Purpose

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

Affected Employees

Eligible employees in Bargaining Units 05 and 06 with a Pay Basis Code of 21P or CAL

Effective Date(s)

September 2008 Performance Advance payments for PEF and M/C employees are effective:

• September 1, 2008 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 Administration paychecks dated 9/17/08 and Institution paychecks dated 9/25/08.

Background

Chapter 10 of the Laws of 2008, the 2007-2011 negotiated agreement between the State of New York and M/C, Article 8, Section 131.6 of the Civil Service Law and the Division of the Budget Bulletin D-1122 dated 3/20/08 provide for the payment of Performance Advances to eligible M/C employees.

Chapter 114 of the Laws of 2008, the 2007-2011 and the negotiated agreement between the State of New York and the Public Employees Federation and Article 8, Section 131.6 of the Civil Service Law provide for the payment of Performance Advances to eligible PEF employees.

Contract Provisions and Eligibility Criteria

Employees whose annual salary is below the Job Rate of the employee’s current grade on the April 2008 Salary Schedule are eligible for a Performance Advance if the employee:

• has worked 150 workdays during the rating cycle for the 2007-2008 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 should 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 N/S equated to grade employees in Bargaining Units 05 and 06 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 9/1/08 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 9/1/08 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 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/Promotion Recalculation).

Automatic Update of Increment Codes

OSC will automatically update the increment codes 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 9/1/08 for employees with a Pay Basis Code of CALor the contract Begin Date for employees with a Pay Basis Code of 21P.

Agency Actions - Pay Period 11L (Admin) or 12L (Inst)

If an agency submits a Job Action Request or Transfer Request in Pay Period 11L (Administration) or 12L (Institution) 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 2007-08 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/PAVPAY/PMR (Pay Rate Change/Promotion Recalculation) effective 9/1/08 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 must be submitted with an updated increment code for the 2008-09 academic year.

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

Control-D Report Available Prior to Processing

The following Control-D report will be available on August 22, 2008 (Administration) and August 29, 2008 (Institution) for agency review prior to the processing of Performance Advances and Promotion Recalculations.

This will give agencies time to correct employee’s 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. The report identifies the reason the employee’s salary will not be increased with one of the following messages:

• NYS Position has both equated grade and NTE
• Position and job do not match
• Increment code missing
• Increment code invalid
• FIS missing
• FIS at or below current
• FIS below hiring rate
• 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 Dave Lynch in the Personnel Processing Unit at (518) 486-3889. 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.

Control-D Report After Processing

The following Control-D reports will be available for review on September 8, 2008 (Administration) and September 15, 2008 (Institution) for agency review after the automatic Performance Advances and Promotion Recalculations are processed:

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, Effective Date, Effective Sequence, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Action Reason, New Comp Rate, Old 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:

• NYS Position has both equated grade and NTE
• Position and job do not match
• Increment code missing
• Increment code invalid
• FIS missing
• FIS at or below current
• FIS below hiring rate
• 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 e-mailed to the Salary Determination mailbox.