STATE OF LOUISIANA

DEPARTMENT OF STATE CIVIL SERVICE

BATON ROUGE, LOUISIANA

General Circular No. 001487

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 11, 2002

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 made payments to employees report such payments yearly to Civil Service by July 31. These reports must include all payments made in Fiscal Year 200/01. 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 a 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