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Date: March 17, 2006 Bulletin Number: 627
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Subject

April 1, 2006 Performance Advances and Pre-Shift Briefing Updates for Employees Represented by NYSCOPBA (BU01), Council 82 Agency Law Enforcement Services Unit (BU31) and Council 82 Security Supervisors Unit (BU61)

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 (BU01)
  • Council 82 Agency Law Enforcement Services Unit (BU31)
  • Council 82 Security Supervisors Unit (BU61)
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.

 

Effective Dates

3/30/06 Institution - Paychecks dated 4/27/06, Pay Period 1L.4/06/06 Administration - Paychecks dated 5/03/06, Pay Period 1L.

 

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 4/1/02 Salary Schedule and who has 100 work days of service in Fiscal Year 2005-06 is eligible for an April 1, 2006 Performance Advance, payable 3/30/06 (Institution) or 4/6/06 (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 a code of WDL, WSP or WPS and who have Increment Codes of 0010-0019. OSC will automatically process the FIS salary amount appearing on the Job Data Compensation page for employees with Increment Codes of 0040-0049, 0050-0059, and 0008.

A row will be automatically inserted into the Job Data page with the effective date of 3/30/06 (Institution) and 4/6/06 (Administration) with the Action/Reason of Pay Rate Change/PAV (Pay Rate Change/Performance Advance).

Pre-Shift Briefing

Pre-Shift Briefing amounts will be increased by normal processing in accordance with the above payments. OSC will insert a row on the Additional Pay page effective 3/30/06 (Institution) and 4/6/06 (Administration).

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 Change/CIC (Data Change/Correct Increment Code).

 

Agency Actions - 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 3/30/06 (Institution) or 4/6/06 (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 2006.

  • For Pay Changes, Position Changes, and Transfers with effective dates after 3/30/06 (Institution) or 4/6/06 (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 2007.

  • The agency must request the Action/Reason of Data Change/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 - 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 (Pay Rate Change/PAV) if applicable, effective 3/30/06 (Institution) or 4/6/06 (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 2006-07. These employees will be identified with an Increment Code of 00X6 (X being any number and 6 being the year in which the Longevity Payment is due). The agency is responsible for submitting these Longevity Payments as they become due using the Action/Reason of PAY/LGP (Pay/Longevity).

 

Control-D Reports

The following report will be available after processing of Pay Period 25 Institution (3/22/06) or 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.

Employees who reach 100 work days of service in Pay Period 25 will be processed automatically.

Mass Increment Payment Exception Report (NHRP708)
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 not in Anniversary Date range
Insufficient days (The employee may have 100 days by the start of Pay Period 1. In those cases, the agency should not submit a Performance Advance as it will be paid automatically.)
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 Number, 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 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 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 EmplID, Employee Record Number, 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 for 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 EmplID, Employee Record Number, Employee Name, Current Effective Date, Calculated Effective Date, Current PS1 Amount, and the Calculated PS1 Amount.

 

Questions

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