Purpose

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

Affected Employees

Eligible employees in the following bargaining units: SR, SY, SN, SG, S8, S9, SA, SD, G9, DR, F8, SK, 86, 87, 88, and CT

Effective Date

03/27/03, checks dated 4/23/03 (1L)

OSC Actions

After payroll processing is complete for pay period 1L, OSC will process Increments and Longevity Pay for eligible salaried employees whose status is Active, on Paid Leave of Absence (except those on military stipend) or on Workers' Compensation Leave (WDL) effective 3/27/03.

Service Increments

• Increment Code 0001 - Effective 3/27/03, for employees who are entitled to an increment based on the 4/01/02 Salary Schedule, OSC will insert a row on the employee's Job Data panel to reflect the increment, not to exceed the maximum using the Action/Reason of Pay Rt Chg (Pay Rate Change)/INC (Increment).
• Increment Code 0004 - Effective 3/27/03, for employees who are entitled to a revised salary based on their FIS salary, OSC will automatically insert a row in the employee's Job Data panel to reflect the FIS (Fixed Incremented Salary) amount on the Job Data 3 Panel using the Action/Reason of Pay RT Chg/CSL (Correct Salary).
• Increment Code 0006 - Effective 3/27/03, for employees who are entitled to an increment based on their FIS salary, OSC will automatically insert a row in the employees Job Data panel to reflect the FIS amount on the Job Data 3 Panel using the Action/Reason of Pay Rt Chg/INC (Increment).
• Increment Code 0402- Effective 3/27/03 employees with an increment code of 0402 whose salary falls below the maximum on the 4/1/02 schedule will have an increment added to their current salary, not to exceed the maximum. The increment code will remain 0402.

Longevity Pay

• Increment Code 1999 - Effective 3/27/03 for employees with increment code 1999, OSC will insert a row on the employee's Job Data panel to reflect an increase to Longevity Step 1.
• Increment Code 1995 - For employees with increment code 1995, OSC will insert a row on the employees Job Data panel to reflect an increase to Longevity Step 2.

The Action/Reason of Pay Rt Chg/LGP (Longevity Pay) will be used.

Longevity Bonus

Employees of the Unified Court System who, as of 4/1/03, have at least twenty years of continuous service in the Unified Court System and have a final performance rating of other than unsatisfactory shall receive a bonus of $1500.

OSC will automatically insert a row using the Earn Code JLO (Judicial Longevity Bonus) on the Additional Pay panel, effective 3/27/03, for employees whose status on 3/27/03 is Active or Paid Leave of Absence except those on pd LOA/MLS) and whose Anniversary Date on the Job Data 3 panel is 3/31/1983 or earlier. The Judicial Longevity Bonus is $1500 for full time employees and will be prorated for part-time employees.

Automatic Update of Increment Codes

After the increments and longevity payments are processed in period 1L, OSC will automatically update increment codes, as appropriate, on the Job Data record using the action of Data Change and Reason of CIC (Cor Inc Cd).

Agency Actions for Period 1L

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 3/27/03:
   • The agency must NOT include the service increment or longevity payment in the salary rate reported in the Pay Rate field.
   • The agency must report the proper increment code for April 2003.
2. For Pay Changes, Position Changes, and Transfers with effective dates after 3/27/03:
   • The agency must include, if applicable, the increment or longevity payment in the salary reported in the Pay Rate field.
   • The agency must report the projected increment code for April 2004.
3. The agency must request the Action/Reason of Data Chg/USP (Unsatisfactory Performance) effective 3/27/03 for all employees who are not due an automatic increase due to an unsatisfactory rating. The Increment code must be 0003.
4. Further instructions will be forthcoming explaining what action, if any, the agency must follow for employees with an increment code of 0402, regarding entitlement to the first or second Longevity Step.

Time Entry

To report miscellaneous earnings (e.g.: overtime), it is necessary to enter multiple rows in the Time Entry panel if the earnings dates being reported overlap the effective date of the salary increase.

The first row must be inserted with the inclusive dates prior to the effective date of the salary change. The second row must be inserted with the inclusive dates equal to, and after the effective date of the salary change.

Agency Actions Beginning Pay 2L

Beginning Pay Period 2L, agencies must submit the appropriate pay change effective the date of the return of all eligible employees who returned to the payroll from the following leaves: Paid Leave of Absence with a Reason of MLS (Military Stipend), or a Leave without Pay (except Workers Compensation Leave).

Increments and Longevity Payments

Agencies must submit a Pay Change, if applicable, using the Reason of INC (Increment) or LGP (Longevity) on the Job Action Request panel for employees who did not receive an automatic payment per the following reports, but are due an increase:

• NHRP708 - Mass Increment Payment Exception Report
• NHRP704 - Mass Increment Payment Report

Longevity Bonus

To report a Longevity Bonus for an employee who did not receive an automatic payment, enter the information on the Additional Pay panel as follows:

• If an employee was eligible and on the payroll on 3/27/03, the agency must enter 3/27/03. If the employee was off the payroll on 3/27/03, enter the date returned to payroll.

Reports

The following Reveal reports will be available for agency review after the payments have been processed.

Mass Increment Payment Exception Report (NHRP708)

This report will identify employees who did not receive an automatic increment. Fields on the report include EmplID, Employee Record No., Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, FTA Salary, FIS Amount, and Increment Code. The report will identify the reason the employee's salary was not increased by identifying one of the following messages:

• Salary below minimum
• Position and Job do not match
• FIS missing
• FIS below current
• Increment code missing
• Increment code invalid
• Insufficient Days (Note: OSC will count days from period 1 through period 26 to determine eligibility for a service increment. When reviewing this list, agencies should determine eligibility by counting days from 4/1/02 through 3/31/03.

Mass Salary Payments/Mass Increment Payment Report (NHRP704)

Two generations of this report will be run. The first report will identify all employees who received the automatic service increment. The second report will identify all employees who received the longevity payment. Fields on the report will include EmplID, Employee Record No., Employee Name, Grade, Bargaining Unit, Pay Basis Code, Part-time Percentage, Action Reason, and Increment Code.

Mass Additional Pay Report (NHRP703)

This report will identify all employees receiving an automatic payment for earn code JLO (Judicial Longevity Bonus). Fields on this report include EmplID, Employee Record No., Employee Name, Earn Code, Grade, Sal Plan, Bargaining Unit, and Additional Pay Amount.

Questions

All other questions may be referred to your payroll auditor.