General Circular No. 001392

To: Heads of State Agencies and Human Resource Directors

Subject: Reporting of Payments Made Per Rules 6.16.1 and 6.16.2

Issue Date: June 7, 2000


Civil Service Rules 6.16.1, Rewards and Recognition, and 6.16.2, Optional Pay Adjustments, require that all agencies who have promulgated a policy and given payments to employees report such payments yearly to Civil Service by July 31. These reports must include all payments made in Fiscal Year 1999/00. For the Rewards and Recognition program you will not be required to report on non-monetary awards; however, you should retain records of non-monetary awards in your agency. The report on Optional Pay Adjustments must include lump sum increases as well as base pay increases.

The following items should be included on the Rewards and Recognition report:

Employee Name
Social Security Number
Current base salary
Amount of award
A brief description of the reason for the award

Examples of the types of descriptions necessary are as follows:

Employee of the Month/Quarter/Year
Innovation – developed a policy which shortened processing time of reports from 30 days to 14 days
Savings to Agency – developed a procedure that resulted in savings to the agency of $15,000

The following items should be included on the Optional Pay Adjustment report:

Employee Name
Social Security Number
Lump sum increase – amount of lump sum and base salary at the time of the payment
Base pay increase – amount of increase and current and former base pay amount
A brief description of the reason for the payment

Examples of the types of descriptions necessary are as follows:

To match a verified job offer
To reward employee for performing temporary additional duties
To correct salary compression between comparable employees

Please send your report along with a cover letter with any explanation necessary to Lisa Lusk. If you have an Optional Pay Adjustment program and did not give any awards, please indicate this in a letter. Also, if you have a Rewards and Recognition policy and you did not give any monetary awards, please indicate this in your letter.

If you have any questions, please call Lisa Lusk at 225-342-8083.

Sincerely,

 

 

Allen H. Reynolds

Director