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:

Effective Date(s)

3/27/08 Institution - Paychecks dated 4/24/08, Pay Period 1L
4/3/08 Administration - Paychecks dated 4/30/08, 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 113 of the Laws of 2006 which implements the Arbitration Award between New York State and the New York State Correctional Officers and Police Benevolent Association, Inc. (NYSCOPBA) (BU01)
• Chapter 688 of the Laws of 2007 which implements the agreement between New York State and NYSCOPBA (BU21)
• Chapter 114 of the Laws of 2006 which implements the Arbitration Award between New York State and Council 82 Agency Law Enforcement Services (BU31)
• Chapter 4 of the Laws of 2007 which implements the Arbitration Award between New York State and Council 82 Security Supervisors Unit (BU61)
• Chapter 375 of the Laws of 2007 which implements the agreement between New York State and Council 82 Security Supervisors Unit (BU91)
• Article 2, Section 19 of the Corrections Law

Eligibility Criteria

Performance Advance Requirements

An employee represented by NYSCOPBA or Council 82 in a graded position whose base annual salary is below the Job Rate for the employee's current grade on the applicable Salary Schedule is eligible for a Performance Advance if the employee:

• has 100 work days of service in Fiscal Year 2007-2008 in the employee's current grade; and
• was rated “Satisfactory” or its equivalent on the employee’s last annual evaluation date.

Unsatisfactory Ratings

Employees rated ”Unsatisfactory” during Fiscal Year 2007-2008 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. 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 for eligible graded employees who are Active, on a Paid Leave of Absence (except Sick Leave) or on Workers’ Compensation Leave on 3/27/08 (Institution) or 4/3/08 (Administration).

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

OSC will automatically insert a row in the employee’s Job Data page effective 3/27/08 (Institution) or 4/3/08 (Administration) to reflect the Performance Advance (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 3/27/08 (Institution) or 4/3/08 (Administration) to reflect the FIS amount displayed on the Job Data Compensation page as long as the FIS amount is greater than the compensation rate on Job Data, using the Action/Reason code of PAY/PMR (Pay Rate Change/Promote Recalculation).

Pre-Shift Briefing (PS1) for BU01, 21 and 31

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 3/27/08 (Institution) or 4/3/08 (Administration).

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 (PS2), the payment will calculate based on the new rate.

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, for employees in Pay Period 1L. Employees who receive Performance Advances or Promotion Recalculations will have their increment codes updated on the Performance Advance or Promotion Recalculation row. After the Performance Advances and Promotion Recalculations are processed in Pay Period 1L, OSC will automatically update increment codes of employees with Increment Code 300X on the Job Data record using the Action/Reason code of DTA/CIC (Data Change/Correct Increment Code) effective 3/27/08 (Institution) and 4/3/08 (Administration).

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

Agency Actions - Pay Period 1

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

For Pay Changes, Position Changes and Transfers requested on the Job Action Request or Transfer Request page with an effective date on or before 3/27/08 (Institution) or 4/3/08 (Administration):

• 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 2008.

For Pay Changes, Position Changes and Transfers requested on the Job Action Request or Transfer Request page with an effective date after 3/27/08 (Institution) or 4/3/08 (Administration):

• 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 2009.

Employees who are on paid Sick Leave at the time of payment:

• Employees on paid Sick Leave 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 being placed 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.

Agency Actions - Pay Period 2

Beginning in Pay Period 2L, agencies that enter Rein Leave transactions on the Job Data page for eligible employees 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 to pay Performance Advances or Promotion Recalculations, if applicable.

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 (PAY/PAV or PAY/PMR) effective 3/27/08 (Institution) or 4/3/08 (Administration).

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/Cor Sal) and the effective date of the Rein Leave with the next effective sequence number.

Control-D Reports

The following report will be available after processing of Pay Period 25 (3/19/08-Institution and 3/26/08-Administration) is completed. The report identifies employees who will not receive an automatic Performance Advance based on available information at the close of Pay Period 25. This will give agencies time to correct the employees’ records, if necessary, before automatic processing takes place.

NHRP708 Mass Increment Payment Exception Report

This report identifies employees who will not receive an automatic Performance Advance. 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
• Insufficient days

This message is based on the employee’s current increment code:

• Sal below hiring rate

The following reports are 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 Salary Payment/Mass Increment Payment Report

This report identifies all employees who received an automatic Performance Advance and the employee’s increased salary. Other fields on the report include EmplID, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Action Reason and Increment Code.

NHRP708 Mass Increment Payment Exception Report

This report identifies employees who did not receive an automatic Performance Advance. 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
• Insufficient days

This message is based on the employee’s current increment code:

• Sal below hiring rate

NHRP565A Automatic Preshift Briefing Calculations/Changes Applied

This report identifies all employees who had a PS1 row inserted or updated by the payroll system. Fields on the report include EmplID, Employee Record Number, Employee Name, Effective date of the PS1 row inserted or updated, End date of PS1 row (on Updates only), Old PS1 amount, New PS1 amount and the Action (Inserted or Updated).

NHRP565B Automatic Preshift Briefing Calculations/Changes Not Applied

This report identifies all employees for whom the system determined there should be a change to the PS1 amount. However, the employee is receiving an amount of $48.00 per pay period; therefore, the system will not change the amount. Fields on the report include EmplID, Employee Record Number, Employee Name, Current Effective Date, Calculated Effective Date, Current PS1 Amount, and the Calculated PS1 Amount.

Questions

Questions regarding salary may be directed to the Salary Determination mailbox.