Purpose

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

Affected Employees

Employees in Bargaining Units 06, 46, and 66.

Effective Date(s)

03/25/04 (Administration) - Checks Dated 04/21/04, Pay Period 1L

04/01/04 (Institution) - Checks dated 04/29/04, Pay Period 1L

Background

On March 29, 2004, Division of the Budget Bulletin D-1111 was issued concerning payment of 2004 Performance Advances and Longevity Payments to Management/Confidential employees.

Eligibility Criteria

Performance Advance Requirements

• M/C employees in graded positions whose base annual salary is below the Job Rate of their current grade and who have thirteen (13) complete pay periods of service in such grade between April 1, 2003 and March 31, 2004 are eligible for a Performance Advance.

Longevity Payment Requirements

• M/C employees in grades 603 - 617 who complete five (5) or ten (10) 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 of their grade are eligible for a Longevity Payment. The Longevity Payment is effective from the first day of the pay period following completion of the required service. For employees with an Increment Code of 1999 or 1994 who have had continuous paid service, the Longevity Payment is effective 03/25/04 (Administration) and 04/01/04 (Institution).

OSC Actions

Performance Advance (Increment Codes 0001 and 0402)

OSC will automatically insert a row in the employee's Job Data page effective 3/25/04 (Administration) and 4/01/04 (Institution) to reflect the Performance Advance (not to exceed the Job Rate) using the Action/Reason of Pay Rt Chg/PAV (Pay Rate Change/Performance Advance).

Promotion Recalculation (Increment Code 0004)

Effective 3/25/04 (Administration) or 4/1/04 (Institution) 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 to reflect the FIS (Fixed Incremented Salary) amount on the Job Data Compensation page using the Action/Reason of Pay Rt Chg/PMR (Pay Rate Change/Promotion Recalculation).

Longevity Payments (Increment Codes 1994 and 1999)

• OSC will automatically process Longevity Payments for employees in grades 603-617 with an Increment Code of 1999. Employees at the Job Rate will be brought to Longevity Step 1. Employees above the Job Rate and below Longevity Step 1 will have $750.00 added to their salary. The Action/Reason of Pay Rt Chg/LGP (Pay Rate Change/Longevity Payment) will be used.
• OSC will automatically process Longevity Payments for employees in grades 603-617 with an Increment Code of 1994 whose salary is at or above the Job Rate and below Longevity Step 2. Employees will be brought to Longevity Step 2. The Action/Reason of Pay Rt Chg/LGP (Pay Rate Change/Longevity Pay) will be used.

Automatic Update of Increment Codes

After the Performance Advances and Longevity Payments are applied in Pay Period 1, OSC will automatically update the Increment Codes, as appropriate, on the Job Data record using the Action/Reason of Data Chg/CIC (Data Change/Correct Increment Code).

Agency Actions Pay Period 1

The following procedures must be used by the Agency when reporting transactions in Pay Period 1:

1. 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 3/25/04(Administration) or 4/1/04 (Institution):
   • 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 April 2004 Increment Code.
   • For eligible employees, OSC will automatically apply the Performance Advance or Longevity Payment based on the Increment Code reported, effective 3/25/04 (Administration) or 4/1/04 (Institution).
2. 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 3/25/04 (Administration) or 4/1/04 (Institution):
   • 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 April 2005.
3. If the Agency determines that an M/C employee's automatic Performance Advance should be withheld, the Agency must submit a Job Action Request using the Action/Reason of Data Chg/PWH (Data Change/Performance Advance Withheld) and enter the Increment Code 0003.

Time Entry

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

Agency Actions Beginning Pay Period 2

Beginning Pay Period 2L, Agencies must submit the appropriate Pay Change, effective on the date of the return, for all eligible employees who returned to the payroll from Leave of Absence Without Pay (except Workers' Compensation Leave) or Paid Leave of Absence with a Reason of MLS (Military Stipend).

Control D Reports

The following 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 identifies all employees who received the automatic Performance Advance and the employee's increased salary. Other fields on the report include EmplID, Employee Record No, Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Salary, Action Reason and Increment Code.

Mass Increment Payment Exception Report (NHRP708)
This report identifies 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, Salary, FIS Amount and Increment Code. The report identifies the reason the employee's salary was not increased with one of the following messages:

• Salary below minimum
• Position and job do not match
• FIS missing
• FIS below current
• Increment Code missing

Questions

Questions regarding this bulletin may be directed to the Salary Determination mailbox.