TDD# 1-800-846-5277
STATE OF
DEPARTMENT OF STATE
CIVIL SERVICE
BATON ROUGE,
June 7, 2007
General
Circular No. 1697
To: Heads of State Agencies and
Human Resource Directors
Subject: Reporting of Payments Made Per Rules
6.16.1, 6.16.2, 6.16(h) and 5.9
Issue
Date: June 7, 2007
Rules
6.16.1, 6.16.2, and 6.16(h) (Rewards & Recognition / Optional Pay
Adjustment / Attainment of Advanced Degree)
Civil
Service Rules 6.16.1, Rewards and Recognition; 6.16.2,
Optional Pay Adjustments; and 6.16(h), Attainment of an Advanced Degree, 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 2006/07. 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. Lump sum payments for either Rewards and Recognition or
Optional Pay must be recorded in annual amounts. Base pay increases for Optional Pay must
be reported in bi-weekly amounts.
You
can find the Annual Reports Excel spreadsheet on the HRInfo
website under Divisions/Compensation/Annual Report Spreadsheet. The spreadsheet
contains four worksheets. There are
separate worksheets for Rewards and Recognition (R & R), Advanced Degrees
(Adv Deg), Optional Pay lump sum adjustments (OPA Lump) and Optional Pay base
pay adjustments (OPA Base). These worksheets contain all of the necessary
information and free you from having to make calculations. We are requiring the use of this reporting
form. When completing this
spreadsheet, please leave the shaded areas blank as these are embedded formulas. Should you encounter any difficulties with
this form, please contact
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
Rule
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 2006/07. Reported information should include:
•
Percent turnover at the end of Fiscal Year 2006/07
•
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 found on the HRInfo website under Compensation 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/Anne S. Soileau
Director