TDD# 1-800-846-5277
STATE OF
DEPARTMENT OF STATE CIVIL SERVICE
BATON ROUGE,
June 23, 2008
General Circular No. 1734
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 23, 2008
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 2007/08. This reporting is for CLASSIFIED employees only. Please do not include unclassified employees
in the report. 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.
Please provide adequate explanation for Optional Pay payment types C
(Additional Duties) and D (Pay Differentials).
The heading requests the explanation needed. If you need more room for D, you may attach a
narrative sheet.
You can find the
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 automated 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 of conversion project
management
•
To correct salary
compression between comparable employees:
John Doe was hired with specialized degree at $36,000, employee Jane Doe received OP as it was
brought to our attention that she possessed the same degree upon hiring two
years ago.
Please email your reports
along with a cover letter with any explanation necessary to dscscompreports@la.gov. If you
have an Optional Pay Adjustment program or a Rewards and Recognition policy and
you did not give any monetary awards, please indicate this in your letter along
with the reason (ex., budget constraints).
If you have any questions, please call
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
Sincerely,
s/
Director