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Date:March 18, 2008
Bulletin Number: 804
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Subject

April 2008 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

Eligible employees in Bargaining Units 06, 46 and 66.

Effective
Date(s)

3/27/08 Institution - Paychecks dated 4/24/08, Pay Period 1L.
4/3/08 Administration - Paychecks dated 4/30/08, Pay Period 1L.

Background

Chapter 10 of the Laws of 2008, Article 8, Section 131.6 and 130.3 of the Civil Service Law and the 2007-2011 bargaining agreement between the State of New York and Management Confidential employees provide for the payment of Performance Advances and Longevity Payments to eligible M/C employees.

On 1/31/08, the Division of the Budget issued Bulletin D-280 providing payment of 2008 Performance Advances and Longevity Payments for eligible Management Confidential employees.

Eligibility Criteria

Performance Advance Requirements
M/C employees whose base annual salary is below the Job Rate of the employee's current grade on the 4/1/07 Salary Schedule are eligible for a Performance Advance if the employee:

  • has  thirteen (13) complete pay periods of service in such grade between April 1, 2007 and March 31, 2008; and
  • does not have a PWH (Performance Advance Withheld).

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 at a base annual salary equal to or greater than the Job Rate for the employee's grade may be eligible for a Longevity Payment.  The payment is effective on the first day of the pay period following completion of the required service.  For employees with an Increment Code of 2003 or 1998 who have had continuous paid service, the Longevity Payment is effective 3/27/08 (Institution) or 4/3/08 (Administration).

Withholds
If the agency determines that an M/C employee’s automatic Performance Advance or Longevity Payment should be withheld, the agency must request approval through the Division of the Budget per Bulletin D-280.  Agencies may submit a Job Action Request in Pay Period 1 using the Action/Reason code of DTA/PWH (Data Change/Withhold Performance Advance) and enter Increment Code 0003 to withhold a Performance Advance or 7777 to withhold a Longevity Payment.  If the agency does not submit a transaction to withhold the payment, OSC will manually enter the transaction.

OSC Actions

After payroll processing is completed for Pay Period 1L, OSC will process Performance Advances for eligible graded and NS equated to grade employees and Longevity Payments for employees in grades 603-617 who are Active, on a Paid Leave of Absence (except Sick Leave) or on Workers’ Compensation Leave on 3/27/08 (Institution) or 4/3/08 (Administration).

Performance Advance (Increment Code 0001)
OSC will automatically insert a row in the employee’s Job Data page effective 3/27/08 (Institution) or 4/3/08 (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 0004)
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 3/27/08 (Institution) or 4/3/08 (Administration) to reflect the FIS amount displayed on the Job Data Compensation page as long as the FIS amount is greater than the compensation rate on Job Data, using the Action/Reason code of PAY/PMR (Pay Rate Change/Promotion Recalculation).

Longevity Payments (Increment Codes 2003 or 1998):
  • OSC will automatically process Longevity Payments for employees in grades 603-617 with Increment Code 2003 using the Action/Reason code of PAY/LGP (Pay Rate Change/Longevity Payment) effective 3/27/08 (Institution) or 4/3/08 (Administration). Employees who are at the Job Rate will be brought to Longevity Step 1; employees above the Job Rate and below Longevity Step 1 will have the longevity amount added to the current salary (not to exceed Longevity Step 2).
  • OSC will automatically process Longevity Payments for employees in grades 603-617 with Increment Code 1998 using the Action/Reason code of PAY/LGP (Pay Rate Change/Longevity Payment) effective 3/27/08 (Institution) or 4/3/08 (Administration).  Employees whose salary is at or above the Job Rate and below Longevity Step 2 will be brought to Longevity Step 2.
Transactions processed automatically will appear on the NHRP520, Daily Outbound Transaction file.

Automatic Update of Increment Codes

OSC will automatically update the increment codes, as appropriate, for employees in Pay Period 1L.  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 and Promotion Recalculations are processed in Pay Period 1L, OSC will automatically update increment codes of employees with Increment Code 0003 on the Job Data record using the Action/Reason code of DTA/CIC (Data Change/Correct Increment Code) effective 3/27/08 (Institution) or 4/3/08 (Administration).

Current Code

Update to

0001

0001 if the new salary is below Job Rate
2008 if the new salary is equal to Job Rate

0003

0001 if the new salary is equal to or greater than Hiring Rate and less than Job Rate

0004

0001 if the new salary is below Job Rate
2008 if the new salary is equal to or greater than Job Rate

Agency Actions - Pay Period 1

Graded and NS Equated to Grade Employees
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 with an effective date on or before 3/27/08 (Institution) or 4/3/08 (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 proper increment code for April 2008.

For Pay Changes, Position Changes and Transfers requested on the Job Action Request or Transfer Request page with an effective date after 3/27/08 (Institution) or 4/3/08 (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 2009.

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 code of PAY/PAV (Pay Rate Change/Performance Advance) or PAY/PMR (Pay Rate Change/ Promotion Recalculation) for employees who became eligible for the payments before being placed on paid Sick Leave.
  • The agency must enter a request on the Job Action Request page using the appropriate Action/Reason code of PAY/LGP (Pay Rate Change/Longevity Pay) for employees who are eligible at the time of the 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 enter 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 Military Stipend (MLS) must also submit a Job Action Request to pay Performance Advances, Promotion Recalculations or Longevity Payments, if applicable.

If the effective date of the Rein Leave is before Pay Period 1, the agency must enter the Rein Leave on the Job Data page and submit a Job Action Request using the appropriate Action/Reason code (PAY/PAY, PAY/PMR or PAY/LGP) effective 3/27/08 (Institution) or 4/3/08 (Administration).

If the effective date of the Rein Leave is after Pay Period 1, the agency must enter the Rein Leave on the Job Data page and submit a Job Action Request using the Action/Reason code of PAY/CSL (Pay Rate Change/Cor Sal) and the effective date of the Rein Leave with the next effective sequence number.

In addition, the agency must submit transactions for NS equated to grade employees who are due a Longevity Payment using the Action/Reason code of PAY/LGP (Pay Rate Change/Longevity Payment) with Pay Period 1 effective dates.

Control-D Reports

The following report will be available after processing of Pay Period 25 (3/19/08-Institution or 3/26/08-Administration) is completed.  The report identifies employees who will not receive an automatic Performance Advance or Longevity Payment 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.

NHRP708 Mass Increment Payment Exception Report
This report identifies employees who will not receive an automatic Performance Advance or Longevity Payment. 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:

NYS Position has both equated grade and NTE
Position and job do not match
FIS missing
FIS at or below current
FIS below hiring rate
Increment code missing
Increment code invalid

These messages are based on the employee’s current increment code:

Sal below hiring rate
Sal at or above job rate
Sal below job rate
Sal at or above longevity step 1
Sal at or above longevity step 2

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.

NHRP704 Mass Salary Payment/Mass Increment Payment Report
This report identifies all employees who received the automatic Performance Advance or Longevity Payment 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.

NHRP708 Mass Increment Payment Exception Report
This report identifies employees who did not receive an automatic Performance Advance or Longevity Payment. 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:

NYS Position has both equated grade and NTE
Position and job do not match
FIS missing
FIS at or below current
FIS below hiring rate
Increment code missing
Increment code invalid

These messages are based on the employee’s current increment code:

Sal below hiring rate
Sal at or above job rate
Sal below job rate
Sal at or above longevity step 1
Sal at or above longevity step 2

Questions

Questions regarding salary may be directed to the Salary Determination mailbox.