115. Class Data Sheet/Pay Letter
Relationship Between A Class Data Sheet and Pay Letter
The Department of Personnel Administration issues two types of Pay Letters as a means of notifying State agencies and the State Controller’s Office (SCO) of approved changes to the State Civil Service Pay Scale (for Exempt Pay Scale requirements, see
Section 600). The
Class Data Sheet form is used to record all the information needed to prepare Pay Letters and contains necessary signatures authorizing a Pay Scale revision.
Section I Pay Letter
Section I Pay Letters are issued on an “as needed” basis to authorize the following changes to the Pay Scales:
- Collective Bargaining Identifier (CBID) changes;
- Work Week Group (WWG) changes;
- Modified Classification Review (MCR) changes;
- Special Salary Adjustments (SSAs);
- Alternate Range Criteria (ARC) revisions when the ARC changes deal only with salary issues;
- Special In-Grade Salary Adjustments (SISAs);
- establishment, revision and abolishment of Pay Differentials; and
- Footnote revisions.
Section II Pay Letter
Section II Pay Letters are issued as a result of actions taken by the State Personnel Board (SPB) and are issued approximately five to six weeks after the SPB officially notifies DPA of its action(s). Following are the types of SPB actions requiring a Section II Pay Letter to authorize changes to the Pay Scales:
- New classes or changes to existing classes;
- Career Executive Assignment (CEA) allocations and changes;
- Alternate Range Criteria revisions other than for salary issues; and
- corrections to any items previously listed in a Section II Pay Letter.
Completing a Class Data Sheet
Information recorded on a Class Data Sheet is used to support necessary revisions to the Pay Scales. Ensure that the information on the form is completely accurate before submitting it. The
Class Data Sheet instructions provides guidance on requirements for completing this form.
A
Checklist for Clearance of Class Data Sheet must be included in each Class Data Sheet package for verification purposes.
Documentation/Salary Movement Instructions
Separate instructions must be prepared and attached to the Class Data Sheet when an item includes status resolutions, CBID changes from S to M, and for deep class movement. (See
Section 105 and Attachments 17E - 17G.)
When an employee’s bargaining status is being impacted by
CBID changes, include the following notice in the documentation instructions on the Class Data Sheet form:
"Department must submit 126 transaction to effect the change."
Timing
When SPB Board Item preparation is delegated to a department, Class Data Sheet packages are due to the CCD analyst on the same date the item is due to SPB to allow sufficient time for Pay Letter preparation.
Schematic Code Assignment
A master list of schematic codes is maintained in CCD. CCD staff are required to post all NEW schematic codes to this list in order to avoid duplication. Department analysts are to call their CCD departmental analyst to receive new schematic codes if establishment of new classes has been delegated. See the
instructions for assigning schematic codes for more information.
Class Data Sheet Approvals
All Class Data Sheets must include required supervisory and managerial signatures signifying approval of the proposed action(s) prior to the issuance of ether a Section I or Section II Pay Letter. The CCD Analyst is responsible for ensuring the Class Data Sheet is correctly completed, has necessary backup documentation attached and includes all necessary signature approvals.
