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Date: March 29, 2012

Bulletin Number: 1151

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Subject

April 2012 Performance Advances and Pre-Shift Briefing Updates for Employees Represented by the New York State Correctional Officers and Police Benevolent Association, Inc. (NYSCOPBA) and the Agency Police Services Unit (PBANYS) and Security Supervisors Unit, Council 82 (C82)

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:


NYSCOPBA – Security Services Unit

BU01

NYSCOPBA – Security Services Unit

BU21

PBANYS – Agency Police Services Unit

BU31

C82 – Security Supervisors Unit

BU61

C82 – Security Supervisors Unit

BU91

Lifeguard UUP

BU68

Effective Date(s)

3/29/12 Administration - Paychecks dated 4/25/12, Pay Period 1L.

4/05/12 Institution - Paychecks dated 5/03/12, Pay Period 1L.

Background

Pursuant to the determination of the Governor’s Office of Employee Relations, the following laws provide for the payment of Performance Advances to eligible Security employees under Article 8, Section 131.6 of the Civil Service Law:

  • Chapter 214 of the Laws of 2009 which implemented the Arbitration Award between New York State and the New York State Correctional Officers and Police Benevolent Association, Inc. (NYSCOPBA) (BU01)
  • Chapter 150 of the Laws of 2010 which implemented the agreement between New York State and NYSCOPBA (BU21)
  • Chapter 15 of the Laws of 2012 which implemented the Agreement between New York State and PBANYS (BU31)
  • Chapter 152 of the Laws of 2010 which implemented the Arbitration Award between New York State and Council 82 Security Supervisors Unit (BU61)
  • Chapter 152 of the Laws of 2010 which implemented the agreement between New York State and Council 82 Security Supervisors Unit (BU91)

Eligibility Criteria

Performance Advance Requirements
Employees represented by NYSCOPBA or Council 82 whose base annual salary is below the Job Rate of the employee's current grade on the applicable Salary Schedule are eligible for a Performance Advance if the employee:

  • has 100 work days of service in such grade in Fiscal Year 2011-2012; and
  • was rated “Satisfactory” or its equivalent on the employee’s last annual evaluation date.

Applicable Salary Schedule

3/27/08

BU01

3/27/08

3/27/08

BU21

BU91
BU61 (Correction Lieutenants)

3/31/11

BU31

4/1/02

BU68

 

 

Unsatisfactory Ratings
Employees rated “ Unsatisfactory” during Fiscal Year 2011-2012 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 7777 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 employees who are Active, on a Paid Leave of Absence (except Sick Leave) or on Workers’ Compensation Leave on 3/29/12 (Administration) or  4/5/12 (Institution).

Performance Advance (Increment Codes 001X, 004X, 005X, 007X or 9900):

OSC will automatically insert a row in the employee’s Job Data page effective 3/29/12 (Administration) or  4/5/12 (Institution) to reflect the Performance Advance (base salary not to exceed the Job Rate) using the Action/Reason code of PAY/PAV (Pay Rate Change/Performance Advance).

Promotion Recalculation (Increment Code 0008):
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 3/29/12 (Administration) or  4/5/12 (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.

Pre-Shift Briefing (PS1) BU01, BU21 and BU31
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 3/29/12 (Administration) or 4/5/12 (Institution)

BU01 Pre-Shift Briefing rows for $40.00 or $80.00 will not be updated.

BU21 and BU 31
Pre-Shift Briefing rows for $24.00 or $48.00 will not be updated.

Note: For Bargaining Units 61, 91 and some members of 31 who receive Pre-Shift Briefing as a Time Entry Payment (PS6), the payment will calculate based on the new rate.

Transactions processed automatically for those employees who are receiving Workers Compensation payments 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 3/29/12 (Administration) or  4/5/12 (Institution) as follows:

Current Code

Update to

300X

001X

001X

001X if the new salary is below Job Rate
006X if the new salary is equal to Job Rate

004X

004X if the new salary is below 10 Year Longevity Step
003X if the new salary is equal to 10 Year Longevity Step

005X

005X if the new salary is below 15 Year Longevity Step
002X if the new salary is equal to 15 Year Longevity Step

007X

007X if the new salary is below 20 Year Longevity Step
008X if the new salary is equal to 20 Year Longevity Step

9900

9900 if the new salary is below 25 Year Longevity Step
0099 if the new salary is equal to 25 Year Longevity Step

Note:  X represents the last digit of the fiscal year in which the next longevity payment is due.

Control-D Report Available Prior to Processing

The following Control-D report will be available 3/30/12 (Administration) and 4/6/12(Institution).  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 on the report run date. 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:

  • Position and job do not match
  • FIS missing
  • FIS at or below current
  • FIS below hiring rate
  • Increment code missing
  • Increment code invalid
  • Salary Outside range
  • Sal below hiring rate
  • Sal at or above job rate
  • Insufficient days

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

The following procedures must be used by the agency when submitting transactions in Pay Period 1L:

For transactions requested on the Job Action Request or Transfer Request page with an effective date on or before 3/29/12 (Administration) or 4/5/12 (Institution):

  • The agency must not include the Performance Advance in the salary reported in the Pay Rate field.
  • The agency must report the proper Increment Code for April 2012.

For transactions requested on the Job Action Request or Transfer Request page with an effective date after 3/29/12 (Administration) or 4/5/12 (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 for April 2013.

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 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.
In addition, agencies must manually update the record of employees in bargaining units 61, 91 or 31 who receive Pre-Shift Briefing as a Time Entry Payment using earn code PS2.
.

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.

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:

  • Position and job do not match
  • FIS missing
  • FIS at or below current
  • FIS below hiring rate
  • Increment code missing
  • Increment code invalid
  • Salary Outside range
  • Sal below hiring rate
  • Sal at or above job rate
  • Insufficient days

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 action 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 3/29/12 (Administration) or 4/5/12 (Institution).
  • For a Performance Advance enter PAY/PAV
  • For a Promotion Recalculation enter PAY/PRM
  • 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 (Data Change/Correct Increment Code) and the effective date of the Rein Leave with the next effective sequence number.

For employees with Increment Code 300X, the agency must submit a Job Action Request using the Action/Reason code of DTA/CIC (Data Change/Correct Increment Code) and the effective date of the Rein Leave with the next effective sequence number to update the Increment Code to 001X.

In addition, the agency must submit transactions for NS equated to grade employees, employees in a composite position (identified by increment code 2222) and employees whose position was downward reallocated (identified by increment code 6900) who are due a Performance Advance or Promotion Recalculation using the appropriate Action/Reason code (PAY/PAV or PAY/PMR) with Pay Period 1 effective dates.

Questions

Questions may be directed to the Payroll Earnings mailbox.