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Date: March 17, 2006 Bulletin Number: 625
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Subject

April 2006 Performance Advances for Graded and NS Equated to Grade Employees and Longevity Payments for Graded Employees Represented by the Civil Service Employees Association (CSEA)

Purpose

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

Affected Employees

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

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

Pursuant to the determination of the Governor’s Office of Employee Relations, these payments continue under Article 8, Section 131.6 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 (CSEA).

Effective Date(s)

3/30/06 (Institution) - Paychecks dated 4/27/06, Pay Period 1L.
4/6/06 (Administration) - Paychecks dated 5/3/06, Pay Period 1L.

Eligibility

Performance Advance Requirements
CSEA employees whose base annual salary is below the Job Rate for their current position on the 4/1/05 Salary Schedule are eligible for a Performance Advance if the employee:

  • has completed one (1) year of service in such position by March 31, 2006; and
  • did not receive a Performance Advance in October 2005;
    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 2001 or 1996 who have had continuous paid service, the Longevity Payment is effective 3/30/06 (Institution) and 4/6/06 (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 3/30/06 (Institution) and 4/6/06 (Administration) is Active, on Paid Leave of Absence (except those on Sick Leave), or on Workers’ Compensation Leave.

Performance Advance (Increment Code 0001):
OSC will automatically insert a row in the employee’s Job Data page effective 3/30/06 (Institution) and 4/6/06 (Administration) to reflect the Performance Advance (not to exceed the Job Rate) using the Action/Reason of Pay Rate Chg/PAV (Pay Rate Change/Performance Advance).

Promotion Recalculation (Increment Code 0004 and Anniversary date between 10/2 and 4/1):
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 3/30/06 (Institution) and 4/6/06 (Administration) to reflect the FIS amount on the Job Data Compensation page as long as the FIS amount is greater than the compensation rate on Job Data and less than the Job Rate, using the Action/Reason of Pay Rate Chg/PMR (Pay Rate Change/Promotion Recalculation).

Longevity Pay (Increment Codes 1996 and 2001):

  • OSC will automatically process Longevity Payments for employees with Increment Code 2001. 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 Rate Chg/LGP (Pay Rate Change/Longevity Payment) will be used.
  • OSC will automatically process Longevity Payments for graded employees with Increment Code 1996 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 Rate Chg/LGP (Pay Rate Change/Longevity Payment) will be used.
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 Change/CIC (Data Change/Correct Increment Code).

Current Code

Updated to

0001

0001 if new salary is below Job Rate
2006 if new salary is Job Rate of the grade

0003

0001 if anniversary date is 10/2/XX-4/1/XX

0004

0001 if anniversary date is 10/2/XX-4/1/XX
1001 if anniversary date is 4/2/XX-10/1/XX
2006 if FIS Salary is equal to Job Rate


Agency Actions - Pay Period 1

Graded Employees and NS Employees Equated to a Grade
The following procedures must be used by the agency when reporting transactions in Pay Period 1L:

  • 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 3/30/06 (Institution) or 4/6/06 (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 2006 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 3/30/06 (Institution) or 4/6/06 (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 2007.

  • 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 Rate Chg/PAV, Pay Rate Chg/PMR or Pay Rate 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 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 to withhold a Performance Advance or 7777 to withhold a Longevity Payment.

NOTE:

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

  • For NS equated employees due a Longevity Payment, the agency must submit the Action/Reason of Pay Rate Chg/LGP (Longevity Payment).

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 - Pay Period 2

Beginning in Pay Period 2L, agencies that submit Rein Leave transactions on the Job Data page for eligible employees who return from a Leave of Absence without Pay (except Workers’ Compensation Leave) or a Paid Leave of Absence with a reason of Sick Leave or MLS (Military Stipend) with an effective date after Pay Period 1 must also enter the Action/Reason of Pay Rate 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 or Promotion Recalculation (Pay Rate Change/PAV or Pay Rate Change/ PMR) if applicable, effective 3/30/06 (Institution) or 4/6/06 (Administration).

Control-D Reports

The following report will be available after processing of Pay Period 25 Institution (3/22/06) and Administration (3/29/06) is completed. The report identifies employees who will not receive an automatic Performance Advance based on available information at the close of Pay Period 25. 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 Number, 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 Number, 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 Number, 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 regarding this bulletin may be directed to the Payroll Audit mailbox.