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Date: March 23, 2006 Bulletin Number: 633
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Subject

April 2006 Performance Advances for Graded and NS Equated to Grade Employees and Longevity Payments for Graded Employees Designated Management Confidential (M/C)

Purpose

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

Affected Employees

Employees in Bargaining Units 06, 46, and 66.

Background

On 3/20/06, the Division of the Budget issued Bulletin D-1118 concerning payment of 2006 Performance Advances and Longevity Payments for Management Confidential employees.

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
M/C employees in graded and NS equated positions whose base annual salary is below the Job Rate of their current position and who have thirteen (13) complete pay periods of service in such position between April 1, 2005 and March 31, 2006 are eligible for a Performance Advance based on the 4/1/05 Salary Schedule.

Longevity Payment Requirements
M/C employees in grades 603 - 617 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 of their grade may be eligible for a Longevity Payment. The Longevity 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 and NS equated to grade employees whose status on 3/30/06 (Institution) and 4/6/06 (Administration) is Active, on Paid Leave of Absence (except Sick Leave) or on Workers’ Compensation Leave.

Performance Advance (Increment Codes 0001 and 0402)
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)
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 (Fixed Incremented Salary) amount on the Job Data Compensation page using the Action/Reason of Pay Rate Chg/PMR (Pay Rate Change/Promotion Recalculation).

Longevity Payments (Increment Codes 2001 and 1996)
OSC will automatically process Longevity Payments for employees in grades 603-617 with an Increment Code of 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 employees in grades 603-617 with an Increment Code of 1996 whose salary is at or above Longevity Step 1 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 Pay) will be used.

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

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

Update to

0001

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

0003

0001 if new salary is below Job Rate

0004

0001 if new salary is below Job Rate
2006 if new salary is equal to Job Rate


Agency Actions - Pay Period 1

Graded Employees and NS Employees Equated to 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.

If the agency determines that an M/C employee’s automatic Performance Advance should be withheld, the agency must submit a Job Action Request using the Action/Reason of Data Change/PWH (Data Change/Performance Advance Withheld) and enter the Increment Code 0003 effective 3/30/06 (Institution) or 4/6/06 (Administration).

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

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 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 Change/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).

Questions

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