STATE
OF LOUISIANA
DEPARTMENT
OF STATE CIVIL SERVICE
BATON
ROUGE, LOUISIANA
General Circular
No. 001569
To: Heads of State Agencies and
Human Resource Directors
Subject: Reporting of
Payments Made Per Rules 6.16.1, 6.16.2, and 5.9
Issue Date: June 3, 2004
6.16.1 and
6.16.2 (Rewards & Recognition / Optional Pay Adjustment)
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 made payments to
employees report such payments yearly to Civil Service by July 31. These
reports must include all payments made in Fiscal Year 2003/04. 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.
Attached you
will find an Excel spreadsheet that contains all of the necessary information
and frees you from having to make calculations. We are requiring the use of this reporting form. Should you encounter any difficulties with
this form, please contact Marianne Gary at marianne.gary@la.gov
or phone (225) 342-8083.
Examples of the
types of descriptions necessary for Rewards and Recognition 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
Examples of the
types of descriptions necessary for Optional Pay Adjustments 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 Marianne
Gary. 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 Marianne Gary at 225-342-8083.
5.9 (Dual
Career Ladder)
Civil Service
Rule 5.9, Dual Career Ladder, requires that all agencies who have promulgated a
policy report annually to the Department of State Civil Service by July
31. This report should encompass all
DCL actions taken during Fiscal Year 2003/04.
Reported information should include:
•
Percent
turnover at the end of Fiscal Year 2003/04
•
Ratio of
bosses to staff
•
List of
employees selected, their two-year average PPR ratings, and how they were
selected (E&T, structured interviews, etc.)
•
Number of
DCL promotions, reallocations, job corrections
Please send the
standard DCL Annual Reporting Template along with a cover letter including any
necessary explanation to Glenn Balentine.
If you have any questions, please call Glenn Balentine at 225-342-8083.
Sincerely,
s/Allen H.
Reynolds
Director