Job Record Reporting
Job Request or Position Data Actions for Employees Identified on the Control-D NHRP709 Mass Salary Increase Exception Report
The Control-D report NHRP709 Mass Salary Increase Exception Report will be available for agency review prior to the processing of the automatic Salary Increases. The report will identify employees who have Job rows that will not be increased automatically due to:
- the data contained on the Job row is different than the data contained on Position Data, based on the NYS Position Number;
- an NS employee has a value in both the Equated to Grade and Not to Exceed fields based on the NYS Position Number; or
- an employee’s current salary is below the hiring rate of their grade.
The following message will appear:
- Position and Job Do Not Match
If an employee appears on this report but is due an increase, the agency must submit the necessary corrections on the Job Action Request page to correct the data on the incorrect Job row, using the appropriate Action/Reason code. After the row is corrected, the automatic increase will be applied.
New Hires, Rehires, Position Changes, and Transfers Reported in the Same Pay Period as the Automatic Increases
Agencies must report salaries based on the existing 2007 Salary Schedule when processing pay changes, position changes, and transfers in the pay period in which the raise will be processed.
Terminating Hourly Employees Who Are No Longer Active
Since the increase will be automatically applied to all hourly employees who are Active on or after the effective date of the increases, the agency should terminate employees who are no longer employed by the agency, effective the day after the last date worked.
Time Entry Reporting
- When reporting RGS earnings in the pay period in which the raise will be processed, the agency must use the increased salary to calculate the RGS amount. The payroll system will not adjust RGS earnings reported in the current pay period.
- When reporting an earnings amount for an earn code that is calculated using the employee’s salary rate, such as OTT (Out of Title Overtime), the agency may report the Out of Title Overtime earnings using the increased rate.
Reporting Retroactive Adjustments
The following Time Entry and Additional Pay earnings will not be adjusted automatically. Therefore, commencing in the pay period in which the raise is processed, the agency may report the appropriate retroactive adjustments in the Time Entry page, using the Earn Code AJR and the appropriate Earnings Begin and End Dates. An explanation of the adjustment must be included in the Time Entry comments or on the General Comments page.
- ADJ Adjustment
- BSA Back Salary Award
- ES2 Extra Service Amount
- LSI Lump Sum Payment Override
- LTO Lost Time Override
- OTT Out of Title Overtime
- RGO Regular Salary Override
- SLO Salary Lump Sum Payment Override
Reporting An Adjustment When the Automatic Retroactive Adjustment Is Incorrect
When certain conditions exist in an employee’s record, the automatic retroactive adjustment may be incorrect. Therefore, the agency is responsible for identifying employees who meet these conditions and, if required, must submit the necessary adjustment of earnings in the Time Entry page, using the Earn Code AJR and appropriate Begin and End Dates.
If an overpayment of earnings is identified after the automatic increase is processed but before the paycheck is received by the employee, the employee must be notified of the overpayment and the adjustment that will be reported in a subsequent pay period.
The agency must review the record of employees who meet any of the above conditions and enter a General Comment with instructions for how to resolve negative retroactive adjustments calculated by the payroll system. If money needs to be added to the retro calculation, the agency must submit the Earn Code AJR on the Time Entry page along with General Comments explaining the adjustment.
- If an employee had a check returned or exchanged on an AC 230 for service dates on or after the effective date of the increase, the payroll system does not consider the AC 230 when calculating the automatic retroactive adjustment. Therefore, the agency should review the automatic retroactive adjustment and determine the amount of the adjustment to be reported.
- If an employee’s Pay Basis Code changed from HRY to ANN, the agency must review the automatic retroactive adjustment and determine if it is correct. If the adjustment is not correct, the agency must report an adjustment of earnings.
- If an employee was paid on an AC 39 (Typewritten Payroll), the payroll system will not adjust the earnings processed on the AC 39. The agency must report the adjustment of earnings.
- For employees who had a Job Action or Additional Pay change reported since the effective date of the raise and the action reported resulted in an overpayment of earnings, the automatic negative retroactive adjustment may not have been processed because the overpayment was either not recoverable or recoverable using the OVP Earn Code or an AC 230. In this case, the negative retroactive adjustment may be re-generated when the automatic increase is processed.