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The sequence number of the General Increase Memorandum has been corrected from 5-98 to 6-98.  Please replace your first two pages of this Memorandum with the two replacement pages provided with this message.

DEPARTMENT OF ADMINISTRATIVE & FINANCIAL SERVICES
Bureau of Human Resources


June 15, 1998

HUMAN RESOURCES MEMORANDUM 6-98


TO: All Personnel Officers, Directors of Administrative Services, Payroll Managers
SUBJECT: General Increase Effective June 29, 1998

====================================================================================

PurposeThe purpose of this memorandum is to provide Executive and Legislative Branch agencies with instructions for processing the 2% general increase for employees who are eligible to receive this increase.

Eligibility for IncreaseAll employees are eligible to receive a 2% general increase unless a fixed salary is set by statute.  Some employees' salaries are set by or subject to the approval of the Governor or a Board or Commission.  Specific approval from the salary setting authority must be obtained for all such employees as prescribed by law before a general increase can be authorized.

Employees Eligible for Automatic ProcessingThe general increase will be applied automatically to employees for whom eligibility and amount of increase can be determined through electronic means.  All of the following conditions must be met:

  1. Employee must be on active pay status (employment status 1).
  2. The employee cannot be redlined.
  3. The position must be active as of June 29, 1998.
  4. The employee must be assigned to an eligible administrative unit and salary specification.

Eligible Salary Specifications:
01 = Administrative Services
02 = Financial Order - Major Policy Influencing
03 = Educator in Administrative Unit B
04 = Professional & Technical
05 = Nurse Management (with Stipend)
06 = Institutional Services
07 = Nurses with Stipend
08 = Educator in Unit D
09 = Supervisory
10 = Nurse Management (Confidential with Stipend)
11 = Military Firefighter
12 = Operations, Maintenance & Support
14 = Chief Medical Examiner
16 = Clinical Director
19 = Education - Confidential
20 = Law Enforcement
25 = Law Enforcement (Combined 28 Day Schedules)
30 = State Police Non-Standard
33 = State Police 28 Day Schedule
35 = Judicial - Exempt
40 = Judicial - Judges (Effective 7-1-98)
41 = Legislative Partisan
42 = Legislative Non-Partisan/Employee Paid Retirement
43 = Legislative Non-Partisan/State Paid Retirement
44 = Judicial - Administrative
46 = Judicial - Supervisory
47 = Confidential
48 = Medical Personnel
49 = Superintendent at AMHI
63 = Legislative Committee Clerks
66 = Superintendent at BMHI

Eligible Administrative Units:
A = Administrative Services
B = Professional & Technical Services
C = Institutional Services
D = Supervisory Services
E = Operations, Maintenance & Support Services
F = Law Enforcement
G = State Police
H = Major Policy Influencing
J = Judicial - Judges (Effective 7-1-98)
L = Legislative
M = Special Assistant to the Governor (Note 1)
O = Employees who have salary set by statute (Note 1 and 2)
P = Judicial - Administrative
Q = Judicial - Professional
S = Judicial - Supervisory
X = Confidential Employees with Civil Service Status
Y = Employees whose salary is set by Financial Order/Governor's Memo (Note 1)
Z = Employees who are statutorily removed from Collective Bargaining (Notes 1 and 2)

Note 1 - Authorization required.
Note 2 - Some employees' salary may be set at a fixed amount in statute and therefore may not be eligible for the general increase.

Employees for Whom Manual Processing is Required

1.  All redlined employees who are eligible for an increase must be processed by submitting a Human Resource Profile to the Bureau of Human Resources, ATTN: Jeannine Johnson by the following deadlines:

Attach any necessary approvals from the appropriate salary setting authority as may be required by law.  Please contact this agency for assistance with special or unique situations.

2.  Salary adjustments for teachers who receive prorated paychecks must be determined by calculating the incremental increase in daily pay that will be earned for days to be worked on or after June 29, 1998 for the remainder of the contract year in effect as of June 30, and by paying the additional amount earned on a prorated basis in the paychecks to be received during the remainder of the contract year.

3.  Employees who are on unpaid leave of absence will not be processed for the general increase until they return from leave.  Agencies are responsible to process this salary change when returning employees to active status.

4.  The general increase for Highway Crew employees must be processed by submitting the appropriate electronic transactions to the MFASIS technical team.

5.  TEMP COMP pay will be recalculated automatically using the "5% promotion rule".  The grade and step in the acting assignment that satisfies this rule will be identified and the appropriate differential will be set as the TEMP COMP rate.   However, the "5% promotion rule" does not always apply to acting assignments.  Agencies must review all TEMP COMP rates and correct any that must be adjusted due to misapplication of the "5% promotion rule".

Processing Procedures and Key Dates

Processing calendars are attached to this memorandum and should be studied in detail.   The following key dates and notes will assist you in your ongoing work on MFASIS HR and Payroll, and with the processing of the general increase.

Saturday, June 27th - New salary tables will be loaded on the production system.  Refreshing the salary step for any employee after these new tables have been loaded will load the new rate of pay into the employee record.  New rates will be loaded in master file records for Cycle A employees.

The Week Beginning June 29th - Cycle B agencies cannot make any master file changes for the pay period ending June 26th, as incorrect salary rates may be introduced into the employee record from the new salary tables.

July 4th - New rates will be loaded in Master file records for Cycle B employees.

Week of July 6th - This is a split pay period for all Cycle A employees.  REMINDER: Appropriate T&A entries will be required for additional T&A processing for the first pay period under the new rates.  See the enclosed Cycle A Time and Attendance Worksheet for important information.

Week of July 13th - Cycle B agencies process T&A for the first pay period under the new rates.

July 15th - Cycle A receives first paycheck with new rates.

July 22nd - Cycle B receives first paycheck with new rates.

Reports - Departments will receive the following reports on the workday following the electronic change to the employee records for the particular payroll cycle:

  1. Human Resources Profiles for all employees automatically processed.
  2. List of employees who will be automatically processed for the increase.
  3. List of employees who will not be automatically processed.
  4. Employees receiving TEMP COMP payments.
  5. Employees with scheduled overtime.

REMINDER:  THE MILEAGE REIMBURSEMENT RATE INCREASES TO 24 CENTS PER MILE EFFECTIVE JULY 1, 1998.

Questions or Assistance - Please address any questions or requests for assistance concerning the general increase to Jeannine Johnson (HR transactions and master file changes) or to Betty Everett (payroll processing).

 


____________/s/________________
Donald A. Wills, Director
BUREAU OF HUMAN RESOURCES

Attachments
June Processing Calendar
July Processing Calendar
Cycle A Time and Attendance Worksheet