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Date: March 31, 2005 Bulletin Number: 554
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Subject

Automatic Processing of April 2005 Performance Advances for NS Equated Employees

Purpose
To explain OSC’s automatic processing of certain NS employees who are equated to a grade.

Affected Employees
Certain CSEA, PEF, and M/C non-statutory employees who have grade equations.

Background
Employees represented by CSEA and PEF who are below the job rate of the equated grade of their NYS Position are eligible to receive a Performance Advance pursuant to Article 14, Section 209-a of Civil Service Law.

The Division of the Budget Bulletin D-1116 issued on 3/30/05 authorizes the payment of Performance Advances to employees designated Management/Confidential whose salary is less than the job rate of the equated grade of their NYS Position.
Beginning with the April 2005 Performance Advances, OSC will systematically pay Performance Advances to eligible NS employees who are equated to grade.


Effective Date(s)
Paychecks dated 4/28/05, Institution Lag.
Paychecks dated 5/04/05, Administration Lag.

Eligibility Criteria
Performance Advance Requirements
NS equated to grade 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:
  • is equated to a salary grade on the Position page for the employee's NYS Position and no value is in the Approved Salary field; and
  • has completed one (1) year of service in such position by March 31, 2005 and did not receive a Performance Advance in October 2004 (CSEA and PEF);
  • has completed thirteen (13) pay periods of service in such position by Pay Period 1 (M/C); and
  • was rated “Satisfactory” or its equivalent on the employee's last annual evaluation date.

Criteria OSC used to add Increment Codes to NS Equated positions
CSEA and PEF:
  • Employees must be Active or on Paid Leave in the appropriate bargaining unit in an NS position that has a grade in the Equated to Grade field and no value in the Approved Salary field on the Position Data page.
  • Employees must be ANN with grade 600.
  • No action was taken if the increment code is a year.
  • If the last effective dated row was effective 3/25/04 (Administration) or 4/1/04 (Institution) and there was a Reason of PAV and
    • If the salary was equal to the job rate of the equated grade, an increment code of 2004 was added.
    • If the salary was below the job rate of the equated grade, an increment code of 0001 was added.
  • If the last effective dated row was 9/30/04 (Institution) or 10/7/04 (Administration) and the reason was PAV and
    • If the salary was equal to the job rate of the equated grade, an increment code of 0410 was added.
    • If the salary was below the job rate of the equated grade, an increment code of 1001 was added.
  • If the employee was hired with an effective dated row between 4/2/04 and 10/1/04, an increment code of 1001 was added.
  • If the employee was hired with an effective dated row between 10/2/04 and current, an increment code of 0003 was added.
  • If there was a HIRE row into an NS graded position with a grade equation between 10/2/03 and 4/1/04 and no other job row greater than 4/1/04 exists, an increment code of 0001 was added.

M/C:

  • Employees must be Active or on Paid Leave in Bargaining Unit 06 in an NS position that has a grade in the Equated to Grade field and no value in the Approved Salary field on the Position Data page.
  • Employees must be ANN with grade 600.
  • No action was taken if the increment code is a year.
  • If an Action of HIRE after 10/7/04 (Administration) or 9/30/04 (Institution), an increment code of 0003 was added.
  • If there was no row on Job Data greater than 9/30/04 (Administration) or 10/7/04 (Institution) and the salary was below the job rate of the equated grade, an increment code of 0001 was added.
  • If employee’s salary was equal to or over the job rate of the equated grade, an increment code of 3333 was added (will be updated manually by the Salary Determination Unit).

OSC Actions
After payroll processing is completed for Pay Period 1L, OSC will process Performance Advances for eligible NS 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).
  • OSC will update any future row (except Position Change, Transfer and Pay Rate Change) using the Action/Reason of Pay Rt Chg/CSL (Pay Rate Change/Correct Salary)

Automatic Update of Increment Code 0001:
After the Performance Advances are applied in Pay Period 1, OSC will automatically update Increment Code 0001 to 2005 only if the Performance Advance brings the salary to the job rate of the equated grade.


Agency Actions - Pay Period 1
Agencies must start using increment codes for NS equated to grade employees using the appropriate code for the bargaining unit.

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 was on or before 3/31/05 (Institution) and 4/07/05 (Administration):
    • The agency must not include the Performance Advance 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 was after 3/31/05 (Institution) and 4/07/05 (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.

  • For employees due an automatic Performance Advance in Pay Period 1 but 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.

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 2L
Beginning in Pay Period 2L, agencies that submit Rein Leave transactions with an effective date within or after Pay Period 1
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 was 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 Report
The following report 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.

Questions

Questions regarding this bulletin may be directed to your Payroll Auditor.