State Agencies Bulletin No. 1996.2

Subject
Pilot Program Establishing a Temporary Overtime Rate for Employees in Certain Titles Represented by the New York State Correctional Officers and Police Benevolent Association (NYSCOPBA) Working at a Department of Health (DOH) Facility
Date Issued
October 14, 2022
Status
Background Updated
Status Date
October 14, 2022

This bulletin is superseded by Payroll Bulletin No. 1996.3.

Purpose

The purpose of this bulletin is to provide information and processing instructions regarding the implementation of a pilot program establishing a temporary overtime rate for employees in certain titles represented by NYSCOPBA working at a DOH facility.

Affected Employees

Employees in certain Security Services Unit (BU21) titles who work at one of the following DOH facilities are affected:

Deptid Agency
12030 The Helen Hayes Hospital
12120 Oxford Home for Veterans
12150 NYS Veterans Home St. Albans
12180 Western New York Home Batavia
12190 NYS Veterans Home @ Montrose

Background

The Memorandum of Agreements (MOAs) between the State of New York, DOH, the Civil Service Employees Association (CSEA), the Public Employees Federation (PEF), NYSCOPBA, and Council 82 AFSCME AFL-CIO (C82) allows DOH to establish a temporary overtime rate of 2.5 times the employee’s regular rate of pay for employees in certain titles.

The new overtime rate shall apply to all overtime earned during shifts that begin at or after 11:00 pm on 12/01/2021 and at or before 10:59 pm on 11/30/2022. For any shift that begins at or after 11:00 pm on 11/30/2022, the overtime rate shall revert to the rate in place prior to implementation of the pilot program unless extended by mutual agreement of the parties.

The overtime factor used by the New York State Payroll System (PayServ) for affected employees at a DOH facility who are represented by NYSCOPBA is .00120.

Effective Dates

The new overtime rate is effective at 11:00 pm on 12/01/2021. Agencies should begin using the new Time Entry Overtime Earnings Codes in Institution Pay Period 23L, checks dated 02/24/2022.

Eligibility Criteria

Employees who work at a DOH facility and have overtime earnings effective 11:00 pm on 12/01/2021 through the end of the pilot program in one of the following titles must be paid at a rate of 2.5 times their regular rate of pay using one of the new Time Entry Overtime Earnings Codes:

Title Job Code Title Code
Safety&Scrty Offr 1 008030 8755100
Safety&Scrty Offr 2 008034 8755200
Security Srvs Assnt 1 007991 8731100
Security Srvs Assnt 2 007993 8731200

OSC Actions

OSC has created the following new Time Entry Earnings Codes to report overtime and overtime related payments for employees eligible to receive overtime at 2.5 times their regular rate of pay:

New 2.5x Earns Code Description Associated Retro Code Original Earns Code
C25 Covid-19 OT for Ann-2080 2.5 RC5 C72
CH5 Covid-19 OT Hry/Biw 2.5 RO5 O19
O21 OT 2.5 with Partial IIB BU21 N/A OID
O25 OT for Ann 2080 - 2.5 R25 OCS
OH5 OT - Hourly/Biweekly 2.5 RH5 OTK
OR5 Overtime Recall Ann 2080 2.5 RR5 ORC

Agencies should continue using either Earnings Code OTO – OT Override or Earnings Code CVO – Covid-19 OT Override for overtime payments that cannot be calculated by PayServ.

Agency Actions

Beginning in Institution Pay Period 23L

To report overtime earnings related to the pilot program effective beginning 11:00 pm on 12/01/2021 (Institution), agencies must submit the appropriate New 2.5x Earns Code (as listed in OSC Actions above) on the Time Entry page or the Time Entry Interface (NPAY502) using the following procedures:

Earnings Begin Date: Effective date started
Earnings End Date: Effective date ended
Earn Code: Enter appropriate code
Hours/Units/Amount: Number of Hours/Units/Amounts, as applicable

Agencies must use the overtime factor of .00120 in the calculation when submitting any payments using Earnings Code OTO – OT Override or Earnings Code CVO – Covid-19 OT Override.  Agencies must include an explanation in General Comments or Time Entry Comments that this payment has been calculated at 2.5 times the employee’s regular rate of pay as part of this pilot program.

Note: Agencies must split overtime earned before 11:00 pm on 12/01/2021 from overtime earned at or after 11:00 pm on 12/01/2021 due to the difference in the OT rate approved for payment.

Previously Paid Overtime Using Earnings Code OTO or Earnings Code CVO

If an eligible employee was previously paid overtime for the period identified above using Earnings Code OTO and a calculation using the overtime factor of .00072, the agency must calculate the correct earnings amount using the overtime factor of .00120 and enter the difference owed using Earnings Code AOR, the original Earnings Begin Date, and original Earnings End Date.

If an eligible employee was previously paid overtime for the period identified above using Earnings Code CVO and a calculation using the overtime factor of .00072, the agency must calculate the correct earnings amount using the overtime factor of .00120 and enter the difference owed using Earnings Code ACO, the original Earnings Begin Date, and original Earnings End Date.

Previously Paid Overtime Using the Remaining Earnings Codes Listed Above

If an eligible employee was previously paid overtime for the period identified above using the original Earns Code, the agency must update these records on the Time Entry Page or Time Entry Interface as follows:

  • Enter the original Earns Code, original Earnings Begin Date, original Earnings End Date, and original Hours/Units/Amount as a negative value.
  • Enter the corresponding New 2.5x Earns Code, the original Earnings Begin Date, original Earnings End Date, and original Hours/Units/Amount as a positive value.

Retirement Information

Payments using the earnings codes mentioned above are included as salary for retirement purposes.

Tax Information

These earnings are taxable income, will be included in the employee’s taxable gross, and are subject to all employment and income taxes. Income taxes will be calculated using the employee’s current withholding elements in PayServ. 

The Retro Codes (RC5, RO5, R25, RH5, and RR5) are supplemental taxable income and will be included in the employee’s taxable gross subject to all employment and income taxes. 

Federal, State, and New York City income tax withholding will be calculated using the Aggregate method. Yonkers income tax withholding will be calculated using the Flat Rate method (2.30815% for Yonkers residents and 0.50% for Yonkers non-residents). 

Questions

Questions regarding this bulletin may be directed to the Payroll Earnings mailbox.