.210 Title Decentralization
.211 Authorized agencies can submit classification (NYSTEP Form 4N) or reclassification (NYSTEP Form 4R) requests for decentralized titles that will by-pass the Division of Classification and Compensation (Decentralized Transactions). These decentralized transactions are subject to the limitations and responsibilities noted in Subsection .230 below.
.212 Agencies may request the addition of titles to the decentralized listing if such titles have current classification standards.
.220 Agency Decentralization
.221 To participate in the program, agencies must have a human resources professional who is certified by the Division of Classification and Compensation to sign off on decentralized transactions. That individual must meet all training requirements established by the Division of Classification and Compensation.
.222 Participating agencies, in effect, make classification and reclassification determinations to selected classes, but do not reallocate classes, establish new titles, approve employee applications, or authorize any Special Salary Treatments [See SPMM Section 0870].
.223 No class that is unique to an agency may be used under this program by another agency unless the title has been approved in that agency by the Division of Classification and Compensation.
.230 Limitations on "Decentralized" Transactions
.231 If the requested position is in an atypical organizational context, the agency must attach sufficient documentation to explain the classification. If the requested title is new to the agency, or other than the standard attributes (e.g., Negotiating Unit or Jurisdictional Class) of a title are being requested, the request will be pre-audited by the Division of Classification and Compensation under the guidelines in SPMM Section 0850.
.232 Decentralized transactions, which are automatically approved, are reviewed on a post-audit basis. The Division of Classification and Compensation reserves the right to rescind inappropriate transactions or earmark improperly classified positions.
.240 Agency Responsibilities
.241 At a minimum, a duties description must be attached to all decentralized transactions. For decentralized transactions that require more than a duties description, the following documentation also must be attached in NYSTEP:
- An agency justification letter detailing the reason for the classification or reclassification and an analysis of the action.
- The organizational context of the position.
- An attestation (see below) by an HR professional certified by the Division of Classification and Compensation.
I, ___________, attest that I have reviewed the duties of this position and have determined that they are consistent with those described in the classification standard and/or other properly classified positions in the class.
Such certification may be included at the bottom of the duties description or a separate document (see sample template).
The Duties Only column on the Title and Salary Plan will indicate the minimum documentation required. If a "Y" is listed for a title, NYSTEP will require that a duties description be attached. If the field is N, NYSTEP will require a duties description and agency justification.
.242 Agencies should bear in mind that submitting only the minimum required documents may be insufficient to fully explain a transaction. In such cases, agencies should provide sufficient documentation to demonstrate to the Division of Classification and Compensation the appropriateness of the request.
.243 To comply with State Internal Controls, agencies must maintain a reviewable record to support each decentralized transaction. To meet this requirement, agencies are strongly encouraged to attach all relevant documents to the applicable transaction in NYSTEP to facilitate post-audit of such transaction.
.251 Staff of the Division of Classification and Compensation conducts periodic audits of decentralized transactions to evaluate the appropriateness of classification actions and the adequacy of the submitted documents.
.252 All transactions in non-decentralized titles will be pre-audited. Transactions in “U” or “S” decentralized titles will also be pre-audited if they do not meet the requirements for automatic approval.
.253 Staff of the Division of Classification and Compensation audits a percentage of automatically approved decentralized transactions each month. Audited transactions will be flagged to indicate that they have been audited. Deficiencies discovered as a result of a post-audit will be communicated to the responsible agency.
.260 Review, Reassessment, and Rescission
.261 The administrative classification flexibility afforded an agency may be revoked by the Director of the Division of Classification and Compensation if an agency or certified HR professional fails to adhere to the program’s requirements as outlined herein.