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Date: March 27, 2014

Bulletin Number: 1317

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Subject

April 2014 Security Performance Advances and Pre-Shift Briefing Updates

Purpose

To inform agencies of OSC’s automatic processing of the April 2014 Security Performance Advances and provide instructions for payments not processed automatically.

Affected Employees

Employees in the following bargaining units who meet the eligibility criteria:

  • Security Services (SSU)

BU01 and BU21

  • Agency Police Services (APSU)

BU31

  • Security Supervisors (SSPU)

BU61 and BU91


Background

The following Chapter Laws provide for payment of performance advances on April 1 to eligible employees.

Chapter 261 of the Laws of 2012 implemented the 2009-2016 Agreement between the State of New York and the NYS Correctional Officers and Police Benevolent Association, Inc. (NYSCOPBA) for interest arbitration eligible members of the Security Services Unit (BU01).

Chapter 67 of the Laws of 2012 implemented the 2009-2016 Agreement between the State of New York and the NYSCOPBA for interest arbitration ineligible members of the Security Services Unit (BU21).

Chapter 15 of the Laws of 2012 implemented the 2005-2015 Agreement between the State of New York and the Police Benevolent Association of New York State, Inc. (PBANYS) for members of the Agency Police Service Unit (BU31).

Chapter 257 of the Laws of 2012 implemented the 2009-2016 Agreement between the State of New York and the NYS Law Enforcement Officers’ Union, District Council 82 (Council 82) for interest arbitration eligible members (BU61) and interest arbitration ineligible members (BU91) of the Security Supervisors Unit.

Effective Date(s)

The April 2014 Security Performance Advances will be paid using the following effective dates and check dates:

Pay Cycle/Pay Period Type

Payment Effective Date

Check Date

Administration 1 Lag

03/27/14

04/23/14

Institution 1 Lag

04/03/14

05/01/14


Eligibility Criteria

Performance Advance

Employees in graded positions (Grade 101-125) and NS positions (Grade 600) which are equated to a grade (Grade 101-125) and whose basic annual salary is below the Job Rate of the employee’s grade on the payment effective date based on the applicable Salary Schedule (see chart below) are eligible for the April 2014 Security Performance Advance provided the employee:

  • Is in a BU01, BU21, BU31, BU61 or BU91 position on the payment effective date; and
  • Has completed one hundred (100) work days in such grade during fiscal year 2013-2014; and
  • Has a Pay Basis Code of ANN on the payment effective date; and
  • Was rated at least “Satisfactory” or its equivalent on their last rating date.

Applicable Salary Schedule

BU01

03/25/10

BU21

03/31/11

BU31

03/31/11

BU61

03/25/10

BU91

03/31/11

Promotion Recalculation

Employees who would have been eligible to receive the April 2014 Security Performance Advance but were promoted to a higher grade in any bargaining unit prior to April 2014 may be eligible for a revised promotion salary (promotion recalculation) provided the employee is not eligible for a performance advance in the higher grade in April 2014.

Ineligible for Performance Advance

Employees with an “Unsatisfactory” evaluation on their last rating date are ineligible to receive the April 2014 Security Performance Advance.  The agency must submit a Data Chg on the Job Action Requests page using the Reason code USP (Unsat Perf) and an increment code of 7777 in the Incr. Code field to withhold the performance advance.  The effective date should be the employee’s last rating date.  This transaction should be submitted as soon as practicable following the employee’s rating date.

In addition, employees new to a Security bargaining unit who have not completed one hundred (100) work days in their grade are also ineligible to receive an April 2014 Security Performance Advance.  These employees are identified using Increment Code 300X.

If Increment Code 300X appears in an employee’s record at the time of processing the April 2014 Security Performance Advance, the increment code will be updated automatically to indicate the employee’s eligibility for the next performance advance (see OSC Actions).

Control-D Report Available Prior to Processing

 

The following Control-D report will be available for agency use on 03/28/14 (Administration) and 04/04/14 (Institution).  This will give agencies time to correct employees’ records, if necessary, prior to the automatic processing of the April 2014 Security Performance Advances.  The report will be sorted by Department ID, then by employee name in alphabetical order.

NHRP708 – Mass Increment Payment Exception Report

This report is a preliminary listing of employees who appear ineligible to receive the April 2014 Performance Advance, Promotion Recalculation or Increment Code Update based on information available as of the date the report is produced.  Included on the report is one or more of the following messages which identifies the reason(s) the employee’s record will not be updated:

  • 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, promotion recalculation or increment code update, the agency must take the following action:

  • Submit the appropriate transaction(s) on the Job Action Requests page to correct the information on the Job Data row(s).  If the row(s) is corrected prior to Administration or Institution Pay Period 1, the automatic performance advance, promotion recalculation or increment code update will be processed.
  • Submit a Position Change Request to the Position Management Unit if the position information is incorrect on the Position Data page in PayServ but is correct in NYSTEP.  The position will be updated to reflect the change and the automatic performance advance, promotion recalculation or increment code update will be processed provided the agency’s position request contains the same information as the position information in NYSTEP.

Agency Actions – Administration or Institution Pay Period 1

The following procedures must be used by the agency when submitting transactions in Administration or Institution Pay Period 1L.

For pay changes, position changes and transfers requested on the Job Action Requests or Transfer Requests page with an effective date on or before 03/27/14 (Administration) or 04/03/14 (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 2014 in the Incr. Code field.

For pay changes, position changes and transfers requested on the Job Action Requests or Transfer Requests page with an effective date after 03/27/14 (Administration) or 04/03/14 (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 in the Incr. Code field.

Time Entry

To report miscellaneous earnings that are automatically calculated by the system (e.g. overtime), agencies must separate earnings by pay period so the earnings will not overlap the effective date of the Pay Change transaction.

In addition, agencies must manually update the Pre-Shift Briefing amount paid to employees in BU61, BU91 or BU31 using Time Entry Earnings Code PS2 (Pre Shift Brief Adj).

OSC Actions

OSC will process the April 2014 Security Performance Advances, Promotion Recalculations and Increment Code Updates for those employees who meet the eligibility criteria and have a Payroll Status of Active or Leave With Pay on the payment effective date with the following exceptions:

  • Eligible employees in a composite position (identified by Increment Code 2222) on the payment effective date.
  • Eligible employees in a position which was previously downward reallocated (identified by Increment Code 6900) on the payment effective date.
  • Eligible employees with a Payroll Status of Leave With Pay and an Action/Reason code of Paid Leave of Absence/SKL (Sick Lv) on the payment effective date.

Performance Advance Processing

Performance advances will be processed for eligible employees with Increment Code 001X, 004X, 005X, 007X or 9900 on the payment effective date.  OSC will automatically insert a row on the employee’s Job Data page effective 03/27/14 (Administration) or 04/03/14 (Institution) using the Action/Reason code of Pay Rate Change/PAV (Perf Adv) and will increase the employee’s base salary to reflect payment of the performance advance.  The employee’s base salary will be capped at the Job Rate of the employee’s grade on the payment effective date based on the appropriate Salary Schedule.

Promotion Recalculation Processing

Promotion recalculations will be processed for eligible employees with Increment Code 0008 on the payment effective date who are entitled to a revised promotion salary based on the FIS (Fixed Incremented Salary) Amount on the Job Data/Compensation page.  The FIS Amount:

  • Must be equal to or greater than the Hiring Rate of the employee’s grade on the payment effective date based on the appropriate Salary Schedule; and
  • Must be greater than the employee’s salary on the payment effective date; and
  • May exceed the Job Rate of the employee’s grade on the payment effective date based on the appropriate Salary Schedule.

OSC will automatically insert a row on the employee’s Job Data page effective 03/27/14 (Administration) or 04/03/14 (Institution) using the Action/Reason code of Pay Rate Change/PMR (Prom Recal) and will update the employee’s salary to reflect the FIS Amount.

Increment Code Update Processing

OSC will automatically update the increment code on the inserted row for employees who receive a performance advance or promotion recalculation as follows:

Current Code

Updated Code

 

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

 

 

 

0008

Any of the Increment Codes Listed Above – based on the new salary and status of longevity pay

OSC will automatically insert a row on the employee’s Job Data page effective 03/27/14 (Administration) or 04/03/14 (Institution) using the Action/Reason code of Data Chg/CIC (Chg IncCd/or AnnDt/or FIS Sal) and update the following increment code:

Current Code

Updated Code

 

300X

001X if the salary on the payment effective date is equal to or greater than Hiring Rate and below Job Rate

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

Pre-Shift Briefing Processing

The Pre-Shift Briefing amount paid to employees in BU01, BU21 or BU31 using Additional Pay Earnings Code PS1 (Pre Shift Briefing) will be increased by normal processing in accordance with the above payments.  OSC will insert a row on the Additional Pay page effective 03/27/14 (Administration) or 04/03/14 (Institution).

Employees with one of the following amounts will not be increased:

BU01

$40.00 or $80.00

BU21

$30.00 or $60.00

BU31

$24.00 or $48.00

The Pre-Shift Briefing amount paid to employees in BU61, BU91 or some employees in BU31 using Time Entry Earnings Code PS6 (PreSft Brief Auto Calc NU61/31) will be calculated based on the new rate.

Control-D Reports Available After Processing

The following Control-D reports will be available for agency review after the automatic payments have been processed.  All reports will be sorted by Department ID, then by employee name in alphabetical order.

NHRP704 – Mass Increment Payment Report

This report identifies all employees who received the automatic April 2014 Performance Advance or Promotion Recalculation on the payment effective date.  The report includes the Action/Reason code used as well as the old compensation rate and new compensation rate.

NHRP708 – Mass Increment Payment Exception Report

This report identifies employees who did not receive an automatic April 2014 Performance Advance, Promotion Recalculation or Increment Code Update.  Included on the report is one or more of the following messages which identifies the reason(s) the employee’s record was not updated:

  • 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 – Beginning Administration or Institution Pay Period 2

Employees Not Processed Automatically

Beginning in Administration or Institution Pay Period 2L, agencies may submit the appropriate transaction(s) for the following employees who are eligible on the payment effective date but will not be processed automatically.  Refer to the appropriate instructions described below.

  1. Eligible employees who are in a composite position (identified by Increment Code 2222) on the payment effective date.
  2. Eligible employees who are in a position which was previously downward reallocated (identified by Increment Code 6900) on the payment effective date.
  3. Eligible employees with a Payroll Status of Leave With Pay and an Action/Reason code of Paid Leave of Absence/SKL (Sick Lv) on the payment effective date.
  4. Eligible employees who are on a Paid or Unpaid Military Stipend Leave or a Military Leave on the payment effective date.
  5. Eligible employees who are Inactive or on a Leave of Absence on the payment effective date.
  1. Increment Code 2222

    Eligible employees who are in a composite position on the payment effective date may receive the April 2014 Security Performance Advance or Promotion Recalculation.  Agencies must submit a Pay Change on the Job Action Requests page using the Reason code PAV (Perf Adv) or PMR (Prom Recal) effective 03/27/14 (Administration) or 04/03/14 (Institution).  Information regarding the composite position must be included on the General Comments page.

  2. Increment Code 6900

    Eligible employees who are in a position on the payment effective date which was previously downward reallocated may receive the April 2014 Security Performance Advance.  Agencies must submit a Pay Change on the Job Action Requests page using the Reason code PAV (Perf Adv) effective 03/27/14 (Administration) or 04/03/14 (Institution).  The performance advance amount is based on the previous grade and the new salary cannot exceed the Job Rate of that grade.  Information regarding the payment must be included on the General Comments page.

  3. Paid Sick Leave

    Eligible employees with a Payroll Status of Leave With Pay and an Action/Reason code of Paid Leave of Absence/SKL (Sick Lv) on the payment effective date who completed one hundred (100) work days in their grade during fiscal year 2013-2014 may receive the April 2014 Security Performance Advance or Promotion Recalculation.  Agencies must submit a Pay Change on the Job Action Requests page using the Reason code PAV (Perf Adv) or PMR (Prom Recal) effective 03/27/14 (Administration) or 04/03/14 (Institution).

  4. Military Stipend Leave or Military Leave

    Eligible employees who are on a Paid or Unpaid Military Stipend Leave or a Military Leave on the payment effective date may receive the April 2014 Security Performance Advance or Promotion Recalculation when they return to the payroll.

    If the effective date of the return from leave transaction is on or before 03/27/14 (Administration) or 04/03/14 (Institution), in addition to entering the Return from Leave on the Job Data page, the agency must submit a Pay Change on the Job Action Requests page using the Reason code PAV (Perf Adv) or PMR (Prom Recal) effective 03/27/14 (Administration) or 04/03/14 (Institution).

    If the effective date of the return from leave transaction is after 03/27/14 (Administration) or 04/03/14 (Institution), in addition to entering the Return from Leave on the Job Data page, the agency must submit a Pay Change on the Job Action Requests page using the Reason code CSL (Cor Sal) and the effective date of the Return from Leave with the next available sequence number.

  5. Inactive or Leave of Absence

    Eligible employees who are Inactive or have a Payroll Status of Leave of Absence on the payment effective date and who completed one hundred (100) work days in their grade during fiscal year 2013-2014 may receive the April 2014 Security Performance Advance or Promotion Recalculation when they return to the payroll.  In addition, an employee who is Inactive must be rehired within one year to be eligible for the payment.

    If the effective date of the rehire or return from leave transaction is on or before 03/27/14 (Administration) or 04/03/14 (Institution), in addition to processing the transaction(s) related to the rehire or return from leave, the agency must submit a Pay Change on the Job Action Requests page using the Reason code PAV (Perf Adv) or PMR (Prom Recal) or a Data Chg on the Job Action Requests page using the Reason code CIC (Chg IncCd/or AnnDt/or FIS Sal) effective 03/27/14 (Administration) or 04/03/14 (Institution).

    If the effective date of the rehire or return from leave transaction is after 03/27/14 (Administration) or 04/03/14 (Institution), in addition to processing the transaction(s) related to the rehire or return from leave, the agency must submit a Pay Change on the Job Action Requests page using the Reason code CSL (Cor Sal) or a Data Chg on the Job Action Requests page using the Reason code CIC (Chg IncCd/or AnnDt/or FIS Sal) and the effective date of the Rehire or Return from Leave with the next available sequence number.

Questions

Questions regarding this bulletin may be directed to the Payroll Earnings mailbox.