State of California

  M E M O R A N D U M

  REFERENCE CODE:
  2004-005

  DATE:
  January 30, 2004

  TO:
  Personnel Officers

  FROM:
  Department of Personnel Administration
  Policy and Operations Division

  SUBJECT:
  CEA Salary Cap Report and Database Update

  CONTACT:
  Dave Combies, Exempt/CEA Program Manager
  (916) 324-9381 
  FAX: (916) 327-1886
  Email: DaveCombies@dpa.ca.gov


  Each year State agencies must provide salary cap 
  information on their Career Executive Assignment (CEA) 
  positions.  The annual review by the Department of 
  Personnel Administration (DPA) provides valuable 
  information to ensure that the CEA Program continues to be 
  administered in a uniform manner consistent with sound 
  personnel management principles.
  
  The reporting date for the Salary Cap Report for this year 
  only is February 1, 2004, with the reports due to DPA by 
  February 27, 2004.
  
  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 
  Personnel Information Exchange (PIE) Web site.  The 
  electronic version has built-in formulas and may be 
  e-mailed to your DPA analyst.  Please click the 
  "Instructions" tab on the work sheet for detailed 
  instructions.
  
  In order to report the salary cap correctly, each CEA position 
  must be identified against the DPA CEA Database, which identifies 
  active, 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.  
  Positions on the salary cap form must be identified as active, 
  approved CEAs listed in the database.  Active means a budgeted 
  CEA position, filled or vacant.  An agency must notify DPA to 
  move a CEA position to inactive status if it is no longer in its 
  budget.
  
  A key item of information is the correct position number for each 
  CEA position in the database.  Each month DPA runs a report from 
  the State Controllers Office (SCO) of CEA incumbents (the CEA 
  Roster, which is available on PIE).  The incumbents' position 
  numbers are matched to the position numbers in the database so 
  that we can identify the incumbent in each position.  In this 
  way, the Active CEA Position Report (attached) can show which 
  position an incumbent is in.  If the database has the incorrect 
  position number there will not be a match and the position will 
  appear vacant.  A second report, "CEA Incumbents Without Matching 
  Positions," shows which incumbents do not match up with their 
  database positions.  This report is attached if your department 
  has any nonmatches.  These reports are based on year-end data and 
  changes in January will not show up.
  
  Classification & Pay (C&P) Guide Sections 400-450 provide details 
  on the reporting requirements for the CEA Database.  This 
  includes reporting position number changes as they occur.  Many 
  departments have not been reporting position number changes on a 
  timely manner.  As a result there are now about 194 CEA 
  incumbents who cannot be matched to their approved CEA positions.  
  Please make your transaction staff aware of this requirement.  
  Significant changes including position numbers should be reported 
  on the CEA Position Database Input Form which is included in this 
  package.  The database input form is also available on PIE under 
  "Downloads."  These may be e-mailed to your DPA analyst or 
  returned in hard copy.
  
  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.
  
  In summary:
  
  1.  Determine if all active and only active positions are listed 
  on the Active CEA Positions Report.  Mark inactive ones as 
  inactive.  Fill out a Database Input Form for any that are 
  missing. 
  
  2.  Reconcile the CEA Incumbents Without Matching Positions 
  Report (if you received one), to the Active CEA Positions 
  Report.  In most cases, the failure to match is an outdated 
  position number in the CEA database.  Write the record 
  number on the Active Report on the CEA Incumbents Report in 
  front of the name.
  
  3.  If a position is missing from the Active Report and there is 
  an incumbent, make sure the incumbent's position number is 
  recorded on the Database Input Form.  The next time the 
  reports are run, the incumbent will match up with the 
  appropriate position.
  
  4.  Fill out the Salary Cap Report Form.
  
  Refer questions on the salary cap or specific CEAs 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 27, 2004.
  
  
  
  
  Bob Painter, Chief
  Policy and Operations Division
  
  Attachments will be distributed via mail.