General
Circular No. 001190
To: Heads of State Agencies and Human
Resource
Directors
Subject: Guidelines For Implementation Of Salary
Supplement
Issue
Date: June 2, 1995
General
Circular #1189 contained an amended proposal for the
one-time
salary supplement originally approved at the August 3,
1994
Civil Service Commission hearing.
Following are
guidelines
for implementation to be followed provided that the
Civil
Service Commission and the Governor approve the proposal.
Restated
below for your convenience is the plan as proposed as
amended:
The
supplemental payment shall be equal to an amount not
greater
than five percent of the employee's annual salary, but
not
greater than $1200 per employee. The
actual percent and
maximum
to be applied shall be fixed by the Director of the
Department
of State Civil Service as a percent of the maximums
authorized
herein. This action shall be taken by
the Director
when
the calculations necessary to fix those proper figures
have
been made.
The
payment shall be made to persons who were employed between
July 1,
1994 and November 30, 1994 and through the date of
distribution
of the payment. For purposes of this pay plan, the
date of
distribution shall be June 4, 1995, and checks
representing
the supplemental payment shall be issued as soon
after
that date as practical. The payment to
each employee
shall
be prorated according to the following schedule:
DATE OF OBTAINING STATUS PERCENT OF PRORATION
On or before July 1 100
July 2 through August 19 75
August 20 through October 8 50
October 9 through November 30 25
December 1 and after 0
The
calculation of the annual salary for purposes of
determining
this supplemental payment amount shall be based on
the
monthly salary in effect on November 30, 1994.
The
supplemental
payment shall be made as one lump sum payment to
each employee
affected and shall be considered a one time
payment
effective for Fiscal Year 1994-1995 only.
GUIDELINES
FOR IMPLEMENTATION
This
Implementation Order is for Classified employees only.
Questions
concerning employees in the unclassified service
should
be directed to Rosemary Hannie at 342-7232.
Questions
concerning
school employees should be directed to Steve Parker
at
342-3834. Colleges and Universities
should direct questions
to the
Board of Regents at 342-4253. Questions
concerning
retirees
should be directed to their respective retirement
system. Technical payroll questions should be
directed to UPS
at
342-5337. Under separate cover the
Division of
Administration
Office of Planning and Budget and the Uniform
Payroll
System will issue further guidelines.
1) The
monthly salary in effect on November 30, 1994 shall be
the
base salary in effect and does not include Special Pay,
overtime,
or any other salary enhancements.
2) The
calculation of the annual salary for full-time
classified
employees for the purposes of determining this
supplemental
payment amount shall be based on the monthly base
salary
in effect on November 30, 1994. For the
purposes of
calculating
this supplemental payment, a full-time employee
shall
be defined as any employee who is scheduled to work at
least
80 hours in a two week period and is paid for at least 80
hours
per two week period regardless of holidays or paid leave
taken.
3) The
calculation of the annual salary of intermittent and
part-time
classified employees for purposes of determining this
supplemental
payment amount shall be based upon the average
compensation
received per pay period for all pay periods
occurring
between July 1, 1994 and November 30, 1994.
A part-time employee shall be defined as any employee who regularly
works
less than 40 hours per week and is paid for less than 40
hours
per week for any portion of the period from July 1, 1994
and
November 30, 1994, or an employee who has taken leave
without
pay for any portion of the period of July 1, 1994
through
November 30, 1994.
4) The
employee must have been continuously employed beginning
July 1,
1994 through November 30, 1994, and through June 4,
1995 to
receive the maximum amount.
If a
break in service occurred between July 1, 1994 and
November
30, 1994, the employee only gets credit for the latest
continuous
service period. For example, if Jane
Q. Public was
employed
from July 1, 1993 to September 30, 1994 then left
State
service and was reemployed on October 15, 1994 and is
then
continuously employed through June 4, 1995 her eligibility
is
based upon the October 15, 1994 employment date and she is
thus
eligible for 25% of the supplement.
5)
State employees who hold multiple eligible jobs are limited
to
$1200 per person (or the cap rate set by the Director).
Each
employer should take the steps necessary to ensure that
this
limit is not violated.
6)
Persons who are both active state employees and retirement
system
members are dually eligible for the supplement. The
employee's
entitlement shall be computed without regard to any
amounts
that employee may receive from a retirement system.
7)
Employees in DROP status are to be treated as active
employees
until they actually cease working.
8)
Employees who were continuously employed from July 1, 1994
through
November 30, 1994 and who retire after November 30,
1994
are eligible for the supplement based upon their status as
an
active employee during July 1, 1994 through November 30,
1994,
and will receive the supplement from the agency from
which
they retired based upon their monthly salary on November
30,
1994.
9)
Employees who retire between July 1, 1994 and November 30,
1994
shall be treated as retired employees.
10) An
employee who is on leave without pay for the entire
period
of July 1, 1994 and November 30, 1994 is not entitled to
receive
the supplement in the job from which he is on leave
without
pay.
11)
Employees who are on a restricted appointment, job
appointment,
in "when actually employed" (WAE) status, or who
have
taken leave without pay during the period of July 1, 1994
through
November 30, 1994 are eligible for the salary
supplement
if all eligibility requirements are met.
12)
Employees who are eligible for the supplement and who
worked
for more than one employer from the period July 1, 1994
through
June 4, 1995 shall be paid by the employer(s) of record
on June
4, 1995.
EMPLOYEE
REPORTS
As a
service, the Department of Civil Service can provide
reports
describing employees who may be eligible for the
supplement. Call the Department of Civil Service
Management
Information
System office at 342-8285 for assistance.
EXAMPLES
OF CALCULATIONS
Following
are examples of calculations for the supplement for
both
full-time and part-time employees.
PLEASE
NOTE THAT ALL OF THE EXAMPLES NOTED BELOW ASSUME THAT
THE
FULL 5% SUPPLEMENT WITH A CAP OF $1200 WILL BE APPROVED.
IF THE
AMOUNT OF THE SUPPLEMENT IS LOWERED YOU WILL NEED TO
PRO-RATE
THE SUPPLEMENT TO BE PAID. FOR EXAMPLE, IF IT IS
DETERMINED
THAT FUNDING IS ONLY AVAILABLE FOR 80% OF THE
SUPPLEMENT,
YOU WILL NEED TO PRO-RATE THE SUPPLEMENTAL AMOUNT.
THIS
EXTRA STEP IS SHOWN AT THE END OF EACH EXAMPLE.
EMPLOYEE
A:
FULL-TIME
EMPLOYEE CONTINUOUSLY EMPLOYED SINCE 3/2/67; BASE
MONTHLY
SALARY EFFECTIVE 11/30/94 IS $3250/MONTH.
MONTHLY
SALARY X 12 = ANNUAL SALARY
$3250 X 12 = $39000.
ANNUAL
SALARY X 5 PERCENT = SUPPLEMENT
$39000 X .05 =$1950.00
SUPPLEMENT
PAID TO EMPLOYEE A WILL BE $1200 (SUPPLEMENT CANNOT
EXCEED
$1200).
IF THE
SUPPLEMENTAL AMOUNT IS PRORATED AT 80%
$1200 X .80 =$960.00
SUPPLEMENT
PAID TO EMPLOYEE A WILL BE $960.
EMPLOYEE
B:
FULL-TIME
EMPLOYEE CONTINUOUSLY EMPLOYED SINCE 5/7/94; BASE
MONTHLY
SALARY EFFECTIVE 11/30/94 IS $1243/MONTH.
MONTHLY
SALARY X 12 = ANNUAL SALARY
$1243 X 12 = $14916
ANNUAL
SALARY X 5 PERCENT = SUPPLEMENT
$14916 X .05 =$745.80
SUPPLEMENT
PAID TO EMPLOYEE B WILL BE $746 (SUPPLEMENT SHALL BE
ROUNDED
UP FROM .01).
IF THE
SUPPLEMENTAL AMOUNT IS PRO-RATED AT 80%
$746 X .80 =$596.80
SUPPLEMENT
PAID TO EMPLOYEE B WILL BE $597 (SUPPLEMENT SHALL BE
ROUNDED
UP FROM .01).
EMPLOYEE
C:
FULL-TIME
EMPLOYEE CONTINUOUSLY EMPLOYED SINCE 9/15/94; BASE
MONTHLY
SALARY EFFECTIVE 11/30/94 IS $2341/MONTH.
MONTHLY
SALARY X 12 = ANNUAL SALARY
$2341 X 12 = $28092
ANNUAL
SALARY X 5 PERCENT = SUPPLEMENT
$28092 X .05 = $1404.60
SUPPLEMENTAL
AMOUNT PRORATED 50 PERCENT BASED UPON LENGTH OF
EMPLOYMENT;
CAP
ON SUPPLEMENT IS $1200. $1200 X .50 = $600
SUPPLEMENT
PAID TO EMPLOYEE C WILL BE $600.
IF THE
SUPPLEMENTAL AMOUNT IS PRO-RATED AT 80%
$600 X .80 =$480.00
SUPPLEMENT
PAID TO EMPLOYEE C WILL BE $480.
EMPLOYEE
D:
PART-TIME
EMPLOYEE CONTINUOUSLY EMPLOYED SINCE 3/5/93.
EMPLOYEE
RECEIVED THE FOLLOWING BASE PAY AMOUNTS EACH MONTH:
MONTH SALARY
JULY -- $ 648.00
AUGUST -- $1080.00
SEPTEMBER
-- $ 0.00
OCTOBER -- $1488.00
NOVEMBER -- $1100.00
TOTAL $4316.00
MONTHLY
SALARY EFFECTIVE 11/30/94
SALARY DIVIDED BY NUMBER OF MONTHS
EMPLOYED
$4316/5 = $863.20
ROUND UP FROM .01; THEREFORE MONTHLY
SALARY IS $864
MONTHLY
SALARY X 12 = ANNUAL SALARY
$864 X 12 = $10368
ANNUAL
SALARY X 5 PERCENT = SUPPLEMENT
$10368 X .05 =$518.40
SUPPLEMENT
PAID TO EMPLOYEE D WILL BE $519.
(SUPPLEMENT SHALL
BE
ROUNDED UP FROM .01).
IF THE
SUPPLEMENTAL AMOUNT IS PRO-RATED AT 80%
$519 X .80 =$415.20
SUPPLEMENT
PAID TO EMPLOYEE D WILL BE $416 (SUPPLEMENT SHALL BE
ROUNDED
UP FROM .01).
EMPLOYEE
E:
PART-TIME
EMPLOYEE CONTINUOUSLY EMPLOYED SINCE 10/09/94.
EMPLOYEE
RECEIVED THE FOLLOWING BASE PAY AMOUNTS EACH MONTH.
MONTH SALARY
OCTOBER -- $1372.50
NOVEMBER -- $1906.25
TOTAL $3278.75
MONTHLY
SALARY EFFECTIVE 11/30/94
SALARY DIVIDED BY NUMBER OF MONTHS
EMPLOYED
$3278.75/2 = $1639.38
ROUND UP FROM .01; THEREFORE MONTHLY
SALARY IS $1640
MONTHLY
SALARY X 12 = ANNUAL SALARY
$1640 X 12 = $19680
ANNUAL
SALARY X 5 PERCENT = SUPPLEMENT
$19680 X .05 = $984.00
SUPPLEMENTAL
AMOUNT PRORATED 25 PERCENT BASED ON LENGTH OF
SERVICE
$984.00 X .25 = $246.00
SUPPLEMENT
PAID TO EMPLOYEE E WILL BE $246.
IF THE
SUPPLEMENTAL AMOUNT IS PRO-RATED AT 80%
$246 X .80 =$196.80
SUPPLEMENT
PAID TO EMPLOYEE E WILL BE $197 (SUPPLEMENT SHALL BE
ROUNDED
UP FROM .01).
EMPLOYEE
F
PART-TIME
EMPLOYEE CONTINUOUSLY EMPLOYED SINCE 10/30/75.
THE
EMPLOYEE
RECEIVED THE FOLLOWING BASE PAY AMOUNTS EACH MONTH.
MONTH SALARY
JULY -- $2079.00
AUGUST -- $2277.00
SEPTEMBER
-- $2178.00
OCTOBER --
$2079.00
NOVEMBER -- $2178.00
TOTAL $10791.00
MONTHLY
SALARY EFFECTIVE 11/30/94
SALARY DIVIDED BY NUMBER OF MONTHS
EMPLOYED
$10791.00/5 = $2158.20
ROUND UP FROM .01; THEREFORE MONTHLY
SALARY IS $2159
MONTHLY
SALARY X 12 = ANNUAL SALARY
$2159 X 12 = $25908
ANNUAL
SALARY X 5 PERCENT = SUPPLEMENT
$25908 X .05 =$1295.40
SUPPLEMENT
PAID TO EMPLOYEE F WILL BE $1200 (SUPPLEMENT CANNOT
EXCEED
$1200).
IF THE
SUPPLEMENTAL AMOUNT IS PRO-RATED AT 80%
$1200 X .80 =$960.00
SUPPLEMENT
PAID TO EMPLOYEE F WILL BE $960.
EMPLOYEE
G
EMPLOYEE
HAS BEEN CONTINUOUSLY EMPLOYED SINCE 1/8/80 AND IS
REGULARLY
SCHEDULED TO WORK 40 HOURS PER WEEK AND IS PAID FOR
HOLIDAYS
AND LEAVE; HOWEVER, EMPLOYEE TOOK 2 WEEKS (80 HOURS)
OF
LEAVE WITHOUT PAY FROM 8/8/94 THROUGH 8/19/94.
EMPLOYEE'S
REGULAR
MONTHLY RATE OF PAY WHEN NOT ON LEAVE WITHOUT PAY IS
$1852.
ACCORDING
TO THE IMPLEMENTATION ORDER FOR THIS SALARY
SUPPLEMENT,
THIS EMPLOYEE IS CONSIDERED A PART-TIME EMPLOYEE
SINCE
HE/SHE HAS TAKEN LEAVE WITHOUT PAY DURING THE PERIOD OF
7/1/94
TO 11/30/94. THE EMPLOYEE RECEIVED THE
FOLLOWING BASE
PAY
AMOUNTS EACH MONTH:
MONTH SALARY
JULY -- $1794.24
AUGUST -- $1110.72
SEPTEMBER
-- $1879.68
OCTOBER -- $1794.24
NOVEMBER -- $1879.68
TOTAL $8458.56
MONTHLY
SALARY EFFECTIVE 11/30/94
SALARY DIVIDED BY NUMBER OF MONTHS
EMPLOYED
$8458.56/5 = $1691.71
ROUND UP FROM .01; THEREFORE MONTHLY
SALARY IS $1692
MONTHLY
SALARY X 12 = ANNUAL SALARY
$1692 X 12 = $20304
ANNUAL
SALARY X 5 PERCENT = SUPPLEMENT
$20304 X .05 =$1015.20
SUPPLEMENT
PAID TO EMPLOYEE G WILL BE $1016.
(SUPPLEMENT SHALL
BE ROUNDED
UP FROM .01).
IF THE
SUPPLEMENTAL AMOUNT IS PRO-RATED AT 80%
$1016 X .80 =$812.80
SUPPLEMENT
PAID TO EMPLOYEE G WILL BE $813 (SUPPLEMENT SHALL BE
ROUNDED
UP FROM .01).
EMPLOYEE
H
PART-TIME
EMPLOYEE CONTINUOUSLY EMPLOYED SINCE 5/2/94.
EMPLOYEE
RECEIVED THE FOLLOWING BASE PAY AMOUNTS EACH BI-WEEKLY
PAYROLL
PERIOD (OR PORTION OF PAYROLL PERIOD) FROM 7/1/94
THROUGH
11/30/94:
PAYROLL
PERIOD SALARY
07/01/94
- 07/03/94 - $ 50.00
07/04/94
- 07/17/94 - $450.00
07/18/94
- 07/31/94 - $500.00
08/01/94
- 08/14/94 - $500.00
08/15/94
- 08/28/94 - $500.00
08/29/94
- 09/11/94 - $450.00
09/12/94
- 09/25/94 - $500.00
09/26/94
- 10/09/94 - $ 0.00
10/10/94
- 10/23/94 - $500.00
10/24/94
- 11/06/94 - $500.00
11/07/94
- 11/20/94 - $400.00
11/21/94
- 11/30/94 - $300.00
TOTAL $4650.00
AVERAGE
SALARY PER PAYROLL PERIOD
TOTAL SALARY DIVIDED BY NUMBER OF PAYROLL
PERIODS
$4650/12 = $387.50
ROUND UP FROM .01; THEREFORE AVERAGE
PAYROLL PERIOD SALARY
IS $388
AVERAGE
PAYROLL PERIOD SALARY X 26 = ANNUAL SALARY
$388 X 26 = $10088
ANNUAL
SALARY X 5 PERCENT = SUPPLEMENT
$10088 X .05 =$504.40
SUPPLEMENT
PAID TO EMPLOYEE H WILL BE $505 (SUPPLEMENT SHALL BE
ROUNDED
UP FROM .01).
IF THE
SUPPLEMENTAL AMOUNT IS PRO-RATED AT 80%
$505 X .80 =$404.00
SUPPLEMENT
PAID TO EMPLOYEE H WILL BE $404.
Staff
at the Department of Civil Service will NOT be able to
provide
calculations for individual employees.
All calls from
employees
concerning their individual rate will be referred to
the
agency Human Resources office.
Further
directives concerning this supplemental payment will be
issued
as necessary.
Sincerely,
Herbert
L. Sumrall
Director