Promotion – Graded Positions

Promotions are the movement from a lower grade to a higher graded position. The promotion salary is calculated by increasing the lower graded salary by applying a percentage determined by the range of grades the employee is moving or assigning the minimum hiring rate of the new grade, whichever is greater.

• The increase is 1 ½% for the promotion itself and 1 1/2 % for each grade. Note: Management/Confidential grades 661 (M1) and higher represent a combination of two grades. Employees who are promoted into or within the M/grades are given 3% for each M/grade.
• The above applies to employees in Executive agencies, Union represented and those designated Management/Confidential
• Other groups, such as employees in CUNY, UCS, and NYS Troopers use other methods that will not be covered here.

Employees are not promoted to traineeships, they are placed into the traineeships and receive the minimum from the Civil Service Title and Salary Plan or hold their higher salary. Refer to the Traineeship section of this manual for more information.

Longevity Lump Sum (LLS) payments received or Security longevity held may impact the promotion salary depending on the employee’s bargaining unit and that of the new grade.

In all cases an employee who previously held a higher grade must have their salary history reviewed in order to determine if reinstatement and salary reconstruction based on the former higher grade will result in a higher salary than the current promotion calculation. Reconstruction should include credit for the higher grade, any performance advances earned and not paid and any raises missed. This salary should be compared to the current resultant promotion calculation.

Security

• If no longevity held, promote using the required percentage.
• If the employee is holding longevity and the promotion is within the security bargaining units, subtract the value of the longevity of the current grade, promote using the percentage, then re-add the corresponding value of longevity of the new grade; a 10 year longevity in the old grade will now entitle the employee to a 10 year longevity in the new grade.
• If the promotion is to any other bargaining unit, do not remove the value of the longevity held and promote using the promotion percentage applied to the total combined prior salary.
• If the promotion is within security bargaining units, the anniversary date, which represents the total security service, remains the same.
• If the promotion is to a non-security bargaining unit the anniversary date is the date of promotion.
• The increment code will vary due to the date of the promotion, status of base salary (below or above job rate), and longevity held.
• The increment code represents both increment eligibility and longevity status as indicated by the third and fourth digit. The third digit represents both the employee’s increment status and longevity status. The last digit represents the projected fiscal year the next longevity payment is due. Link to Security Increment Code Bulletin 683.
• If the employee is below job rate in the prior grade they may be due a promote recalculation in the next performance advance rating cycle, April 1, and will require a FIS salary (fixed incremental salary) and corresponding FIS increment code.
  • If the employee’s base salary is less than the job rate of lower grade and would be due a performance advance in the lower grade before a performance advance in the new grade is payable, add the value of the increment to the current grade, not to exceed job rate, and re-promote to the new grade and re-add the new longevity. This salary to be paid in the next rating cycle is entered into the FIS salary field. The increment code is 0008.
• Refer to the Performance Advance section for service requirements associated with performance advance eligibility.

PS&T

• If the employee has not earned any LLS, promote using the required percentage.
• If the employee has received an LLS within 12 months prior to the promotion, add the amount of the LLS to the current salary, and promote using the required percentage.
• The anniversary date will be the date of the promotion and the increment code will reflect increment eligibility in the new grade, either April or October. Teachers are paid increments in September and do not use Anniversary Dates.
• If the employee had received a LLS payment in the prior grade and the promotion salary falls under the job rate of the new grade or the employee moves to an ineligible position, the LLS overtime eligibility must be ended.
• If the promotion salary is over the Job Rate of the new grade, the employee retains job rate credit from the prior grade.
• If the employee is below job rate in the prior grade they may be due a promote recalculation in the next performance advance rating cycle and will require a FIS salary (fixed incremental salary) and corresponding FIS increment code.
  • If the employee’s salary is less than the job rate of lower grade and the employee would be due a performance advance in the lower grade before a performance advance in the new grade is payable, add the value of the increment to the lower grade salary, not to exceed job rate, and promote to the new grade. This salary to be paid in the next rating cycle is entered into the FIS salary field. The increment code is 0004 or 1004 depending on the employee’s payment cycle of the prior grade.
• Refer to the Performance Advance section for service requirements associated with performance advance eligibility.

CSEA

• There is no portability of the LLS, therefore for all promotions, promote using the required percentage.
• The anniversary date will be the date of the promotion and the increment code will reflect increment eligibility in the new grade, either April or October.
• If the promotion salary is over the Job Rate of the new grade, the employee retains job rate credit from the prior grade.
• If the employee had received a LLS payment in the prior grade and the promotion salary falls below the job rate of the new grade or he employee moves to an ineligible position, the LLS overtime eligibility must be ended.
• If the employee is below job rate in the prior grade they may be due a promote recalculation in the next performance advance rating cycle and will require a FIS salary (fixed incremental salary) and corresponding FIS increment code.
  • If the employee’s salary is less than the job rate of lower grade and would be due a performance advance in the lower grade before a performance advance in the new grade is payable, add the value of the increment to the lower grade salary, not to exceed job rate, and promote to the new grade. This salary to be paid in the next rating cycle is entered into the FIS salary field. The increment code is 0004 or 1004 depending on the employee’s payment cycle of the prior grade.
• Refer to the Performance Advance section for service requirements associated with performance advance eligibility.

MAN/CON

• There is no portability of the LLS for grades 603-617, therefore for all promotions, promote using the required percentage.
• For employees in grades 661-667 there is a 3% increase for each M grade.
• The Anniversary Date is not maintained for Man Con employees. The increment code will reflect increment eligibility for the following April in the new grade.
• If the promotion salary is over the Job Rate of the new grade, the employee retains job rate credit from the prior grade.
• If the employee had received a LLS payment in the prior grade and the promotion salary falls under the job rate of the new grade or the employee moves to an ineligible position, the LLS overtime eligibility must be ended.
• If the employee is below job rate in the prior grade they may be due a promote recalculation in the next performance advance rating cycle (April 1) and will require a FIS salary (fixed incremental salary) and corresponding FIS increment code.
  • If the employee’s salary is not at the job rate of current grade and would be due a performance advance in the lower grade before a performance advance in the new grade is payable, add the value of the increment to the lower grade salary, not to exceed job rate, and promote to the new grade. This salary, to be paid in the next rating cycle, April 1, is entered into the FIS salary field. The increment code is 0004.
  • The promotion recalculation must be manually processed by the agency for an employee who was on the October performance advance cycle in their prior grade. PayServ will not process payments to Management Confidential employees on the October cycle. The agency should enter $10 in the FIS field to allow the employee to be identified by query.
• Refer to the Performance Advance section for service requirements associated with performance advance eligibility.

Bureau of State Payroll Services payroll@osc.ny.gov