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Date: March 21, 2005 Bulletin Number:544
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Subject

April 1, 2005 Performance Advances and Pre-Shift Briefing Updates for Employees Represented by NYSCOPBA (BU 01), Council 82 Agency Law Enforcement Services Unit (BU 31), and Council 82 Security Supervisors Unit (BU 61)

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)
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.

Eligibility Criteria
An employee represented by NYSCOPBA or Council 82 in a graded position whose base annual salary is below the job rate of the employee's grade on the 4/01/02 Salary Schedule and who has 100 work days of service in Fiscal Year 2004-2005 is eligible for an April 1, 2005 Performance Advance, payable 3/31/05 (Institution) or 4/07/05 (Administration).

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), Leave of Absence with the following codes of WDL, WSP or WPS 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 3/31/05 (Institution) and 4/7/05 (Administration) 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 3/31/05 (Institution) and 4/7/05 (Administration) to automatically increase Pre-Shift Briefing amounts in accordance with the above payments.

Pre-Shift Briefing rows for $24.00 or $48.00 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.

  • For Pay Changes, Position Changes, and Transfers with effective dates on or before 3/31/05 (Institution) or 4/7/05 (Administration):
    • 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 2005.

  • For Pay Changes, Position Changes, and Transfers with effective dates after 3/31/05 (Institution) or 4/7/05 (Administration):
    • 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 2006.

  • 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 the earnings will not overlap the effective date of the change.

Agency Actions Beginning Pay Period 2
Beginning in Pay Period 2L, agencies who 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).

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 Fiscal Year 2005-2006. These employees will be identified with an Increment Code of 00X5 (X being any number and 5 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 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.

Employees who reach 100 work days of service in Pay Period 26 for Institution or Pay Period 27 for Administration 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

Automatic Preshift Briefing Calculations/Changes Applied (NHRP565A)
This report identifies all employees who had a PS1 row inserted or updated by the payroll system. Fields on the report include Employee ID, Employee Record No., Employee Name, Effective date of the PS1 row inserted or updated, End date of PS1 row (on Updates only), Old PS1 amount, New PS1 amount and the Action (Inserted or Updated).

Automatic Preshift Briefing Calculations/Changes Not Applied (NHRP565B)
This report identifies all employees whom the system determined there should be a change to the PS1 amount. However, the employee is receiving an amount of $48.00 per pay period; therefore, the system will not change the amount. Fields on the report include Employee ID, Employee Record No., Employee Name, Current Effective Date, Calculated Effective Date, Current PS1 Amount, and the Calculated PS1 Amount.

Questions

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