting transactions in Pay Period 1L:

1. For Pay Changes, Position Changes, and Transfers with effective dates on or before 3/25/04 (Administration) or 4/1/04 (Institution):
   • The Agency must NOT include the Performance Advance in the salary rate reported in the Pay Rate field.
   • The Agency must report the proper increment code for April 2004.
2. For Pay Changes, Position Changes, and Transfers with effective dates after 3/25/04 (Administration) or 4/1/04 (Institution):
   • The Agency must include, if applicable, the Performance Advance in the salary reported in the Pay Rate field.
   • The Agency must report the projected increment code for April 2005.
3. The Agency must request the Action/Reason of Data Chg/USP (Data Change/ Unsatisfactory Performance) for all employees scheduled to receive an automatic increase in Pay Period 1 who receive an unsatisfactory rating. The Increment Code 003X must be included.

Time Entry

To report miscellaneous earnings automatically calculated by the system (i.e. overtime), Agencies must separate earnings by Pay Period so they will not overlap the effective date of the change.

Agency Actions Beginning Pay Period 2

Beginning in Payroll Period 2L, Agencies must submit the appropriate pay change effective on the date of the return to the payroll for all eligible employees who returned 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 employees identified on the Control D reports.

After Pay Period 1 is processed, a listing will be sent to Agencies to identify employees who will be entitled to receive the 10, 15, or 20 year Longevity Payment during the Fiscal Year 2004-2005. These employees will be identified with an Increment Code of 00X4 (X being any number and 4 being the year in which the longevity is due). The Agency is responsible for submitting these Longevity Payments as they become due using the Action/Reason codes of PAY/LGP (Pay/Longevity).

Control D Reports

The following report will be available after processing of Pay Period 25 is completed (03/17/04 Administration, 03/24/04 Institution). The report identifies employees who will not receive an automatic Performance Advance based on available information at the close of Pay Period 25. This will give Agencies time to correct the employees' records if necessary, before automatic processing takes place. (Employees who reach 100 days in Pay Period 26 will be processed automatically.)

Mass Increment Payment Exception Report (NHRP708)

Fields on the report include EmplID, Employee Record No, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Salary, FIS Amount and Increment Code. The report identifies the reason the employee's salary will not be increased with one of the following messages:

• Salary below minimum
• Position and job do not match
• FIS missing
• FIS below current
• Increment code invalid
• Increment code not in Anniversary Date range
• Insufficient days
• Increment code missing

The following reports are available for Agency review after the automatic 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 identifies all employees who received an automatic Performance Advance, including the employee's new 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 identifies 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, Salary, FIS Amount and Increment Code. The report identifies the reason the employee's salary was not increased with one of the following messages:

• Salary below minimum
• Position and Job do not match
• FIS missing
• FIS below current
• Increment code missing
• Increment code invalid
• Increment code not in Anniversary Date range
• Insufficient days

Mass Additional Pay Report (NHRP703)

This report identifies all employees receiving an automatic increase for Earn Code PS1 (Pre-Shift Briefing).

Questions

Questions regarding this bulletin may be directed to the Salary Determination mailbox.