NYS Comptroller Seal  

Bureau of State Payroll Services

Date:  March 25, 2003

     Bulletin No. 378


Subject April 1, 2003 Performance Advances and Pre-Shift Briefing Updates for Employees Represented by NYSCOPBA (BU01), Council 82 Agency Law Enforcement Services Unit (BU 31), and Council 82 Security Supervisors Unit (BU61)
Purpose To explain OSC's automatic processing and to provide agency with instructions for payments not processed automatically.
Affected Employees Eligible employees in the following bargaining units: Security Services Unit (BU01), Council 82 Agency Law Enforcement Services Unit (BU 31), 
and Council 82 Security Supervisors Unit (BU61)
Effective Dates 3/27/03 (Administration) - checks dated 04/23/02-1L; 4/3/03 (Institution) - checks dated 05/01/03-1L
Eligibility Criteria Performance Advance Requirements
A NYSCOPBA or Council 82 represented employee in a graded position, whose base annual salary is below the job rate of his/her grade on the 04/01/02 Salary Schedule and who has 100 days of service in fiscal year 2002-2003, is eligible for an April 1, 2003 performance advance, payable 03/27/03(Administration) and 04/03/03 (Institution).
OSC Actions Performance Advances
After the payroll processing for pay period 1L is completed, OSC will automatically process performance advances for eligible graded employees who are active or on a paid leave of absence (except Military Stipend), and who have increment codes 0010-0019.  OSC will automatically process the FIS salary amount on Job Data 3 for employees with increment codes 0040-0049, 0050-0059, and 0008.

A Row will automatically be inserted into the Job Data panel with the effective date of 3/27/03 for Administration and 4/3/03 for Institution with the Action/Reason of Pay Rt Chg/Performance Advance (PAV).

Pre-Shift Briefing
OSC will insert a row on the Additional Pay panel effective 3/27/03 (Administration) and 4/3/03 (Institution) to automatically increase pre-shift briefing amounts in accordance with the above payments.

Pre-Shift Briefing rows for $24 or $48 will not be updated.

Automatic Update of Increment Codes
After the increments are processed in period 1L, OSC will automatically update increment codes, as appropriate, on the Job Data record using the Action/Reason of Data Change/ CIC (Cor Inc 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 (Administration) or 4/3/03 (Institution):
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 (Administration) or 4/3/03 (Institution):
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. The agency must request the action of Data Chg/USP (Unsat Perf) for all employees scheduled to receive an automatic increase Pay Period 1 who receive an unsatisfactory rating. Include increment code 003X.
4. 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 in payroll period 2L, the agencies must submit the appropriate pay change effective the date of the return of all eligible employees who returned 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.

After pay period 1 is processed, a listing will be sent to agencies to identify employees who will be entitled to receive the 10, 15, or 20 year longevity payment during the fiscal year 2003-2004. These employees will be identified with an increment code of 00X3 (X being any number and 3 being the year in which the longevity is due). The agency is responsible for submitting these Longevity Payments as they become due using the Action/Reason codes of PAY/LGP.
Reveal Reports The following Reveal Reports will be 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.

Mass Salary Payment/Mass Increment Payment Report (NHRP704)
This report will identify all employees who received an automatic performance advance, including the employee's new 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 missing
Increment code invalid

Mass Additional Pay Report (NHRP703)
This report will identify all employees receiving an automatic increase for earn code PS1 (Pre-shift briefing).
Questions Questions regarding salary increases may be directed to the Salary Determination mailbox.

All other questions may be referred to the payroll auditor.