The purpose of this bulletin is to provide information and processing instructions regarding the implementation of a pilot program establishing temporary overtime rates for employees in certain titles represented by PEF or CSEA working at a SUNY University Hospital.
Employees in certain Administrative Services Unit (BU02), Operational Services Unit (BU03), Institutional Services Unit (BU04), or Professional, Scientific, and Technical Services Unit (BU05) titles who work at a SUNY University Hospital are affected.
The Memorandum of Agreement (MOA) signed 09/22/2021 between the State of New York, SUNY, CSEA, and PEF allows specific SUNY providers that opt into a pilot program for employees in certain titles to establish a temporary overtime rate up to 2.5 times the employee’s regular rate of pay.
The new overtime rate shall apply to all overtime earned during the period 09/16/2021 through 01/01/2022. On 01/02/2022, 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 following SUNY providers have opted to participate in the pilot program and have selected an overtime rate of 2.5 times an employee’s regular rate of pay. The overtime factor used by the New York State Payroll System (PayServ) for these employees is .00120.
|Stony Brook University Hospital||28050 and 28058|
|University Hospital of Brooklyn||28100 and 28108|
|Upstate University Hospital||28110 and 28118|
|Long Island State Veterans Home||Part of 28050|
The new overtime rate is effective 09/16/2021. Agencies should begin using the new Time Entry Overtime Earnings Codes beginning in Administration Pay Period 14L, checks dated 10/27/2021.
Employees who work at one of the specified SUNY providers and have overtime earnings effective 09/16/2021 through 01/01/2022 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|
|Emrgcy Med Tech||005572||5533100|
|Emrgcy Med Tech Prmdc||005673||5533110|
|Hospital Attendant 1||005615||5501100|
|Hospital Patient Services Clerk 1||002463||2517110|
|Hospital Patient Services Clerk 2||002464||2517120|
|Licensed Prac Nrs||005594||5500200|
|Mental Hlth Th Aide||005742||5571300|
|Nurse 3 Geriatric||019080||5500533|
|Nursing Assistant (Certified)||018073||5530210|
|Nursing Assistant 1||018028||5530100|
|Nursing Assistant 2||018027||5530200|
|Nursing Station Clerk 1||002445||2506100|
|Senr Oper Rm Techn||005619||5503300|
|Supvg Licnse Prac Nrs||005597||5500220|
|T&R Cntr Lic Prac Nrs||018149||5506175|
|Teaching&Rsch Ctr N 1||005627||5506210|
|Teaching&Rsch Ctr N 2||005628||5506220|
|Teaching&Rsch Ctr N 3||005629||5506230|
|Teaching&Rsch Ctr S N||005626||5506150|
|TH Sterile Supply Tech 1||006052||6211510|
|TH Sterile Supply Tech 2||006053||6211520|
|TH Surgical Techs 1||005633||5508100|
|TH Surgical Techs 2||005634||5508200|
|Therapy Aide (Physical)||023106||5703120|
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 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|
|H25||Hospital Duty Overtime 2.5||RD5||HDO|
|O25||OT for Ann 2080 - 2.5||R25||OCS|
|OH5||OT - Hourly/Biweekly 2.5||RH5||OTK|
|OI5||OT 2.5 w Int/Part Inc 2080||N/A||OIP/OIC/OIS|
|OR5||Overtime Recall Ann 2080 2.5||RR5||ORC|
|OS5||Recall Standby OT PEF 2.5||RS5||ORP|
|SO5||Recall SBY OT CSEA Class 2.5||RA5||ORS|
|ST2||Standby OT Adjust - CSEA 2.5||RA2||SOY|
|ST5||Standby OT Adjust-PEF 2.5||RP5||SOP|
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 the NYS Payroll System.
Beginning in Administration Pay Period 14L
To report overtime earnings related to the pilot program effective beginning 09/16/2021 (Administration), agencies must submit the appropriate New 2.5x Earns Code (as listed in the OSC Actions section 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 overtime has been calculated at 2.5 times the employee’s regular rate of pay as part of this pilot program.
Retirement and General Deductions
Monies paid using the earnings codes mentioned above are included as salary for retirement purposes and are included in the calculation of percentage-based dues for CSEA and PEF members.
Previously Paid Overtime Using Earnings Code OTO or Earnings Code CVO
If an eligible employee previously received overtime during the above period using Earnings Code OTO and a calculation with overtime factor .00072, the agency must calculate the correct earnings amount using the overtime factor of .00120. The difference owed is calculated using Earnings Code AOR, the original Earnings Begin Date, and the original Earnings End Date.
If an eligible employee previously received overtime during the above period using Earnings Code CVO and a calculation with overtime factor .00072, the agency must calculate the correct earnings amount using the overtime factor of .00120. The difference owed is calculated using Earnings Code ACO, the original Earnings Begin Date, and the 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, the original Earnings Begin Date, the original Earnings End Date, and the original Hours/Units/Amount as a negative value.
- Enter the corresponding New 2.5x Earns Code, the original Earnings Begin Date, the original Earnings End Date, and the original Hours/Units/Amount as a positive value.
Monies paid using earnings codes mentioned above are included as salary for retirement purposes.
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, RD5, R25, RH5, RR5, RS5, RA5, RA2, and RP5) 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 regarding this bulletin may be directed to the Payroll Earnings mailbox.
Questions regarding general deductions may be directed to the Payroll Deduction mailbox.