Purpose

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

Affected Employees

Employees in Bargaining Unit 67

Effective Date(s)

03/25/04 - Checks dated 4/21/04, Pay Period 1L

Background

Pursuant to the determination of the Governor's Office of Employee Relations, these payments continue under Article 14, Section 209-a of Civil Service Law.

Eligibility Criteria

Performance Advance Requirements

Employees represented by BU 67 whose base annual salary is below the job rate for their current position on the 04/01/02 Salary Schedule are eligible for a Performance Advance if they:

1. Completed one year of service in such position by March 31, 2004;
   AND
2. Did not receive a performance advance in October 2003;
   AND
3. Were rated "Satisfactory" or its equivalent on their last annual evaluation date.

OSC Actions

After payroll processing is completed for Pay Period 1L, OSC will process Performance Advances for eligible salaried employees whose status on 3/25/04 is Active, Paid Leave of Absence (except those on Military Stipend) or on Workers' Compensation Leave.

Performance Advances

Increment Code 0001 - Effective 3/25/04, for employees who are entitled to a Performance Advance based on the 4/01/02 Salary Schedule, OSC will insert a row on the employee's Job Data page 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).

Increment Code 0004 - Effective 3/25/04, 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 amount appearing on the Job Data Compensation Page, using the Action/Reason of Pay Rt Chg/ PRM (Pay Rate Change/Promotion Recalculation).

Automatic Update of Increment Codes

After the Performance Advances are processed in Pay Period 1L, OSC will automatically update increment codes, as appropriate, on the Job Data record using the Action/Reason of Data Chg/CIC (Data Change/Correct Increment Code).

Agency Actions in 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 3/25/04:

• 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 2004.

2. For Pay Changes, Position Changes, and Transfers with effective dates after 3/25/04:

• 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 2005.

3. For employees due an automatic Performance Advance in Pay Period 1, who receive an unsatisfactory rating:

• The Agency must submit a request on the Job Action Request page, using the Action/Reason of Data Chg/USP (Data Change/ Unsatisfactory Performance), and enter the Increment Code 0003.

Time Entry

• To report miscellaneous earnings automatically calculated by the system (i.e. overtime), Agencies must separate earnings by Pay Period so they will not overlap the effective date of the 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 to the payroll, for all eligible employees who return from a Leave of Absence without Pay (except Workers' Compensation Leave) or Paid Leave of Absence with a Reason of MLS (Military Stipend).

Agencies must submit the appropriate Pay or Position Changes for eligible employees identified on the following Control D Reports.

Control D Reports

The following report will be available after processing of Pay Period 25 is completed (03/17/04 Administration, 03/24/04 Institution). The report identifies employees who will not receive an automatic Performance Advance based on available information at the close of Pay Period 25. This will give Agencies time to correct the employees' records, if necessary, before automatic processing takes place.

Mass Increment Payment Exception Report (NHRP708)This report identifies employees who will 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 will not be increased with one of the following messages:

Salary below minimum
Position and job do not match
FIS missing
FIS below current
Increment code invalid
Increment code missing
Increment code not in Anniversary Date range

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. The report identifies 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, 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 invalid
Increment code missing
Increment code not in Anniversary Date range

Questions

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