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Date:September 20, 2007
Bulletin Number: 749
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Subject

October 2007 Performance Advances for Employees Represented by the Public Employees Federation (PEF)

Purpose

To explain OSC’s automatic processing and provide instructions for Performance Advances not processed automatically.

Affected Employees

Eligible employees who are in Graded and NS Equated positions in Bargaining Unit 05.

Effective Date(s)

September 27, 2007 for Institution Pay Period 14L, paychecks dated October 25, 2007.

October 4, 2007 for Administration Pay Period 14L, paychecks dated October 31, 2007.

Background

Chapter 419 of the Laws of 2004, Article 8, Section 131.6 of the Civil Service Law and the 2003-2007 bargaining agreement between the State of New York and the Public Employees Federation provide for the payment of Performance Advances to eligible PEF employees and implement the agreement between the State of New York and the Public Employees Federation.

Eligibility

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 on or before October 1, 2007; and
  • The employee received a “Satisfactory” rating or its equivalent on their last annual evaluation date; and
  • The employee did not receive a Performance Advance in April 2007.
OSC Actions

After payroll processing is completed for Pay Period 14L, OSC will process Performance Advances for eligible salaried employees whose status on 9/27/07 (Institution) or 10/4/07 (Administration) is Active, Paid Leave of Absence (except Sick Leave) or Workers’ Compensation Leave.

Performance Advance (Increment Code 1001 and Anniversary Date between 4/2/XX and 10/1/XX with current salary equal to or greater than the Hiring Rate):

OSC will automatically insert a row in the employee’s Job Data page effective 9/27/07 (Institution) or 10/4/07 (Administration) to reflect the Performance Advance (not to exceed the Job Rate) using the Action/Reason code of PAY/PAV (Pay Rate Change/Performance Advance).

Promotion Recalculation (Increment Code 1004 with current salary equal to or greater than the Hiring Rate):

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 9/27/07 (Institution) or 10/4/07 (Administration) using the Action/Reason code of PAY/PMR (Pay Rate Change/Promotion Recalculation) to reflect the FIS amount on the Job Data Compensation page provided the FIS amount is greater than the compensation rate on Job Data.

Note:  
The resulting salary must be greater than the Hiring Rate.
The resulting salary can exceed the Job Rate of the current grade.

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 14L:

  • For Pay Changes, Position Changes, and Transfers requested on the Job Action Request or Transfer Request page where the effective date of the action is on or before 9/27/07 (Institution) or 10/04/07 (Administration):
    • The agency must not include the Performance Advance in the salary rate reported in the Pay Rate field.
    • The agency must report the October 2007 Increment Code.

  • For Pay Changes, Position Changes, and Transfers requested on the Job Action Request or Transfer Request page where the effective date of the Action is after 9/27/07 (Institution) or 10/04/07 (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 October 2008.

  • For employees who are on paid Sick Leave at the time of payment:
    • These employees will not receive the Performance Advance automatically.
    • The agency must enter a request on the Job Action Request page using the appropriate Action/Reason of PAY/PAV or PAY/PMR for employees who became eligible for the Performance Advance before being placed on paid Sick Leave.
  • For employees due an automatic Performance Advance in Pay Period 14 but who received an "Unsatisfactory" rating:
    • The agency must submit a Job Action Request using the Action/Reason of DTA/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

OSC will automatically update the increment codes, as appropriate, for employees in Pay Period 14L. Employees who receive Performance Advances or Promotion Recalculations will have their increment codes updated on the Performance Advance or Promotion Recalculation row.

After the Performance Advances are processed in Pay Period 14L, OSC will automatically insert a row on the Job Data Page, as appropriate, for employees with an increment code of 1003 using the Action/Reason code of DTA/CIC (Data Change/Correct Increment Code) effective 9/27/07 (Institution) or 10/4/07 (Administration).

Current Code

Update to

 

 

1001*

1001 if new salary is below Job Rate 0710 if new salary is the Job Rate of the grade

 

 

1003*

1001 if current salary is equal to or greater than Hiring Rate but less than Job Rate and the Anniversary Date is 4/2/XX -10/1/XX

 

 

1004

1001 if the new salary is less than Job Rate and the Anniversary Date is 4/2/XX -10/1/XX
0001 if the new salary is less than Job Rate and the Anniversary Date is 10/2/XX -4/1/XX
0710 if the new salary is equal to or greater than the Job Rate

*

If the Anniversary Date is between 10/2/XX-4/1/XX, the  employee will be identified on the Mass Increment Payment Exception Report.

 

Control-D Reports

The following report will be available in Control-D for agency review on 9/28/07 for Institution and 10/5/07 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 will not receive an automatic Performance Advance with one of the following explanations:

Salary below Hiring Rate
Position and job do not match
IS missing
FIS below Hiring Rate
FIS at or below current
Increment code missing
Increment code not in Anniversary Date range
Increment code invalid
Salary at or above Job Rate
Salary Below Job Rate
Salary at or above Longevity Step 2
Salary outside range
NYS Position has both equated to grade and Not to Exceed

Fields on the report include EmplID, Employee Record Number, Employee Name, Grade, Bargaining 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 an automatic Performance Advance.  Other fields on the report include EmplID, Employee Record Number, Employee Name, Salary, 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 with one of the following explanations:

Salary below Hiring Rate
Position and job do not match
FIS missing
FIS below Hiring Rate
FIS at or below current
Increment code missing
Increment code not in Anniversary Date range
Increment code invalid
Salary at or above Job Rate
Salary Below Job Rate
Salary at or above Longevity Step 2
Salary outside range
NYS Position has both equated to grade and Not to Exceed

Fields on the report include EmplID, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part Time Percentage, Salary, FIS Salary and Increment Code.

Agency Actions -Beginning Pay Period 15

Beginning in Pay Period 15L, 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 14 must also enter the Action/Reason code of PAY/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 14, the agency must submit the Rein Leave and any additional rows to add the Performance Advance or Promotion Recalculation (PAY/PAV or PAY/ PMR) if applicable, effective 9/27/07 (Institution) or 10/04/07 (Administration).

Time Entry Processing

To report miscellaneous earnings that are automatically calculated by the payroll system (eg. 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 Salary Determination mailbox.