State of Connecticut
Core-CT Project
Application:
Module:
Business Process:
Requirement Number:
HRMS
Human Resources
Maintain Workforce
HR301
Requirement Title:
Ability to pay longevity payments automatically based on specified criteria
Module Leads: Lina Simonu, Lisa Lagus
1.
Requirement Description
Describe the requirement (gap). Include a description of the delivered PeopleSoft functionality.
At the State of Connecticut, Agency Payroll Specialists are responsible for the calculation of longevity
length and payment.
The current calculation for a full-time employee is as follows:
Length of Employment, either total service date or continuous service date based on Barg Unit
Less leave days without pay except for worker’s compensation
Plus Military War Service (currently stored in BOSS)
The current calculation for part-time employees is as follows:
Part-time employees will have the paid hours accumulated in days for the current period and the result
will be added to the previous balance. Paid time for part-time employees are added to paid hours.
Paid hours are prorated and added to longevity time. (ie. 10 paid days will add 14 days longevity days)
Once the years, months, and days of service have been calculated for an employee, the longevity pay
plan is referenced to determine the longevity payment. The longevity pay plan is based on labor unit
and salary plan and grade. The rates may change annually based on union negotiation. The longevity
pay plan is stored in BOSS. Note: Managerial Bargaining Units change their longevity pay plans
annually and other Bargaining Units currently remain the same.
Once the appropriate payment is identified for the employee based on their service date and the
longevity pay plan scale, Agency payroll is responsible for loading the payment and paying it twice a
year. For employees paid on BOSS, Department of Education employees, and Department of Labor,
the longevity payment is automatically calculated and paid. For all other agencies, the calculation is
manual and payment is manually entered into MSA. Longevity is charged to the same chart of
accounts coding string that has been established for the employee. It appears as a separate line item in
the Personnel portion of an agency's budget.
PeopleSoft does not have a fully automated means of calculating longevity/service based on the State’s
criteria. The delivered Flexible Service Calculation functionality, would allow the State to define based
on union, rules for calculating state service, which would take into account leave transactions that were
recorded in Job, not Time and Labor. Also this functionality does not update the Employment
Professional Experience Date. The Employment Professional Experience Date will indicate the
longevity date, however, this date must manually be updated based on time and labor leave days and
military status. For part-time employees this date will need to be updated based on the State’s
proration method.
2.
Business Need
Provide a justification for the requirement. Include information about frequency, volume, number of
users impacted, etc.
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During April 2001, 31,221 longevity checks were issued to State of Connecticut employees. Payments
are made semi-annually for approximately 31,000 employees. All Agency Payroll Specialists are
responsible for ensuring payments are made accurately and in a timely manner.
3.
Required By: (Y/N)
Federal ____
State Statutory ____
Agency ____
State Regulatory ____
Bargaining Unit _Y___
State Procedural _Y___
4.
Requirement Priority
__High___ (High, Medium, Low – please see “Requirements Prioritization Criteria”)
5.
Recommended Solution
Enter an “X” next to the appropriate category
______
__
Process Solution
Option Number
___X___
_1__
Application Modification
Option Number
6.
Explanation for Recommendation
Provide reasons for recommendation. Please do not re-state the description of the solution itself.
Longevity payments are required to be paid to employees on a semi-annual basis. There is an existing
automated process for employees on the BOSS TAS system. Without this modification, the State’s
current level of service would be reduced and payments for longevity would need to be calculated and
administered manually within Core-CT.
7.
Organizational Impact of Recommendation
Describe the changes to the organization that result from the recommended solution. Include a
description of any role, process, statute, or bargaining unit agreement affected.


8.
The Central Salary Specialist would need to maintain the new custom longevity interval and rate
table.
The Agency HR Specialist would need to maintain the Employment Service Date online for a
break in service due to leave based on bargaining unit rules. They would also be required to run
and review the custom agency longevity report to ensure the appropriate payment was made to
employees in their agency.
Process Solutions
Describe the possible Process Solutions. Include a description of impacts and benefits of each
solution.
Option 1. Manually determine the longevity date and enter the payment.
1) Run a pre-defined query to select employees that were on leave without pay based on their Job
record for all bargaining units.
2) Run a pre-defined query to determine the number of leave days without pay during the specified
period based on the TRC’s reported for each employee eligible for longevity payment. These
TRC’s and TRC types need to be identified during configuration.
3) Determine the years, months, and days of Military Service and type of service based on the
Military Service Start and End dates.
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4) Manually update the Employment Professional Experience Date based on the Job Leave and the
number of leave days without pay recorded in TL.
5) Add the employee’s military service, but do not update the Employment Professional Experience
Date based on this information. (This will be recalculated every six months, so the military
service will not be included to ensure it is not counted more than once.)
6) Review a hard copy of the longevity pay plan for each union and determine the payment amount
based on the employee’s service.
7) Manually enter the longevity amount with the appropriate earnings code into the Additional Pay
pages.
8) A pre-defined query by agency is produced listing each employee, longevity payment amount, and
earnings code for the specified pay period.
9) A pre-defined query needs to be produced to identify any employees that have a longevity
payment greater than or equal to $6,000. This would be run by Central Payroll to ensure these
payments are not made to employees.
Notes on Option 1:
 Conversion of the Employment Professional Experience Date upon implementation has calculated
the service date based on the current legacy calculation and used either the legacy continuous
service date or total service date based on union association. Therefore the leave days without pay
except for Voluntary Leave after 6/9/94 through the implementation date will be included in the
converted service date.
 Military Service needs to be added to the service date each time longevity is calculated, as this
information is not effective dated. If the service is added, and then military service changes, it
may be overlooked or added more than once.
9.
Application Modifications
Describe the possible Application Modifications. Include a description of impacts and benefits of each
solution.
Option 1.
Modification Type (On-line, Batch, Interface, Report, Workflow): Batch
Complexity (Easy, Medium, Difficult): Difficult
Description:
1) Create a Longevity Rate Table for each Salary Plan with the appropriate intervals of service, and
payment at each interval. Currently, the intervals of service occur every 5 years. This table will
be effective date to maintain history as rates are renegotiated.
2) Add the Military Service Start and End Dates and the Military Service Type fields to the
Education and Government Personal Data record and page for entry of this information for
employees upon hire. This is a separate requirement (See HR104).
3) Manually adjust the Employment Professional Experience Date online for a break in service due to
leave without pay.
4) Create a batch program that will be executed semi-annually by salary plan/bargaining unit. The
program will calculate the new Employment Professional Experience Date based on the current
Employment Professional Experience date, less the number of leave days without pay during the
specified period based on the TRC’s reported for each employee through time and labor. The
Employment Professional Experience Date is then updated on the Employment record. Then the
calculated Military Service is added to the new Employment Professional Experience Date,
however, this is not updated on the Employment record. Then based on the new Employment
Service Date plus military service, the program determines the longevity payment amount based
on the new Longevity Rate Table.
A record is inserted into the Additional Pay record for the effective date of the payment, with the
longevity earnings code and the appropriate earnings amount for each employee. The Additional
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Pay goal amount should also be set to equal the earnings amount to ensure the payment is not
made more than once.
6) Create a new custom report by agency that lists each employee, longevity payment amount, and
earnings code for the specified pay period.
7) A pre-defined query needs to be produced to identify any employees that have a longevity
payment greater than or equal to $6,000. This would be run by Central Payroll to ensure these
payments are not made to employees.
Option 2.
Modification Type (On-line, Batch, Interface, Report, Workflow): Batch
Complexity (Easy, Medium, Difficult): Difficult
Description: Use the delivered Compensation Rate Code Seniority Pay functionality to determine
the Longevity interval and corresponding amount based on the Company Seniority Date. The
Company Seniority Date would need to be manually updated based on the number of leave days in
time and labor and the military service date. Each State employee would need to be setup in a
PeopleSoft Longevity Group based on their Salary Plan and union. A compensation rate code for
each salary plan would need to be configured based on union salary longevity rules. When the
delivered Update Seniority Pay (CMP013) and Update Seniority Eligibility (CMP014) application
engine and database agent processes are run for a specified Group, the seniority payment is
applied to their compensation record, which may be viewed or updated online on the Job Data
Compensation page. As delivered, there are several known issues with these programs logged on
PeopleSoft Customer Connection, such as the processes run for employees outside of the Group
specified and do not exclude terminated and retired employees. Also, the State’s longevity
payment is paid out at a different frequency than the base pay, ie.) semi-annually, and should be
paid in the pay period the Update Seniority Pay and Update Seniority Eligibility processes are run.
Payment should be made with a longevity earnings code for reporting purposes and not be lumped
into the employee’s regular earnings code as all other compensation rate components of pay are
paid. These programs would need to be modified as they do not meet all of the State’s
requirements and have known issues as delivered.
Create a new custom report by agency that lists each employee, longevity payment amount, and
earnings code for the specified pay period.
A pre-defined query also needs to be produced to identify any employees that have a longevity
payment greater than or equal to $6,000. This would be run by Central Payroll to ensure these
payments are not made to employees.
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