Purpose

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

Affected Employees

Eligible Employees in the Following Bargaining Units (BU's)

CSEA

• Administrative (BU 02)
• Operational (BU 03)
• Institutional (BU 04)
• Division of Military and Naval Affairs (BU 47)

DC-37

• Rent Regulation Services (BU 67)

PEF

• Professional, Scientific, and Technical Services Unit (BU 05)

Effective Date(s)

• September 25, 2003 for Administration pay period 14L, checks dated October 22, 2003.
• October 02, 2003 for Institution pay period 14L, checks dated October 30, 2003.

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 year, but not more than one and one-half years, before a performance advance is paid.

Criteria

Employees must meet the following criteria:

1. Their base annual salary is below the job rate for their current position, and
2. They complete one year of service in the position by October 1, 2003, and
3. They were rated "Satisfactory" or its equivalent on their last annual evaluation date.

NOTE: Agencies must manually enter performances advances for NS employees who are equated to a grade.

OSC Actions

OSC will automatically apply the Performance Advance effective 09/25/03 (Administration) or 10/02/03 (Institution) from the appropriate April 1, 2002 CSEA, DC-37 or PS&T Salary Schedule, based on the four-digit increment code in the employee's record.

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

The performance advance row will be inserted in the employee's record after OSC has approved all Job Requests submitted for period 14L.

After the performance advances are processed, increment codes of 1003 will be updated to 1001 to prepare for the next October rating cycle.

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

Control D Reports

The following reports will be available in Control D for agency review the week of October 13, 2003 for Administration and October 20, 2003 for Institution payrolls. All reports will be sorted by agency code and then by employee name.

• 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 #, Employee Name, Salary, Grade, Barg 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 and 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 #, Employee Name, Grade, Barg Unit, Pay Basis Code, Part Time Percentage, Salary, FIS Salary, and Increment Code.

Agency Actions

NS Employees Equated to Grade

NS (Grade 600) employees due an increment effective September 25, 2003 (Administration) or October 2,2003(Institution):

• Enter a request on the Job Action Request page using Action/Reason code of Pay Rt Chg/PAV or Pay Rt Chg/PMR.

Graded Employees

1. Position or Pay Changes resulting in a change in annual salary effective ON or BEFORE the first day of period 14L:
   • DO NOT include the Performance Advance payment in the Salary Rate on the Job Action Request page. Submit the increment code that would have been effective if the transaction had been submitted in an earlier pay period. OSC will apply an automatic Performance Advance based on the increment code submitted.
2. Position or Pay Changes resulting in a change in annual salary effective AFTER the first day of period 14L:
   • Include the automatic Performance Advance in the requested salary on the Job Request page and report the projected increment code for 2004.
3. Employees rated "UNSATISFACTORY"
   Request a Data Change on the Job Action Request page, using the Reason USP (Unsatisfactory Performance) and the increment code 1003 or 0003.

Earnings Reported in the Time Entry Page

Enter multiple rows if the earnings dates being reported overlap the effective date of the Performance Advance.

Questions

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