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0200 Roles & Responsibilities

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0600 Jurisdictional Classification

0800 Classification & Compensation

1000 Recruitment

1200 Examinations

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1600 Interviewing & Hiring

1800 Appointments

2000 Probation

2200 Separations & Leaves

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in Force


2400 Training & Development

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2800 Automated Position and Personnel System

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State Management Personnel Manual

0800 Classification and Compensation

0830 DEFINITION OF TERMS

ALLOCATION: To assign a statutory salary grade to a class of positions based on an evaluation of relative worth.  Reallocation is to change the existing allocation of a class to a different salary grade in the schedule. [SPMM Section 0850 et. al.]

APPEAL: Application to the Civil Service Commission to review a determination of the Director of the Division of Classification and Compensation under provisions provided in the Civil Service Law.

APPOINTMENT ABOVE THE MINIMUM SALARY: Section 131.1(a) of the Civil Service Law provides that the Director of the Division of Classification and Compensation may authorize additional compensation, called an Appointment Above the Minimum Salary (i.e., minimum is the statutory hiring rate of a salary grade), not to exceed the Job Rate of the salary grade of the title to which a person is to be appointed, when the training or experience of the appointee substantially exceeds requirements necessary for appointment.  All such determinations are subject to the approval of the Director of the Division of the Budget. [See SPMM Section 0870(F)]

APPOINTING OFFICER APPLICATON: A request submitted to the Division of Classification and Compensation by an agency for changes in salaries or titles through NYSTEP.

BASE ANNUAL SALARY:  Salary before the addition of Special Salary Treatments (i.e., Geographic or Shift Pay Differentials), Inconvenience Pay, overtime compensation, and other pay supplements.

CLASS OF POSITIONS: Positions sufficiently similar in respect to duties and responsibilities that the same title may be used to designate each position in a group, the same salary may be equitably applied, the same qualifications required, and the same examination used to select qualified employees. A class may sometimes consist of only one position.

CLASSIFY: To group positions (new and existing) according to the similarity of duties and responsibilities and assign a class title.  Reclassify is to change the title of an existing position based on a change of duties and/or responsibilities. [See SPMM Section 0850 et. al.]

CLASSIFICATION STANDARD: A Classification Standard is a document that provides detailed information describing a class of positions.  They are descriptive, not restrictive; their purpose being to portray for each class of positions the duties and responsibilities which, if present in an individual position, will cause the position to fall in that class. [See SPMM Section 0850(A)]

CLASSIFIED CIVIL SERVICE (CLASSIFIED SERVICE): Those positions in the Civil Service of the State that are not in the Unclassified Civil Service (Unclassified Service).  The Classified Civil Service (Classified Service) is divided into four Jurisdictional Classes: Competitive, Non-competitive, Exempt, and Labor. [See Section 40 of the Civil Service Law and SPMM Section 0600]

COMPETITIVE JURISDICTIONAL CLASS (COMPETITIVE CLASS): The Jurisdictional Class under the Classified Civil Service (Classified Service) composed of positions for which it is practicable to determine the merit and fitness of applicants by competitive examination. [See Section 44 of the Civil Service Law]

DECENTRALIZED AGENCIES: Refers to the administrative flexibility afforded only to certain pre-approved agencies.  These pre-approved agencies are authorized by the Director of the Division of Classification to classify and reclassify positions for all titles that have a Classification Standard and exist in the agency or interdepartmental titles for which a Tentative or Final Classification Standard has been issued.  Under the Decentralized Classification Program and to comply with State Internal Controls, agencies are required to maintain a reviewable record to support each transaction (short and long).  Records should be stored in electronic formats and should be prepared in full prior to any submission of a transaction in NYSTEP.  All such records must be available for audit by the Division of Classification and Compensation. [See Decentralized Classification Program, Pre-Audit Review, Post-Audit Review, and SPMM Section 0860]

DECENTRALIZED CLASSIFICATION PROGRAM: A program administered by the Division of Classification and Compensation (also known as Decentralized Classification and Decentralization) that refers to specific titles or to authorized agencies.  This program should not be confused with decentralization terminology used by other State agencies. [See Decentralized Agencies, Decentralized Titles, Pre-Audit Review, Post-Audit Review, and SPMM Section 0860]

DECENTRALIZED TITLES: Titles for which the duties and organizational placement of the title is so well understood and documented that extensive review of each transaction involving these titles by the Division of Classification and Compensation is not necessary [See Decentralized Classification Program, Pre-Audit Review, Post-Audit Review, and SPMM Section 0860].  Decentralized Titles can be broken into two groups:

  1. Under the “1A” column on the Title and Salary Plan, the designation of “Y” indicates that a title is considered a Decentralized Title.
  2. Under the “Decntrl Lvl” column on the Title and Salary Plan, the designation of “S” indicates that a Decentralized Title is considered appropriate for “pass through” classification to the Division of the Budget (i.e., no Pre-Audit Review by the Division of Classification and Compensation) when an agency has or had positions in the title within the twelve months previous to the date of the transaction and the agency requests the normal title attributes.

DOWNSTATE ADJUSTMENT: Negotiated pay added to base annual salary of employees whose principal place of employment or whose official station is located in the City of New York or the Counties of Nassau, Rockland, Suffolk, or Westchester.  This is also afforded to Managerial/Confidential (M/C) employees.  This was formerly known as Location Pay in the New York City area and is still referred to as Location Pay for certain employees in Monroe County. [See Location Pay, and SPMM Section 0870(C)]

EARMARK: The term used when a position has been designated for restudy before refilling once the position becomes vacant.  An earmark may be placed by the Division of Classification and Compensation, the Civil Service Commission, or the Division of the Budget. [See SPMM Section 0850(C)]

EMPLOYEE APPLICATION: A request submitted to the Division of Classification and Compensation by an employee for a change in title or salary.  [See SPMM Section 0850(B)]

EXEMPT JURISDICTIONAL CLASS (EXEMPT CLASS): The Jurisdictional Class under the Classified Civil Service (Classified Service) of positions deemed impracticable to fill by tests of any kind.  No minimum training and experience requirements are established for exempt positions. [See Section 41 of the Civil Service Law and SPMM Section 0600]

FAIR LABOR STANDARDS ACT (FLSA): FLSA is a worker protection statute that governs, among many things, the process which determines whether a position is Eligible or Ineligible for overtime compensation.  FLSA provides minimum standards that may be exceeded, but cannot be waived or reduced. [See SPMM Section 0850(F)]

GEOGRAPHIC PAY DIFFERENTIAL: Section 130.7 of the Civil Service Law provides that the Director of the Division of Classification and Compensation may authorize payment of additional compensation, called a Geographic Pay Differential, to State employees in one or more areas of the State when private or other non-State employers in such areas pay substantially higher wage rates for a similar occupation.  All such determinations are subject to the approval of the Director of the Division of the Budget. [See SPMM Section 0870(C)]

HAZARDOUS DUTY DIFFERENTIAL: Section 130.9 of the Civil Service Law provides that the Director of the Division of Classification and Compensation may authorize payment of additional compensation, called a Hazardous Duty Differential, to employees exposed to hazardous working conditions in certain locations and under specified criteria for “people related hazards” and “environmental and/or non-people related hazards.”  All such determinations are subject to the approval of the Director of the Division of the Budget. [See SPMM Section 0870(D)]

HIRING RATE: The statutory Hiring Rate (i.e., minimum salary) of a position as prescribed under Section 130 of the Civil Service Law. [See Section 130 of the Civil Service Law]

INCREASED HIRING SALARY: Section 130.4 of the Civil Service Law provides that the Director of the Division of Classification and Compensation may increase the minimum salary of a class, called an Increased Hiring Salary, whenever it is determined that it is impracticable to recruit for positions in that class at the hiring rate of the salary grade in one or all areas or locations of the State.  All such determinations are subject to the approval of the Director of the Division of the Budget. [See SPMM Section 0870(A)]

INCONVENIENCE PAY: Negotiated pay in addition to the base annual salary of an employee (other than part-time or seasonal employees) who regularly works four or more hours between the hours of 6 p.m. and 6 a.m. exclusive of any hours for which overtime compensation is paid.  Managerial/Confidential (M/C) employees are also eligible for this pay.

JOB AUDIT: An activity initiated and conducted for the purpose of reviewing, observing, and discussing the duties and responsibilities of a position.  Job Audits are performed at the discretion of the Division of Classification and Compensation or as a response to an agency and/or employee request for review. [See SPMM Section 0880(A)]

JOB RATE: The statutory Job Rate (i.e., maximum salary) of a position as prescribed under Section 130 of the Civil Service Law. [See Section 130 of the Civil Service Law]

LABOR JURISDICTIONAL CLASS (LABOR CLASS): The Jurisdictional Class under the Classified Civil Service (Classified Service) designated for positions for which competitive tests are impracticable because of the unskilled nature of the duties.  Minimum Qualifications for Labor Class positions other than the physical ability to perform the duties of the position are generally not established. [See Section 43 of the Civil Service Law and SPMM Section 0600]

LOCATION PAY: Negotiated pay added to the base annual salary of employees whose principal place of employment or whose official station is located in Monroe County who were receiving such compensation on March 31, 1985 for those represented by the Civil Service Employees Association (CSEA) and on March 31, 1988 for those represented by the Public Employees Federation (PEF).  This is also afforded to Managerial/Confidential (M/C) employees.  In the New York City area, this is now referred to as a Downstate Adjustment. [See Downstate Adjustment]

LONG FORM TRANSACTION (LONG TRANSACTION): These NYSTEP transactions require supporting documentation be attached for Pre-Audit Review by the Division of Classification and Compensation.  [See Pre-Audit Review and SPMM Section 0850(B)]

MID-HUDSON ADJUSTMENT: Negotiated pay added to base annual salary of employees whose principal place of employment or whose official station is located in the Counties of Dutchess, Orange, and Putnam.  [See SPMM Section 0870(C)]

MINIMUM QUALIFICATIONS: Education, training, and/or experience requirements established to give reasonable assurance that all candidates certified for appointment can satisfactorily perform the essential duties of the position of appointment.

NEGOTIATING UNIT: Article 14 of the Civil Service Law, entitled The Public Employees Fair Employment Act (also known as the Taylor Law), grants public employees the right to organize and to be represented by employee organizations of their own choice; requires public employers to negotiate and enter into agreements with public employee organizations regarding their employees' terms and conditions of employment; and establishes a state agency – The Public Employment Relations Board (PERB) – to administer the law.  Positions are then placed in an appropriate Negotiating Unit based on the community of interest among job responsibilities. [See SPMM Section 0850(D) and 0850(E)]

NON-COMPETITIVE JURISDICTIONAL CLASS (NON-COMPETITIVE CLASS): The Jurisdictional Class under the Classified Civil Service (Classified Service) designating positions not in the Exempt or Labor Classes and for which it is found by the Civil Service Commission to be not practicable to ascertain the merit and fitness of applicants by competitive examination. [See Section 42 of the Civil Service Law and SPMM Section 0600]

NS (NON-STATUTORY): The administrative designation for salaries established by the Division of the Budget pursuant to Section 44 of the State Finance Law for positions not allocated to a statutory salary grade. [See Section 44 of the State Finance Law]

NYSTEP: NYSTEP (New York STate Electronic Personnel System) is the electronic personnel system used by the State of New York.

OCCUPATIONAL PAY DIFFERENTIAL: Section 130.13 of the Civil Service Law provides that the Director of the Division of Classification and Compensation may authorize additional compensation, called an Occupational Pay Differential, for employees serving in positions designated as Managerial/Confidential (M/C) in order to maintain appropriate salary relationships over subordinates who occupy positions within their same occupational series.  All such determinations are subject to the approval of the Director of the Division of the Budget. [See SPMM Section 0870(E)]

OS (OTHER STATUTE): The administrative designation for salaries established by a statute other than the Civil Service Law.

OCCUPATIONAL STUDY: The systematic review and analysis of an occupation as it exists in State government.  It involves the identification and analysis of the job duties associated with all levels of titles in that occupation and the organizational and programmatic context in which jobs function.  Occupational studies are conducted by the Division of Classification and Compensation to determine whether a title series requires updating or a new title series needs to be created. [See SPMM Section 0880(B)]

ORGANIZATIONAL SURVEY: The systematic review and analysis of titles in a specific organizational unit of an agency or of similar organizational units in many agencies.  Organizational surveys are conducted to verify the cross agency appropriateness of the classification of positions in an occupational area (e.g., purchasing). [See SPMM Section 0880(C)]

OUT-OF-TITLE WORK: Duties performed by an employee which are not appropriate to the title to which the employee has been appointed. [See Section 61.2 of the Civil Service Law]

PARENTHETIC: A descriptive designation in parentheses following a common base title, to distinguish a specialty within a given field – i.e., Head Clerk (Personnel). [See SPMM Section 0840]

“PASS THROUGH”: Classification or reclassification transactions that receive no Pre-Audit Review by the Division of Classification and Compensation.  These transactions “pass through” immediately to the Division of the Budget for approval upon entry into NYSTEP by an agency.  All such transactions are subject to electronic Post-Audit Review by the Division of Classification and Compensation. [See Pre-Audit Review, Post-Audit Review, Reviewable Record, Short Form Transaction, Decentralized Classification Program, and SPMM Section 0860]

POSITION: An assigned group of duties and responsibilities, temporary or permanent, which is generally performed by one person in a title.

POSITION DUTIES DESCRIPTION: A listing that describes the nature and purpose of the work, the organizational and supervisory relationships, and the basic duties and responsibilities, for an individual position.

POST-AUDIT REVIEW: The review conducted by the Division of Classification and Compensation on all Short Form Transactions (short transactions) after they are approved.  Such review consists of an analysis of the Reviewable Record. [See Reviewable Record, Short Form Transaction, Decentralized Classification Program, Decentralized Agencies, and Decentralized Titles]

PRE-AUDIT REVIEW: The review conducted by the Division of Classification and Compensation on all NYSTEP Long Form Transactions (long transactions), and some Short Form Transactions (short transactions) before any transaction is approved.  Such review consists of an analysis of the Reviewable Record. [See Reviewable Record and Long Form Transaction]

QJES (Quantitative Job Evaluation System): An econometric pay model which defines the salary grade allocation for a title as a function of the value of the job content of the title.  It provides internal pay equity by comparing and ranking similar and dissimilar jobs across a common set of measures.

REALLOCATION: To change the salary grade of a class with no change in title or duties or responsibilities. [See Allocation and SPMM Section 0850 et. al.]

RECLASSIFY: To change the title of an existing position based on a change of the duties and responsibilities. [See Classify and SPMM Section 0850 et. al.]

REVIEWABLE RECORD: To comply with State Internal Controls, State agencies are required to maintain a Reviewable Record to support each transaction (Long Form Transaction and Short Form Transaction).  Reviewable Records must be stored in electronic formats and be prepared in full prior to any submission of a transaction in NYSTEP.  Reviewable Records must contain: justification explaining why the position is needed; a detailed position description and minimum qualifications; an organization chart indicating the relationship of positions; and any other information as directed by the Division of Classification and Compensation.  All such Reviewable Records must be available for audit by the Division of Classification and Compensation. [See Pre-Audit Review, Post-Audit Review, Short Form Transaction, SPMM Section 0850 et. al., and SPMM Section 0860]

SAFETY INCENTIVE DIFFERENTIAL: Section 130.9 of the Civil Service Law provides that the Director of the Division of Classification and Compensation may authorize payment of additional compensation, called a Hazardous Duty Differential, to employees exposed to hazardous working conditions in certain locations and under specified criteria for “environmental and/or non-people related hazards.”  This is the historical reference term and a sub-set of the Hazardous Duty Differential.  All such determinations are subject to the approval of the Director of the Division of the Budget. [See SPMM Section 0870(D)]

SALARY GRADE: The designation attached to a title that indicates a title’s compensation in accordance to Section 130 of the Civil Service Law. [See Section 130 of the Civil Service Law]

SALARY SURVEY: A study of salaries paid by other employers for work comparable to that of selected classes.

SECTION 55.b: A Section of the Civil Service Law that provides for hiring qualified individuals with disabilities into positions normally filled on a competitive basis. [See Section 55 of the Civil Service Law]

SECTION 55.c: A Section of the Civil Service Law that provides for hiring qualified veterans with disabilities into positions normally filled on a competitive basis. [See Section 55 of the Civil Service Law]

SHIFT PAY DIFFERENTIAL: Section 130.6 of the Civil Service Law provides that the Director of the Division of Classification and Compensation may authorize payment of additional compensation, called a Shift Pay Differential, to employees regularly assigned to work on a shift other than a normal day shift, in specific titles, or occupations under certain specified conditions.  All such determinations are subject to the approval of the Director of the Division of the Budget. [See SPMM Section 0870(B)]

SHORT FORM TRANSACTION (SHORT TRANSACTION): These NYSTEP transactions do not require supporting documentation to be attached in NYSTEP.  A Reviewable Record must be retained by each agency for Post-Audit Review.  [See Reviewable Record, Post-Audit Review, and SPMM Section 0860]

SPECIAL SALARY TREATMENTS: The Civil Service Law authorizes the Director of the Division of Classification to enhance baseline State salaries under certain circumstances.  The general purpose of Special Salary Treatments is to assist State agencies as they address recruitment and retention difficulties.  Special Salary Treatments include Increased Hiring Salaries, Shift Pay Differentials, Geographic Pay Differentials, Hazardous Duty Differentials, Occupational Pay Differentials, and Appointments Above the Minimum Salary.  The Director retains the statutory authority to either reduce or enhance existing Special Salary Treatments, or terminate (i.e., rescind) existing Special Salary Treatments. [See SPMM Section 0870 et. al.]

STREAMLINE: A Division of the Budget process allowing for the immediate approval of a transaction that meets specified criteria through NYSTEP or by the Division of Classification and Compensation. [See the Division of the Budget’s Budget Policy and Reporting Manual Items D-300 and D-310]

TITLE: The “label” used to officially designate a class.  It is descriptive of the work performed and its relative level.

TITLE AND SALARY PLAN: The Title and Salary Plan is the complete listing of job titles in the Classified Civil Service (Classified Service).  The Title and Salary Plan is arranged alphabetically by title for all established Competitive, Non-competitive, Exempt, and Labor Jurisdictional Class positions.  The Title and Salary Plan contains title specific information listed in the following separate columns: Title Code; Jurisdictional Class (JC); Salary Grade (SG); Negotiating Unit (NU); Title Name; Classification Standard Number (STD No); Level; and Decentralization Status (1A and Decntrl Lvl). [See SPMM Section 0840]

TITLE STRUCTURE CHANGE: The change of the title of a class where there are no substantial changes in duties or responsibilities.

TPM (TITLE POSITION MANAGEMENT): Classification and compensation actions within NYSTEP. [See NYSTEP]

TRAINEESHIP: Traineeships are established when it is found that the job market cannot provide candidates with the skills and abilities necessary for certain positions in State service, and to provide employee advancement opportunities. [See SPMM Section 0890]

TRAINING AND DEVELOPMENT PLAN: A formal employee development plan (which is required for the creation of a traineeship) approved by the Department of Civil Service governing the appointment and advancement of employees in training status leading to permanent status.  It combines a description of the duties at the full performance level with an action plan designed to give a trainee the ability to successfully perform those duties.  [See SPMM Section 0890]

UNCLASSIFIED CIVIL SERVICE (UNCLASSIFIED SERVICE): Positions specified under Section 35 of the Civil Service Law.  Examples are: elected officials, appointees of the Governor or Legislature (including heads of Departments and legislative employees), and employees in professional positions in certain colleges whose principal functions are teaching or supervision of teaching in a public school, academy or college, or in the State University. [See Section 35 of the Civil Service Law]


TM-65 - Replaces: All of Section 0800 Dated Prior to August 2008

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