NYS Comptroller Seal

 

Bureau of State Payroll Services

 

  Date: October 5, 2004 Bulletin No. 501

Subject October 2004 Performance Advances for Employees Represented by CSEA, DC-37 and PEF
Purpose To explain OSC’s automatic processing and provide instructions for payments not processed automatically.
Affected Employees

Eligible employees in the following bargaining units:

CSEA
Administrative (BU 02)
Operational (BU 03)
Institutional (BU 04)
Division of Military and Naval Affairs (BU 47)

DC-37
Rent Regulation Services (BU 67)

PEF
Professional, Scientific, and Technical Services Unit (BU 05)

 

Background Agreements between the State and CSEA, DC-37 and PEF provided for the payment of Performance Advances to employees who serve at least one year, but not more than one and one-half years, before a Performance Advance is paid.
Effective Date

September 30, 2004 for Institution Pay Period 14L, checks dated October 28, 2004.

October 7, 2004 for Administration Pay Period 15L, checks dated November 3, 2004.
Eligibility

Employees must meet the following eligibility criteria:

  1. The employee’s base annual salary is below the job rate for their current position; and
  2. The employee completes one year of service in the position by October 1, 2004; and
  3. The employee received a “Satisfactory” or its equivalent rating on their last annual evaluation date.

NOTE:   Agencies must manually enter Performances Advances for NS employees who are equated to a grade.

OSC Actions

Based on the four-digit Increment Code in the employee’s record, OSC will automatically apply the Performance Advance effective 9/30/04 (Institution) or 10/7/04 (Administration) from the appropriate salary schedules: the April 1, 2004 CSEA Salary Schedule and the April 1, 2002 DC-37 and PS&T Salary Schedules.

  • Increment Code 1001
    The Action/Reason code Pay Rt Chg/PAV (Pay Rate Change/Performance Advance)
  • Increment Code 1004
    The Action/Reason code Pay Rt Chg/PMR (Promotion Recalculation)
The Performance Advance row will be inserted in the employee’s record after OSC has approved all Job Requests submitted for Pay Periods 14L (Institution) or 15L (Administration).
Automatic Update of Increment Codes

After the Performance Advances are processed, the following Increment Codes will be updated to prepare for the next rating cycle.

Current Code
Update to
   

1001

1001 if new salary is below Job Rate
0410 if new salary is the Job Rate of the grade

1003

1001 if anniversary date 4/02-10/01/XX

1004

1001 if anniversary date 4/02-10/01/XX
0001 if anniversary date 10/02-4/01/XX
0410 if FIS Salary is equal to Job Rate

Control D Reports

The following report in Control D will be available for agency review on 10/1/04 for Institution agencies and 10/7/04 for Administration agencies.  The report will be sorted by agency code and then by employee name.

Mass Increment Payment Exception Report (NHRP708)
This report identifies employees who did not receive an automatic Performance Advance and one of the following explanations.

FIS Missing
FIS Below Current
FIS Amount Over Job Rate
Increment Code Missing
Increment Not Applied
Salary Below Minimum
Position and Job do not match
Inc Code not in Anniv Dt range

Fields on the report include EmplID, Employee Record #, Employee Name, Grade, Barg Unit, Pay Basis Code, Part Time Percentage, Salary, FIS Salary, and Increment Code.

The following reports will be available for agency review after the Performance Advances have been processed.

Mass Increment Payment Report (NHRP704)
This report identifies all employees who received the automatic increment payments and their increased salaries.  Other fields on the report include EmplID, Employee Record #, Employee Name, Salary, Grade, Barg 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 and one of the following explanations.

FIS Missing
FIS Below Current
FIS Amount Over Job Rate
Increment Code Missing
Increment Not Applied
Salary Below Minimum
Position and Job do not match
Inc Code not in Anniv Dt range

Fields on the report include EmplID, Employee Record #, Employee Name, Grade, Barg Unit, Pay Basis Code, Part Time Percentage, Salary, FIS Salary, and Increment Code.

Agency Actions Pay Periods 14L and 15L

NS Employees Equated to a Grade
Agencies must submit transactions for all NS (Grade 600) employees due an increment effective October 7, 2004 (Administration) or September 30, 2004 (Institution).

Agencies must enter a request on the Job Action Request page using the appropriate Action/Reason combination of Pay Rt Chg/PAV or Pay Rt Chg/PMR.

Graded Employees
  1. Position or Pay Changes submitted that result in a change in annual salary effective on or before the first day of Pay Periods 14L (Institution) or 15L (Administration):

    Do not include the Performance Advance payment in the Salary Rate on the Job Action Request page.  Submit the Increment Code that would have been effective had the transaction been submitted in an earlier pay period.  OSC will apply an automatic Performance Advance based on the Increment Code submitted.

  1. Position or Pay Changes submitted that result in a change in annual salary effective after the first day of Pay Periods 14L (Institution) or 15L (Administration):

    Include the automatic Performance Advance in the requested salary on the Job Request page and report the projected Increment Code for 2005.

  1. Employees rated “UNSATISFACTORY:”

    The agency must request a Data Change on the Job Action Request page effective on the employee’s rating date and use the Action/Reason DTA/USP (Unsatisfactory Performance) and the Increment Code 1003 or 0003.

  1. Employees who are on paid Sick Leave at the time of payment:

    Employees on paid Sick Leave will not be paid Performance Advances automatically.

    The agency must enter a request on the Job Action Request page using the appropriate Action/Reason of Pay Rt Chg/PAV or Pay Rt Chg/PMR for employees who became eligible for the Performance Advance before going on paid Sick Leave.

Time Entry Processing

Earnings Reported in the Time Entry Page

Enter multiple rows if the earnings dates being reported overlap the effective date of the Performance Advance.

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