NEW YORK STATE DEPARTMENT OF CIVIL SERVICE
State Personnel Management Manual
Advisory Memorandum # 00-05
TO: Department and Agency Personnel, Human Resource and Affirmative
FROM: William Doyle/Crys Hamelink, Division of Staffing Services
SUBJECT: Techniques for Managing Appointment, Position and Traineeship
All agencies are now on the Payroll Certification Schedule. Some agencies
had been notified by OSC that checks were being withheld for some of
their employees, and had to submit late transactions to either NYSTEP
or PaySr to resolve discrepancies. There are several NYSTEP reports
that agencies can use which can help them reduce the number of these
instances in the future:
- Appointment End Date Report
The Appointment End Date report lets agencies know which appointments
will expire during the pay period. This gives agencies the opportunity
to determine whether submission of an appointment extension transaction
is in order or whether a line change or termination transaction
should be submitted.
This report should be run at the beginning of each pay period to
cover the dates of the entire pay period.
Agencies submitting NYSTEP transactions through the Batch Process
should run the report even earlier, so that transactions which "error
out" can be correctly resubmitted in a timely manner.
- Position End-date Report
The Position End Date Report tells agencies when Temporary Service
positions are due to expire. Appointments cannot be made to expired
positions, nor can appointees in expired positions be extended in
their positions if the positions are not extended.
It should be run regularly so that necessary NYSTEP TPM requests
for extensions can be submitted to Classification and Compensation
and approved by the Division of Budget before the positions expire.
- Traineeship End-date Report
The Traineeship End Date Report is designed to assist agencies
in tracking the end-dates of traineeships of various lengths.
It should be generated at the start of each pay period in order
to assure timely submission of NYSTEP transactions for mandatory
advances to the next level of the traineeship or to the journey
level title, as appropriate
To produce these reports:
- Click on "Start" in the Menu
- Click on "NYSTEP Reports" to open its menu
- Click on "On-line Reports" to open the following
- Click on "Report" on the menu bar
- Click on "Appt End-date Report", "Pos
End Date Report" or "Trainee End Date Report"
to open the data entry panel for that report.
You will have to click through the following two panels to reach the
date entry panel
- Click "OK" on the Update/Display
- Click "Select" on the List panel
The data entry panel (Appointment End Date Report shown) has several
fields where agencies must specify Agency payroll code,
the End Date From and Thru for the time period under review, and
the agency Pay Group (ADM or INS) [if shown]. The Title Code
is an optional entry.
Once you have entered the information, to produce the report, click on
the traffic light with exclamation point at the top of the data entry
If you have any questions about producing these reports, please contact
Julie Dominian, Supervisor of Employment Records and Payroll Processing
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