Purpose

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

Affected Employees

Eligible employees who are in Graded and NS Equated positions in the following bargaining units:

CSEA

Administrative (BU02)
Operational (BU03)
Institutional (BU04)
Division of Military and Naval Affairs (BU47)

DC 37

Rent Regulation Services (BU67)

PEF

Professional, Scientific, and Technical Services Unit (BU05)

Background

Agreements between the State and CSEA, DC-37 and PEF provided for the payment of Performance Advances to employees who serve at least one (1) year, but not more than one and one-half years, before a Performance Advance is paid.

Longevity payments will be automatically processed by OSC for eligible CSEA employees on the October cycle having an increment code of 0110 and five (5) or more years of continuous service at a salary equal to or above the Job Rate of their grade.

Effective Dates

September 28, 2006 for Institution Pay Period 14L, paychecks dated October 26, 2006

October 5, 2006 for Administration Pay Period 14L, paychecks dated November 1, 2006

Eligibility

Performance Advance Requirements

Employees must meet the following eligibility criteria:

• The employee’s base annual salary is below the Job Rate for their current position; and
• The employee completes one (1) year of service in the position on or before October 1, 2006; and
• The employee received a “Satisfactory” or its equivalent rating on their last annual evaluation date.

Longevity Payment Requirements

CSEA employees who complete five (5) years of continuous service as defined by Section 130.3(c) of the Civil Service Law and whose base annual salary is equal to or greater than the Job Rate but less than Longevity Step 2 for their position are eligible for a Longevity Payment.  The payment is effective from the first day of the pay period following completion of the required service.  For employees with an Increment Code of 0110 who have had continuous paid service, the Longevity Payment is effective 9/28/06 (Institution) or 10/5/06 (Administration).

OSC Actions

Based on the four-digit Increment Code in the employee’s record, OSC will automatically apply the Performance Advance or  Longevity Payment for eligible employees effective 9/28/06 (Institution) or 10/5/06 (Administration) from the appropriate salary schedules: the April 1, 2006 CSEA Salary Schedule and the April 1, 2006 DC 37 and PS&T Salary Schedules.

• Increment Code 1001 
  Action/Reason code Pay Rt Chg/PAV (Pay Rate Change/Performance Advance)
• Increment Code 1004 
  Action/Reason code Pay Rt Chg/PMR (Promotion Recalculation)
• Increment Code 0110
  Action/Reason code Pay Rt Chg/LGP(Longevity Payment)

The Performance Advance, Promotion Recalculation or Longevity row will be inserted into the employee’s record after OSC has approved all Job Requests submitted for Pay Period 14L.

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

Agency Actions Pay Period 14L

Graded Employees and NS Employees Equated to a Grade

The following procedures must be used by the agency when reporting transactions in Pay Period 14.

• For Pay Changes, Position Changes, and Transfers requested on the Job Action Request or Transfer Request page and the effective date of the action is on or before 9/28/06 (Institution) or 10/5/06 (Administration):
  • The agency must not include the Performance Advance or Longevity Payment in the salary rate reported in the Pay Rate field.
  • The agency must report the October 2006 Increment Code.
• For Pay Changes, Position Changes, and Transfers requested on the Job Action Request or Transfer Request page and the effective date of the Action is after 9/28/06 (Institution) or 10/5/06 (Administration):
  • The agency must include, if applicable, the Performance Advance or Longevity Payment in the salary reported in the Pay Rate field.
  • The agency must report the projected Increment Code for October 2007.
• Employees who are on paid Sick Leave at the time of payment:
  • These employees will not receive payments automatically.
  • The agency must enter a request on the Job Action Request page using the appropriate Action/Reason of Pay Rt Chg/PAV, Pay Rt Chg/PMR or Pay Rt Chg/LGP for employees who became eligible for the payments before being placed on paid Sick Leave.
• For employees due an automatic Performance Advance or Longevity Payment in Pay Period 14 but who received an "Unsatisfactory" rating:
  • The agency must submit a Job Action Request using the Action/Reason of Data Chg/USP (Data Change/Unsatisfactory Performance) and enter the Increment Code 1003.

Note: "Unsatisfactory" ratings should be reported in the same pay period in which the employee was rated.

Automatic Update of Increment Codes

After the payments are processed, the following increment codes will be updated to prepare for the next rating cycle.

* If the anniversary date is between 10/2/XX-4/1/XX, it will be identified on the Mass Increment Payment Exception Report.

Control-D Reports

The following report in Control-D will be available for agency review on 10/4/06 for Institution agencies and 10/6/06 for Administration agencies.  The report will be sorted by agency code and then by employee name.

Mass Increment Payment Exception Report (NHRP708)

This report identifies employees who did not receive an automatic Performance Advance or Longevity Payment with one of the following explanations:

FIS Missing
FIS Below Current
FIS Amount Over Job Rate
Increment Code Missing
Increment Not Applied
Salary Below Minimum
Position and Job do not match
Inc Code not in Anniv Dt range

Fields on the report include EmplID, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part Time Percentage, Salary, FIS Salary and Increment Code. The following reports will be available for agency review after the Performance Advances have been processed:

Mass Increment Payment Report (NHRP704)

This report identifies all employees who received the automatic increment payments and their increased salaries.  Other fields on the report include EmplID, Employee Record Number, Employee Name, Salary, Grade, Bargaining Unit, Pay Basis Code, Part Time Percentage, Action Reason and Increment Code.

Mass Increment Payment Exception Report (NHRP708)

This report identifies employees who did not receive an automatic Performance Advance or Longevity Payment with one of the following explanations:

FIS Missing
FIS Below Current
FIS Amount Over Job Rate
Increment Code Missing
Increment Not Applied
Salary Below Minimum
Position and Job do not match
Inc Code not in Anniv Dt range

Fields on the report include EmplID, Employee Record Number, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part Time Percentage, Salary, FIS Salary and Increment Code.

Time Entry Processing

To report miscellaneous earnings that are automatically calculated by the payroll system (eg. overtime), agencies must separate earnings by pay period so the earnings will not overlap the effective date of the pay change.

Questions

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