NYS Comptroller Seal  

Bureau of State Payroll Services

Date:  March 25, 2003

Bulletin No. DH-7


Subject April 1, 2003 Performance Advances for Rent Regulation Services (BU67)
Purpose To explain OSC's automatic processing and to provide agency instructions for payments not processed automatically.
Affected Employees Employees in Bargaining Unit 67.
Effective Date 03/27/03- Checks dated 4/23/03 (1L).
Eligibility Criteria Performance Advance Requirements
Employees represented by BU67, whose base annual salary is below the job rate for their current position on the 04/01/02 Salary Schedule, are eligible for a Performance Advance if they:
1. Complete one year of service in such position by March 31, 2003;

AND

2. Did not receive a performance advance in October 2002,

AND

3. Were rated "satisfactory" or its equivalent on their last annual evaluation date.
OSC Actions After payroll processing is complete for pay period 1L, OSC will process Performance Advances for eligible salaried employees whose status on 3/27/03 is Active, on Paid Leave of Absence (except those on military stipend) or on Workers' Compensation Leave (WDL).

Performance Advances
Increment Code 0001 -Effective 3/27/03, for employees who are entitled to a performance advance based on the 4/01/02 Salary Schedule, OSC will insert a row on the employee's Job Data panel to reflect the performance advance (not to exceed job rate) using the Action/Reason of Pay Rt Chg (Pay Rate Change)/ PAV (Performance Advance).

Increment Code 0004 - Effective 3/27/03, 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 panel to reflect the FIS amount on the Job Data 3 Panel, using the Action/Reason of Pay Rt Chg/ PRM (Promotion Recalculation).

Automatic Update of Increment Codes
After the performance advances are processed in period 1L, OSC will automatically update increment codes, as appropriate, on the Job Data record using the action of Data Change and Reason of CIC (Correct Increment Code).
Agency Actions Pay Period 1 The following procedures must be used by the agency when reporting transactions in pay period 1L:
1. For Pay Changes, Position Changes, and Transfers with effective dates on or before 3/27/03:
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 2003.
2. For Pay Changes, Position Changes, and Transfers with effective dates after 3/27/03:
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 2004.
3. For employees due an automatic performance advance in pay period 1, who receive an unsatisfactory rating, the agency must submit a request on the Job Action Request panel, using the Action/Reason of Data Chg/USP (Unsatisfactory Performance) and enter the increment code 0003.

Time Entry
To report miscellaneous earnings (e.g.: overtime), it is necessary to separate earnings by pay period so they will not overlap the effective date of the change.

Agency Actions Beginning Pay Period 2 Beginning Pay Period 2L, the agencies must submit the appropriate pay change effective the date of the return for all eligible employees who return to the payroll from a Leave of Absence without Pay (except Workers Compensation Leave) or Paid Leave of Absence with a Reason of MLS (Military Stipend).

The Agency must submit the appropriate Pay or Position Changes for eligible employee's identified on the Reveal Reports.
Reveal Reports The following Reveal reports will be available for agency review after the payments have been made. All reports will be sorted by agency code, then by employee name in alphabetical order.

Mass Salary Payment/Mass Increment Payment Report (NHRP704)

This report will identify all employees who received the automatic performance advance. The report will identify the employee's increased salary. Other fields on the report include Emplid, Employee Record No, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Action Reason, and Increment Code.

Mass Increment Payment Exception Report (NHRP708)

This report will identify employees who did not receive an automatic performance advance. Fields on the report include Emplid, Employee Record No, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, FTA Salary, FIS Amount and Increment Code. The report will identify the reason the employee's salary was not increased by identifying one of the following messages:
Salary below minimum
Position and job do not match
FIS missing
FIS below current
Increment code invalid
Increment code missing
Questions Questions regarding this bulletin may be directed to the Payroll Audit mailbox.