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Date: August 17, 2012

Bulletin Number: 1178

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Subject

September 2012 Performance Advances for Graded and NS Equated to Grade Employees Represented by the Public Employees Federation (PEF) with a 21P or CAL Pay Basis Code

Purpose

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

Affected Employees

Eligible employees in Bargaining Unit 05 with a Pay Basis Code of 21P or CAL.

Effective Date(s)

September 2012 Performance Advance payments for PEF employees are effective:

  • September 1, 2012 for employees with a Pay Basis Code of CAL
  • The contract Begin Date for employees with a Pay Basis Code of 21P

Payments will be included in Institution paychecks dated 9/20/12 and Administration paychecks dated 9/26/12.

Background

Chapter 37of the Laws of 2012, the 2011-2015 negotiated agreement of the State of New York and the Public Employees Federation (PEF) and Article 8, Section 131.6 of the Civil Service Law provide for the payment of Performance Advances to eligible PEF employees.

Eligibility Criteria

Performance Advance Requirements
Employees whose annual salary is below the Job Rate of the employee’s current grade on the April 2010 Salary Schedule are eligible for a Performance Advance if the employee:

  • has worked 150 workdays during the rating cycle for the 2011-2012 academic year; and
  • has a rating at least equivalent to “Effective.”

Unsatisfactory Ratings
Employees rated “Unsatisfactory” 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 must be entered as soon as practicable following the employee’s evaluation date.

OSC Actions

OSC will process Performance Advances and Promotion Recalculations for eligible graded and NS equated to grade employees in Bargaining Unit 05 with a Pay Basis Code of 21P or CAL who are Active, on a Paid Leave of Absence (except Sick Leave) or on Workers’ Compensation Leave.

Performance Advance (Increment Code 0001)
OSC will automatically insert a row in the employee’s Job Data page effective 9/1/12 for employees with a Pay Basis Code of CAL or the contract Begin Date for employees with a Pay Basis Code of 21P, to reflect the Performance Advance (not to exceed 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 9/1/12 for employees with a Pay Basis Code of CAL or the contract Begin Date for employees with a Pay Basis Code of 21P, 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 PEF Medical Evaluation Program, the supplement will be recalculated by OSC when processing payments for disability dates beginning 9/1/12 for employees with a Pay Basis Code of CAL or the contract Begin Date for employees with a Pay Basis Code of 21P.

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, OSC will automatically insert a row and update the 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 9/1/12 for employees with a Pay Basis Code of CAL or the contract Begin Date for employees with a Pay Basis Code of 21P.

Current Code

Update to

0001

0001 if the new salary is below Job Rate
2013 if the new salary is equal to Job Rate

0003

0001

0004

0001 if the new salary is below Job Rate
2013 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 on 08/23/12 (Institution) and 8/30/12 (Administration) for agency reviewprior to the processing of Performance Advances and Promotion Recalculations.

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 the pay period immediately preceding payment processing.  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

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

  • Increment code missing
  • Increment code invalid
  • 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.  After the row(s) is corrected, the automatic Performance Advance or Promotion Recalculation will be applied.
  • If the data on the Position Data page is incorrect in PayServ but is correct in NYSTEP, the agency must submit a position change request to the Position Management Unit. 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 is the same as the position information in NYSTEP.
Agency Actions - Pay Periods 11L (Inst.) or 12L (Admin.)

If an agency submits a Job Action Request or Transfer Request in Pay Periods 11L (Institution) or 12L (Administration) effective on or before the effective date of the Performance Advance or Promotion Recalculation:

  • The agency must not include the Performance Advance in the salary rate reported in the Pay Rate field.
  • The agency must submit the increment code for the 2011-12 academic year.

For Pay Changes, Position Changes and Transfers requested on the Job Action Request or Transfer Request page with an effective date after the effective date of the Performance Advance or Promotion Recalculation:

  • 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 the 2012-13 academic year.

Agency Actions – Employees Not Processed Automatically

If an eligible employee was not processed automatically, the agency must submit a Job Action Request using the Action/Reason code of PAY/PAV (Pay Rate Change/Performance Advance) or PAY/PMR (Pay Rate Change/Promotion Recalculation) effective 9/1/12 for employees with a Pay Basis Code of CAL or the contract Begin Date for employees with a Pay Basis Code of 21P.  The appropriate salary rate (the Performance Advance amount or the Job Rate Advance amount as applicable) must be submitted with an updated increment code for the 2012-13 academic year.

Note:  Institution teachers do not receive April or October Performance Advances

Control-D Reports Available After Processing

The following Control-D reports will be available for agency review on 9/07/12 (Institution) and 9/14/12 (Administration) after the automatic Performance Advances and Promotion Recalculations are processed.  All reports are 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 this report include EmplID, Employee Record Number, Employee Name, Effective Date, Effective Sequence, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Action Reason, Old Comp Rate, New Comp Rate, and Increment Code.

NHRP708 Mass Increment Payment Exception Report
This report identifies all employees who did not receive an automatic Performance Advance or Promotion Recalculation.  Fields on this 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

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

  • Increment code missing
  • Increment code invalid
  • Sal below hiring rate
  • Sal at or above job rate

If the above reports are not available on the dates as stated above, a bulletin board message will be posted indicating when the reports will become available.

Questions

Questions about salary increases may be directed to the Payroll Earnings mailbox.