State of California

  M E M O R A N D U M

  REFERENCE CODE:
  2003-005

  DATE:
  January 21, 2003

  TO:
  Personnel Officers

  FROM:
  Department of Personnel Administration
  Policy and Operations Division

  SUBJECT:
  CEA Salary Cap Report and Database Update

  CONTACT:
  Dave Combies, Personnel Program Analyst
  (916) 324-9381, CALNET 454-9381
  FAX: (916) 327-1886
  Email: DaveCombies@dpa.ca.gov


  As you are aware, the Career Executive Assignment (CEA) 
  salary cap was established in 1996 after the conversion of 
  many of the managerial positions to the CEA category.  It 
  was implemented to replace the current position-by-position 
  review by the Department of Personnel Administration (DPA) 
  and to provide departments with more flexibility in 
  managing their CEA programs.  The annual review by DPA 
  provides valuable information to ensure that the CEA 
  program continues to be administered in a uniform manner 
  consistent with sound personnel management principles. 
  
  Every year State agencies must provide salary cap 
  information on their CEA Positions.  As of 2001, the 
  reporting date was changed from October 1st to 
  December 31st.  In order to reflect first of the year 
  changes, the reporting date for this year is January 1, 
  2003, with the salary cap reports due to DPA by 
  February 28, 2003. 
  
  A copy of the CEA Salary Cap Report Form is attached with 
  instructions for filling it out.  The form is an Excel 
  spreadsheet and also may be downloaded from the DPA's 
  Personnel Information Exchange (PIE) Web site.  We prefer 
  that you use the electronic version so that the completed 
  report may be e-mailed to your DPA analyst.  The form may 
  be expanded if you have more than fifteen positions by 
  inserting additional rows.  (Click the "Instructions" tab 
  on the worksheet for more detail.)
  
  In order to report the salary cap correctly, each CEA 
  position must be identified against DPA's CEA Database, 
  which identifies approved CEA positions.  At the time a CEA 
  position is approved by the State Personnel Board, DPA 
  establishes a file which includes the Board Item and other 
  pertinent information.  The approved position is recorded 
  in the database and a unique record number, which never 
  changes, is assigned to the position. 
  
  Unfortunately, many departments have not kept DPA notified of changes 
  in their CEA positions.  At a minimum, titles may have changed and in 
  some cases, other changes that should be reported to DPA may have 
  taken place.  The data on many CEAs will have to be updated.  A copy 
  of the CEA Database Input Form, with instructions, is attached for 
  your use in order to report these changes to DPA.  The form is also 
  available on PIE and may be reproduced for additional positions.
  
  Please note that one key item of information is the correct position 
  number for each CEA position.  Each month DPA runs a report from the 
  State Controllers Office (SCO) on CEA incumbents (the "CEA Roster") 
  which is matched to the CEA Database.  Many departments have not been 
  reporting position number changes as demonstrated by the fact that 
  there are now about 280 CEA incumbents not matching up with 
  corresponding approved CEA positions.  These must be reconciled by 
  identifying each individual's position in the CEA Database.  A 
  POSITION MAY NOT BE INCLUDED ON THE SALARY CAP FORM IF IT CANNOT BE 
  IDENTIFIED AS A BONA FIDE, APPROVED, CEA.
  
  Classification & Pay (C & P) Guide Sections 400 450 provide details on 
  the reporting requirements for the CEA Database.  These sections are 
  being updated and will be issued shortly. 
  
  In order to facilitate the reconciliation of all CEA positions and 
  correctly report the CEA salary caps, we have also included the 
  following reports and documents:
  
    -  "Active CEA Positions--Filled and Vacant--by Department" 
        including record number.
    -  "CEA Incumbents Without Matching Positions" (sorted by name)
  
  The first report is created by matching the position numbers recorded 
  in the database to the position numbers reported to SCO on payroll.  
  The second report shows individuals whose position numbers reported to 
  SCO do not match positions in the database. 
  
  A copy of the CEA Position Database Input Form is included in this 
  package.  Like the CEA Salary Cap Worksheet, the database form is 
  available on PIE under "Downloads."  The CEA Position Database Input 
  Form should be filled out when changes to the database including 
  position number changes need to be reported.  These may be e-mailed as 
  above or returned by "snail mail."
  
  The CEA Levels Criteria may be found in Section 405 of the C & P Guide 
  and Section 8 of the Civil Service Pay Scales, Variable Compensation 
  Plans.
  
  Questions on the salary cap or specific CEAs should be referred to 
  your DPA analyst.  Questions regarding the forms and reports included 
  in this package should be referred to Dave Combies at the number 
  listed above.  As previously indicated, we are asking all agencies to 
  submit this information no later than close of business, February 28, 
  2003.
  
  
  
  
  Bob Painter, Chief
  Policy and Operations Division
  
  Attachments will be distributed via mail.