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Date: March 30, 2011

Bulletin Number: 1063

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Subject

April 2011 Performance Advances for Graded and NS Equated to Grade 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

Eligible employees in the following bargaining units:

- Administrative Services

BU02

- Operational Services

BU03
- Institutional Services BU04
- Division of Military & Naval Affairs BU47

Effective Date(s)

3/31/11 Administration - Paychecks dated 4/27/11,  Pay Period 1L
4/7/11 Institution - Paycheck dated 5/5/11,  Pay Period 1L

Background

Chapter 10 of the Laws of 2008, Article 8, Section 131.6 of the Civil Service Law and the 2007-2011 negotiated agreement between the State of New York and the Civil Service Employees Association (CSEA) provide for the payment of Performance Advances to eligible CSEA employees.

Eligibility Criteria

Performance Advance Requirements

CSEA employees whose annual salary is below the Job Rate of the employee's current  grade on the 4/1/10 Salary Schedule are eligible for a Performance Advance if the employee:

  • has completed one (1) year of service in such grade by
  • April 1, 2011; and
  • did not receive a Performance Advance in October 2010; and
  • was rated “Satisfactory” or its equivalent on the employee's last annual evaluation date.

Unsatisfactory Ratings

Employees rated”Unsatisfactory” during Fiscal Year 2010-2011 are not eligible to receive a Performance Advance.  Agencies must submit a Job Action Request using the Action/Reason code of DTA/USP (Data Change/Unsatisfactory Performance) and enter Increment Code 0003 to withhold a Performance Advance.  The effective date should be the date of the employee’s rating.  These transactions should be entered as soon as practicable following the employee’s evaluation date.

OSC Actions

After payroll processing is completed for Pay Period 1L, OSC will process Performance Advances and Promotion Recalculations for eligible graded and NS equated to grade employees who are Active, on a Paid Leave of Absence (except Sick Leave) or on Workers’ Compensation Leave on 3/31/11 (Administration) or 4/7/11 (Institution).

Performance Advance (Increment Code 0001 and Anniversary Date between 10/2 and 4/1):
OSC will automatically insert a row in the employee’s Job Data page effective 3/31/11 (Administration) or 4/7/11 (Institution) 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 3/31/11 (Administration) or 4/7/11 (Institution) to reflect the FIS amount displayed on the Job Data Compensation page using the Action/Reason code of PAY/PMR (Pay Rate Change/Promotion Recalculation).  In addition, the FIS amount:

  • must be equal to or greater than the Hiring Rate;
  • must be greater than the employee’s current salary;
  • can exceed the Job Rate of the employee’s current grade.

Workers’ Compensation:
For employees who are receiving Workers’ Compensation under the CSEA Medical Evaluation Program, the supplement will be recalculated by OSC when processing payments for disability dates beginning 3/31/11 (Administration) or 4/7/11 (Institution).

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, on the inserted rows for employees who receive a Performance Advance or Promotion Recalculation.  After the Performance Advances and Promotion Recalculations are processed in Pay Period 1L, OSC will automatically insert a row and update the Increment Codes of employees on the Job Data record using the Action/Reason code of DTA/CIC (Data Change/Correct Increment Code) effective 3/31/11 (Administration) or 4/7/11 (Institution) as follows:


Current Code

Update to

0001

0001 if the new salary is below Job Rate
2011 if the new salary is equal to Job Rate

0003

0001 if the current salary is equal to or greater than Hiring Rate and below Job Rate and the Anniversary Date is 10/2/XX-4/1/XX

0004

0001 if the new salary is below Job Rate and the Anniversary Date is 10/2/XX-4/1/XX
1001 if the new salary is below Job Rate and the Anniversary Date is 4/2/XX-10/1/XX
2011 if the new salary is equal to or greater than Job Rate



Control-D Report Available Prior to Processing

The following Control-D report will be available after processing of Pay Period 25 (3/31/11 (Administration) and Pay Period 26 (4/7/11 (Institution)) is completed.  This will give agencies time to correct employees’ records, if necessary, before the automatic processing takes place.

NHRP708 Mass Increment Payment Exception Report
This report identifies employees who will not receive an automatic Performance Advance or Promotion Recalculation based on information available at the close of Pay Period 25 (Administration) and Pay Period 26 (Institution). 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
  • Inc code not in Anniv Date range
  • Sal below hiring rate
  • Sal at or above job rate

If an employee appears on this report but is due a Performance Advance or Promotion Recalculation the agency must:

  • Submit the necessary corrections on the Job Action Request page to correct the data on the incorrect Job row(s) using the appropriate Action/Reason code(s).  After the row(s) is corrected, the automatic Performance Advance or Promotion Recalculation will be applied.
  • Submit a Position Change Request to the Position Management Unit if the data on the Position Data page is incorrect in PayServ but is correct in NYSTEP.  The position will be updated to reflect the change and the automatic Performance Advance or Promotion Recalculation will be applied provided the agency’s position request contains the same information as the position information in NYSTEP.

Agency Actions - Pay Period 1

Graded and NS Equated to Grade Employees
The following procedures must be used by the agency when submitting 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 3/31/11 (Administration) or 4/7/11 (Institution):

  • 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 2011.

For Pay Changes, Position Changes and Transfers requested on the Job Action Request or Transfer Request page with an effective date after 3/31/11 (Administration) or 4/7/11 (Institution):

  • 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 based on the employee’s next performance advance cycle.

Employees who are on paid Sick Leave at the time of payment 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 placement on paid Sick Leave. 

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.


Control-D Reports Available After Processing

The following Control-D 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 Increment Payment Report
This report identifies all employees who received the automatic Performance Advance or Promotion Recalculation.  Fields on the report include EmplID, Employee Record Number, Employee Name, Effective Date, Effective Sequence, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Action Reason, Old Comprate, New Comprate and Increment Code.

Control-D Reports Available After Processing

NHRP708 Mass Increment Payment Exception Report
This report identifies employees who did not receive an automatic Performance Advance or Promotion Recalculation. 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
  • Inc code not in Anniv Date range
  • Sal below hiring rate
  • Sal at or above job rate

Agency Actions - Pay Period 2

Beginning in Pay Period 2L, agencies that enter Rein Leave transactions on the Job Data page for eligible employees due a Performance Advance, Promotion Recalculation or Increment Code update 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 and take the following actions to update the record:

  • 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 indicated below effective 3/31/11 (Administration) or 4/7/11 (Institution).
  • For a Performance Advance enter PAY/PAV
  • For a Promotion Recalculation enter PAY/PMR
  • For Increment Code update enter DTA/CIC

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/Correct Salary) or DTA/CIC and the effective date of the Rein Leave with the next effective sequence number.

In addition, agencies must submit transactions for eligible employees with increment code 2222 (composite) who are due a Performance Advance or a Promotion Recalculation using the appropriate action reason code (PAY/PAV or PAY/PRM) with Pay Period 1 effective dates.

Questions

Questions may be directed to the Payroll Earnings mailbox.