Purpose

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

Affected Employees

Eligible employees in Bargaining Unit 67

Effective Date(s)

9/29/11 Administration - paychecks dated 10/26/11, Pay Period 14L

Background

Chapter 49 of the Laws of 2008, Article 8, Section 131.6 and the 2007-2011 negotiated agreement between the State of New York and the Rent Regulation Services Unit (RRSU) provide for the payment of Performance Advances to eligible RRSU employees.

Contract Provisions and Eligibility Criteria

Performance Advance Requirements

RRSU employees whose annual salary is below the Job Rate of the employee's current grade on the 4/1/10 Salary Schedule are eligible for a Performance Advance if the employee:

• has completed one (1) year of service in such grade by October 1, 2011; and
• did not receive a Performance Advance in April 2011; and
• was rated “Satisfactory” or its equivalent on the employee's last annual evaluation date.

Unsatisfactory Ratings

Employees rated ”Unsatisfactory” on their last annual evaluation date are not eligible to receive a Performance Advance. Agencies must submit a Job Action Request using the Action/Reason code of DTA/USP (Data Change/Unsatisfactory Performance) and enter Increment Code 1003 to withhold a Performance Advance. The effective date should be the date of the employee’s rating. This transaction should be entered as soon as practicable following the employee’s evaluation date.

OSC Actions

After payroll processing is completed for Pay Period 14L, OSC will process Performance Advances and Promotion Recalculations for eligible graded and NS equated to grade employees who are Active, on a Paid Leave of Absence (except Sick Leave) or on Workers’ Compensation Leave on 9/29/11 (Administration).

Performance Advance (Increment Code 1001 and Anniversary Date between 4/2 and 10/1):

OSC will automatically insert a row in the employee’s Job Data page effective 9/29/11 (Administration) to reflect the Performance Advance (not to exceed the Job Rate) using the Action/Reason code of PAY/PAV (Pay Rate Change/ Performance Advance).

Promotion Recalculation (Increment Code 1004):

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 effective 9/29/11 (Administration) to reflect the FIS amount displayed on the Job Data Compensation page using the Action/Reason code of PAY/PMR (Pay Rate Change/Promotion Recalculation). In addition, the FIS amount:

• must be equal to or greater than the Hiring Rate;
• must be greater than the employee’s current salary;
• can exceed the Job Rate of the employee’s current grade.

Workers’ Compensation:

For employees who are receiving Workers’ Compensation under the RRSU Medical Evaluation Program, the supplement will be recalculated by OSC when processing payments for disability dates beginning 9/29/11 (Administration).

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

Automatic Update of Increment Codes

OSC will automatically update the Increment Codes, as appropriate, on the inserted rows for employees who receive a Performance Advance or Promotion Recalculation. After the Performance Advances and Promotion Recalculations are processed in Pay Period 14L, OSC will automatically insert a row and update the Increment Codes of employees with Increment Code 1003 on the Job Data record using the Action/Reason code of DTA/CIC (Data Change/Correct Increment Code) effective 9/29/11 (Administration).

Control-D Report Available Prior to Processing

The following Control-D report will be available after processing of Pay Period 13L is completed. This will give agencies time to correct employees’ records, if necessary, before the automatic processing takes place.

NHRP708 Mass Increment Payment Exception Report

This report identifies employees who will not receive an automatic Performance Advance or Promotion Recalculation based on information available at the close of Pay Period 13L. Fields on the report include EmplID, Employee Record Number, 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:

• NYS Position has both equated grade and NTE
• Position and job do not match
• FIS missing
• FIS at or below current
• FIS below hiring rate
• Increment code missing
• Increment code invalid
• Inc code not in Anniv Date range
• Sal below hiring rate
• Sal at or above job rate

If an employee appears on this report but is due a Performance Advance or Promotion Recalculation, the agency must:

• Submit the necessary corrections on the Job Action Request page to correct the data on the incorrect Job row(s) using the appropriate Action/Reason code(s). If the row(s) is corrected during Pay Period 14L, the automatic Performance Advance or Promotion Recalculation will be applied.
• Submit a Position Change Request to the Position Management Unit if the data on the Position Data page is incorrect in PayServ but is correct in NYSTEP. The position will be updated to reflect the change and the automatic Performance Advance or Promotion Recalculation will be applied provided the agency’s Position Request contains the same information as the position information in NYSTEP.

Agency Actions - Pay Period 14

Graded and NS Equated to Grade Employees

The following procedures must be used by the agency when submitting transactions in Pay Period 14L:

For Pay Changes, Position Changes and Transfers requested on the Job Action Request or Transfer Request page with an effective date on or before 9/29/11 (Administration):

• 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 October 2011.

For Pay Changes, Position Changes and Transfers requested on the Job Action Request or Transfer Request page with an effective date after 9/29/11 (Administration):

• 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 based on the employee’s next performance advance cycle.
• The agency must enter a request on the Job Action Request page using the appropriate Action/Reason code of PAY/PAV (Pay Rate Change/Performance Advance) or PAY/PMR (Pay Rate Change/Promotion Recalculation) for employees who became eligible for the payment before being placed on paid Sick Leave.

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.

Control-D Reports Available After Processing

The following Control-D reports will be available for agency review after the automatic payments have been made. All reports are sorted by agency code, then by employee name in alphabetical order.

NHRP704 Mass Increment Payment Report

This report identifies all employees who received the automatic Performance Advance or Promotion Recalculation. Fields on the report include EmplID, Employee Record Number, Employee Name, Effective Date, Effective Sequence, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Action Reason, Old Comprate, New Comprate and Increment Code.

NHRP708 Mass Increment Payment Exception Report

This report identifies employees who did not receive an automatic Performance Advance or Promotion Recalculation.  Fields on the report include EmplID, Employee Record Number, 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:

• NYS Position has both equated grade and NTE
• Position and job do not match
• FIS missing
• FIS at or below current
• FIS below hiring rate
• Increment code missing
• Increment code invalid
• Inc code not in Anniv Date range
• Sal Below hiring rate
• Sal at or above job rate

Agency Actions - Pay Period 15

Payment will not be processed automatically for the following eligible employees:

• Increment Code 0069 – Employees whose current position was previously downward reallocated.
• Increment Code 2222 – Employees who are in a composite position.
• Employees who, as of the payment effective date, are on paid sick leave, on a leave of absence other than Worker’s Compensation or are inactive.

Increment Code 2222 or 0069

Agencies must submit transactions for eligible employees with increment code 2222 (composite) who are due a Performance Advance or a Promotion Recalculation using the appropriate action reason code (PAY/PAV or PAY/PRM) with Pay Period 14L effective dates. Agencies must also update the General Comments page. Agencies must submit transactions for eligible employees with increment code 0069 (downward reallocation) who are due a Performance Advance using the appropriate action reason code (PAY/PAV). The performance advance amount is determined by the previous grade, not to exceed job rate of that grade. Agencies must also update the General Comments page.

Return from Leave

Beginning in Pay Period 15L, agencies that enter Rein Leave transactions on the Job Data page for eligible employees due a Performance Advance, Promotion Recalculation or Increment Code update who return from a Leave of Absence without Pay (except Workers’ Compensation Leave) or a Paid Leave of Absence with a reason of Sick Leave or Military Stipend (MLS) must also submit a Job Action Request and take the following actions to update the record;

• If the effective date of the Rein Leave is before Pay Period 14L, the agency must enter the Rein Leave on the Job Data page and submit a Job Action Request using the appropriate Action/Reason code indicated below effective 9/29/11 (Administration) or 10/6/11 (Institution).
• For a Performance Advance enter PAY/PAV
• For a Promotion Recalculation enter PAY/PMR
• For Increment Code update enter DTA/CIC

If the effective date of the Rein Leave is after Pay Period 14L, the agency must enter the Rein Leave on the Job Data page and submit a Job Action Request using the Action/Reason code of PAY/CSL (Pay Rate Change/Correct Salary) or DTA/CIC and the effective date of the Rein Leave with the next effective sequence number.

Questions

Questions may be directed to the Payroll Earnings mailbox.