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Date: October 13, 2005 Bulletin Number: 582
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Subject
October 2005 Performance Advances for Graded and NS Equated Employees Represented by CSEA, DC-37 and PEF and Longevity Payments for Graded Employees Represented by CSEA

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)

Effective Date(s)
September 29, 2005 for Institution Pay Period 14L, checks dated October 27, 2005.

October 6, 2005 for Administration Pay Period 14L, checks dated November 2, 2005.

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 (1) year, but not more than one and one-half years, before a Performance Advance is paid.

Starting in October 2000, increment codes were established to indicate a Longevity Payment to be automatically paid to CSEA employees on the October cycle. This is the first October Longevity Payment that will be paid by OSC.

Eligibility
Performance Advance Requirements
Employees must meet the following eligibility criteria:
  • The employee’s base annual salary is below the job rate for their current position; and
  • The employee completes one (1) year of service in the position by October 1, 2005; and
  • The employee received a “Satisfactory” or its equivalent rating on their last annual evaluation date.
Longevity Payment Requirements
CSEA employees who complete five (5) 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 0010 who have had continuous paid service, the Longevity Payment is effective 9/29/05 (Institution) or 10/6/05 (Administration).

OSC Actions
Based on the four-digit Increment Code in the employee’s record, OSC will automatically apply the Performance Advance or Longevity Payment for eligible employees effective 9/29/05 (Institution) or 10/6/05 (Administration) from the appropriate salary schedules: the April 1, 2005 CSEA Salary Schedule and the April 1, 2005 DC-37 and PS&T Salary Schedules.
  • Increment Code 1001
    Action/Reason code Pay Rt Chg/PAV (Pay Rate Change/Performance Advance)
  • Increment Code 1004
    Action/Reason code Pay Rt Chg/PMR (Promotion Recalculation)
  • Increment Code 0010
    Action/Reason code Pay Rt Chg/LGP
    (Longevity Payment)
The Performance Advance, Promotion Recalculation or Longevity row will be inserted into the employee’s record after OSC has approved all Job Requests submitted for Pay Period 14L.

Transactions processed automatically will appear on the NHRP520, Daily Outbound Transaction file.

Agency Actions
Pay Period 14L
Graded Employees and NS Employees Equated to a Grade
The following procedures must be used by the agency when reporting transactions in Pay Period 14.
  • 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 9/29/05 (Institution) or 10/6/05 (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 October 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 9/29/05 (Institution) or 10/6/05 (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 October 2006.

  • Employees who are on paid Sick Leave at the time of payment:
    • Employees on paid Sick Leave will not receive payments automatically.
    • The agency must enter a request on the Job Action Request page using the appropriate Action/Reason of Pay Rt Chg/PAV, Pay Rt Chg/PMR or Pay Rt Chg/LGP for employees who became eligible for the payments before being placed on paid Sick Leave.

  • For employees due an automatic Performance Advance or Longevity Payment in Pay Period 14 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 1003.
NOTE: "Unsatisfactory" ratings should be reported in the same pay period in which the employee was rated.
Automatic Update of Increment Codes
After the payments 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
0510 if new salary is the Job Rate of the grade

1003 1001 if anniversary date is 4/02/XX-10/01/XX

1004 1001 if anniversary date is 4/02/XX-10/01/XX
0001 if anniversary date is 10/02/XX-4/01/XX
0510 if FIS Salary is equal to Job Rate

0010 0010 increment code will remain the same

Control-D Reports
The following report in Control-D will be available for agency review on 10/5/05 for Institution agencies and 10/7/05 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 or Longevity Payment with 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 Number, 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 Number, 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 or Longevity Payment with 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 Number, Employee Name, Grade, Barg Unit, Pay Basis Code, Part Time Percentage, Salary, FIS Salary, and Increment Code.

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

Questions
Questions regarding this bulletin may be directed to the Payroll Audit mailbox.