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Date: March 21, 2005 Bulletin Number:543
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Subject

April 1, 2005 Performance Advances and Longevity Payments for Employees Represented by CSEA

Purpose
To explain OSC’s automatic processing and to provide instructions for payments not processed automatically.
Affected Employees

Graded salaried employees in the following bargaining units who meet the eligibility criteria:

  • Administrative Services                                 BU02
  • Operational Services                                     BU03
  • Institutional Services                                     BU04
  • Division of Military & Naval Affairs                   BU47

Effective Date(s)
3/31/05 (Institution) - Checks dated 4/28/05 Pay Period 1L.
4/07/05 (Administration) - Checks dated 5/04/05 Pay Period 1L.
Background
Pursuant to the determination of the Governor’s Office of Employee Relations, these payments continue under Article 14, Section 209-a of the Civil Service Law. Chapter 103 of the Laws of 2004 implements agreements between the State of New York and the Civil Service Employees Association.

Eligibility Criteria
Performance Advance Requirements
CSEA employees whose base annual salary is below the job rate for their current position on the 4/01/04 Salary Schedule are eligible for a Performance Advance if the employee:
  • has completed one (1) year of service in such position by March 31, 2005; and
  • did not receive a Performance Advance in October 2004;
    and
  • was rated “Satisfactory” or its equivalent on the employee's last annual evaluation date.

Longevity Payment Requirements
CSEA employees who complete five (5) or ten (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 pay period following completion of the required service. For employees with an Increment Code of 2000 or 1995 who have had continuous paid service, the Longevity Payment is effective 3/31/05 (Institution) and 4/07/05 (Administration).

OSC Actions

After payroll processing is completed for Pay Period 1L, OSC will process Performance Advances and Longevity Payments for eligible graded salaried employees whose status on 3/31/05 (Institution) and 4/07/05 (Administration) 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 page effective 3/31/05 (Institution) and 4/07/05 (Administration) to reflect the Performance Advance (not to exceed the job rate) using the Action/Reason of Pay Rt Chg/PAV (Pay Rate Change/Performance Advance).

Promote Recal (Increment Code 0004):
For employees who are entitled to a revised salary based on their FIS (Fixed Incremented Salary), OSC will automatically insert a row in the employee’s Job Data page effective 3/31/05 (Institution) and 4/07/05 (Administration) to reflect the FIS amount on the Job Data Compensation page, using the Action/Reason of Pay Rt Chg/PMR (Pay Rate Change/Promotion Recalculation).

Longevity Pay (Increment Codes 1995 and 2000):

  • OSC will automatically process Longevity Payments for employees with Increment Code 2000. Employees at the job rate will be brought to Longevity Step 1. Employees above the job rate and below Longevity Step 1 will have $750.00 added to their salary. The Action/Reason of Pay Rt Chg/LGP (Pay Rate Change/Longevity Payment) will be used.
  • OSC will automatically process Longevity Payments for graded employees with Increment Code 1995 whose salary is at or above the job rate and below Longevity Step 2. Employees will be brought to Longevity Step 2. The Action/Reason of Pay Rt Chg/LGP (Pay Rate Change/Longevity Payment) will be used.

Automatic Update of Increment Codes:
After the Performance Advances and Longevity Payments are applied in Pay Period 1, OSC will automatically update the increment codes, as appropriate, on the Job Data record using the Action/Reason of Data Chg/CIC (Data Change/Correct Increment Code).


Agency Actions -Pay Period 1

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

  • For Pay Changes, Position Changes, and Transfers requested on the Job Action Request or Transfer Request page and the effective date of the Action is on or before 3/31/05 (Institution) and 4/07/05 (Administration):
    • 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 2005 increment code.

  • For Pay Changes, Position Changes, and Transfers requested on the Job Action Request or Transfer Request page and the effective date of the Action is after 3/31/05 (Institution) and 4/07/05 (Administration):
    • 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 2006.

  • For CSEA employees due an automatic Performance Advance or Longevity Payment in Pay Period 1but who received an unsatisfactory rating:
    • The agency must submit a Job Action Request using the Action/Reason of Data Chg/USP (Data Change/Unsatisfactory Performance) and enter the Increment Code 0003.

NOTE: "Unsatisfactory" ratings should be reported in the same pay period in which the employee was rated.

  • For employees designated NS (Non Statutory) and equated to a CSEA grade and who meet the Performance Advance criteria:
    • The agency must submit a Job Request to pay the Performance Advance. The Action/Reason of Pay Rt Chg/ PAV (Pay Rate Change/Performance Advance) must be used.

Time Entry:
To report miscellaneous earnings that are automatically calculated by the system (i.e. overtime), agencies must separate earnings by pay period so the earnings will not overlap the effective date of the pay change.

Agency Actions -Beginning Pay Period 2
Beginning in Pay Period 2L, agencies that submit Rein Leave transactions with an effective date after Pay Period 1 on the Job Data page, for eligible employees who return from a leave of Absence without Pay (except Workers’ Compensation Leave) or Paid Leave of Absence with a Reason of MLS (Military Stipend) must also enter a Pay Rt Chg/PAV, effective the date of the Rein Leave with the next effective sequence number.

If the effective date of the Rein Leave is before Pay Period 1, the agency must submit the Rein Leave and any additional rows to add the Performance Advance (Pay Rt Chg/PAV) if applicable, effective 3/31/05 (Institution) or 4/7/05 (Administration).

Control-D Reports

The following report will be available after processing of Pay Period 25 Institution (3/23/05) and Pay Period 26 Administration (3/30/05) are completed. The report identifies employees who will not receive an automatic Performance Advance based on available information at the close of Pay Period 25 for Institution and Pay Period 26 for Administration. This will give agencies time to correct the employees’ records, if necessary, before automatic processing takes place.

Mass Increment Payment Exception Report (NHRP708)
This report identifies employees who will 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 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 missing
Increment code not in Anniversary Date range

The following reports will be 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 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, Salary, 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 invalid
Increment code missing
Increment code not in Anniversary Date range

Questions

Questions about Salary Increases may be directed to the Salary Determination mailbox.