State Agencies Bulletin No. 2044

Subject

September 2022 Public Employees Federation (PEF) Performance Advances and Increment Code Updates for Comp Rate Codes 21P and CAL

Date Issued

August 10, 2022

Purpose

The purpose of this bulletin is to inform agencies of OSC’s automatic processing of the September 2022 PEF Performance Advances and provide instructions for payments not processed automatically.

Affected Employees

Employees in the Professional, Scientific, and Technical Service Unit – BU05 with a Comp Rate Code of 21P or CAL who meet the eligibility criteria are affected.

Background

Chapter 150 of the Laws of 2021, which implemented the 2019-2023 Agreement between the State of New York and PEF, provides for a payment of performance advances in September to eligible PEF employees based on the 04/01/2022 Salary Schedule.

Effective Dates

The September 2022 Performance Advances will be paid using the following effective dates:

Comp Rate Code	Payment Effective Date
CAL	09/01/2022
21P	The Contract Begin Date based on the Department

Payments will be included in Institution paycheck Pay Period 11L, dated 09/22/2022; or Administration Pay Period 12L, paycheck dated 09/28/2022.

Eligibility Criteria

Performance Advance

Employees in graded positions (Grade 001-037) and NS positions (Grade 600), which are equated to a grade (Grade 001-037) and whose annual salary is below the Job Rate of the employee’s grade on the payment effective date based on the 04/01/2022 Salary Schedule, are eligible for the September 2022 PEF Performance Advance provided the employee:

In a BU05 position on the payment effective date; and
Has completed 150 workdays in such grade during the rating cycle for the 2021-2022 academic year; and
Has a Comp Rate Code of 21P or CAL on the appropriate payment effective date; and
Was rated at least “Satisfactory” or its equivalent on their last rating date.

Promotion Recalculation

Employees who would have been eligible to receive the September 2022 Performance Advance but were promoted to a higher grade in any bargaining unit prior to September 2022 may be eligible for a revised promotion salary (promotion recalculation) provided the employee is not eligible for a performance advance in the higher grade.

Ineligible for Performance Advance

Employees with an “Unsatisfactory” evaluation on their last rating date are ineligible to receive a September 2022 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 0003 in the Incr. Code field to withhold the performance advance. The effective date should be the employee’s last rating date. These transactions should be submitted as soon as practicable following the employee’s rating date.

Increment Code 0003 is also used to identify employees who have not completed 150 workdays in their grade and to prevent these employees from receiving the September 2022 Performance Advance.

If Increment Code 0003 appears in an employee’s record at the time of processing the September 2022 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 made available for agency use on 08/25/2022 (Institution) and 09/01/2022 (Administration). This will give agencies time to correct employees’ records, if necessary, prior to the automatic processing of the September 2022 PEF 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 a September 2022 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:

NYS Position Has Both Equated Grade and NTE – if the employee’s Grade on the Position Data page (based on the NYS Position Number) is equal to 600 and a value exists in both the Equated to Grade field and the Approved Salary Rate field;
Position and Job do not match – if the Position Number equals the NYS Position Number on the employee’s Job Data page but the Bargaining Unit, Salary Administration Plan, or Grade on the Job Data page and the Position Data page are not equal;
FIS Missing – if the increment code on the employee’s Job Data page is 0004 and the FIS Amount field is blank;
FIS At or Below Current – if the increment code on the employee’s Job Data page is 0004 and the value in the FIS Amount field is less than or equal to the employee’s current salary;
FIS Below Hiring Rate – if the increment code on the employee’s Job Data page is 0004 and the value in the FIS Amount field is less than the Hiring Rate for the employee’s grade on the 04/01/2022 Salary Schedule;
Increment Code Missing – if the increment code on the employee’s Job Data page is blank or ‘0000’;
Increment Code Invalid – if the increment code on the employee’s Job Data page is other than 0001, 0003, 0004, 1000, 1001, 1003, 1004, 2222, 7777, 19XX, 20XX, XX10;
Inc Code Req Review – if the increment code on the employee’s Job Data page is 2222;
Sal Below Hiring Rate – if the increment code on the employee’s Job Data page is 0001, 0003, or 0004 and the employee’s salary is less than the Hiring Rate for the employee’s grade on the 04/01/2022 Salary Schedule;
Sal At or Above Job Rate – if the increment code on the employee’s Job Data page is 0001, 0003, or 0004 and the employee’s salary is equal to or greater than the Job Rate for the employee’s grade on the 04/01/2022 Salary Schedule.

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).
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.

If corrections described above are made prior to Pay Period 11L (Institution) or Pay Period 12L (Administration), the automatic performance advance, promotion recalculation, or increment code update will be processed.

Agency Actions – 11L (Institution) or Pay Period 12L (Administration)

The following procedures must be used by the agency when submitting transactions in Pay Period 11L (Institution) or Pay Period 12L (Administration).

For pay changes, position changes and transfers requested on the Job Action Requests or Transfer Requests page with an effective date on or before 09/01/2022 (Comp Rate Code CAL) or the Contract Begin Date (Comp Rate Code 21P):

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 the 2022-2023 academic year 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 09/01/2022 (Comp Rate Code CAL) or the Contract Begin Date (Comp Rate Code 21P):

The agency must include, if applicable, the performance advance in the salary rate reported in the Pay Rate field.
The agency must report the projected increment code for the 2022-2023 academic year 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.

OSC Actions

OSC will process the September 2022 Performance Advances, Promotion Recalculations, and Increment Code Updates for those employees who meet the eligibility criteria and have a Payroll Status of Active, Leave With Pay or Leave of Absence due to a Workers’ Compensation Leave 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 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 0001. OSC will automatically insert a row on the employee’s Job Data page effective 09/01/2022 (Comp Rate Code CAL) or the Contract Begin Date (Comp Rate Code 21P) using the Action/Reason Code of Pay Rate Change/PAV (Perf Adv) and will increase the employee’s salary to reflect payment of the performance advance. The employee’s salary will be capped at the Job Rate of the employee’s grade on the payment effective date based on the 04/01/2022 Salary Schedule.

Promotion Recalculation Processing

Promotion recalculations will be processed for eligible employees with Increment Code 0004 on the payment effective date who were entitled to a revised promotion salary based on the Fixed Incremented Salary (FIS) 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 04/01/2022 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 04/01/2022 Salary Schedule.

OSC will automatically insert a row on the employee’s Job Data page effective 09/01/2022 (Comp Rate Code CAL) or the Contract Begin Date (Comp Rate Code 21P) 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
0001	0001 if the new salary is below Job Rate 2023 if the new salary is equal to Job Rate
0004	0001 if the new salary is below Job Rate 2023 if the new salary is equal to or greater than Job Rate

OSC will automatically insert a row on the employee’s Job Data page effective 09/01/2022 (Comp Rate Code CAL) or the Contract Begin Date (Comp Rate Code 21P) 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
0003	0001 if the salary on the payment effective date is equal to or greater than Hiring Rate and below Job Rate

Workers’ Compensation

For employees who are receiving Workers’ Compensation under the PEF Medical Evaluation Program, the supplement will be recalculated by OSC when processing payments for disability dates beginning 09/01/2022 (Comp Rate Code CAL) or the Contract Begin Date (Comp Rate Code 21P).

Transactions processed automatically will appear on the NHRP520 Daily Outbound Transaction file.

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 September 2022 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 September 2022 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:

NYS Position Has Both Equated Grade and NTE
Position and Job do not match
FIS Missing
FIS At or Below Current
FIS Below Hiring Rate
Increment Code Missing
Increment Code Invalid
Inc Code Req Review
Sal Below Hiring Rate
Sal At or Above Job Rate

See Control-D Report Available Prior to Processing for an explanation of these messages.

Agency Actions – Beginning 12L (Institution) or Pay Period 13L (Administration)

Beginning in Pay Period 12L (Institution) or Pay Period 13L (Administration), 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:

Eligible employees who are in a composite position (identified by Increment Code 2222) 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.
Eligible employees who are on a Paid or Unpaid Military Stipend Leave or a Military Leave on the payment effective date.
Eligible employees who are Inactive or on a Leave of Absence not related to a Workers’ Compensation Leave on the payment effective date.
Eligible employees who had prior 21P or CAL service.

1. Increment Code 2222
Eligible employees who are in a composite position on the payment effective date may receive the September 2022 PEF 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 09/01/2022 (Comp Rate Code CAL) or the Contract Begin Date (Comp Rate Code 21P). Information regarding the composite position must be included on the General
Comments page.

2. 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 150 workdays in their grade prior to the effective date of the Paid Sick Leave may receive the September 2022 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 09/01/2022 (Comp Rate Code CAL) or the Contract Begin Date (Comp Rate Code 21P).

3. 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 September 2022 PEF 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 09/01/2022 (Comp Rate Code CAL) or the Contract Begin Date (Comp Rate Code 21P), 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 09/01/2022 (Comp Rate Code CAL) or the Contract Begin Date (Comp Rate Code 21P).

If the effective date of the return from leave transaction is after 09/01/2022 (Comp Rate Code CAL) or the Contract Begin Date (Comp Rate Code 21P), 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.

4. Inactive or Leave of Absence (not related to Workers’ Compensation Leave)
Eligible employees who are Inactive or have a Payroll Status of Leave of Absence not related to Workers’ Compensation Leave on the payment effective date and who completed 150 workdays in their grade prior to becoming inactive or being placed on a leave of absence may receive the September 2022 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 09/01/2022 (Comp Rate Code CAL) or the Contract Begin Date (Comp Rate Code 21P), 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 09/01/2022 (Comp Rate Code CAL) or the Contract Begin Date (Comp Rate Code 21P).
If the effective date of the rehire or return from leave is after 09/01/2022 (Comp Rate Code CAL) or the Contract Begin Date (Comp Rate Code 21P), 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.

5. Promotion Recalculation Based on Prior 21P or CAL Service
Employees who would have been eligible to receive the September 2022 Performance Advance but were promoted to a higher grade in any bargaining unit prior to September 2022 may be eligible for a revised promotion salary (promotion recalculation) provided the employee is not eligible for a performance advance in the higher grade. Agencies must submit a Pay Change on the Job Action Requests page using the Reason Code PMR (Prom Recal) effective 09/01/2022 (Comp Rate Code CAL) or the Contract Begin Date (Comp Rate Code 21P).

Questions

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