SUNY Bulletin No. SU-321

Subject
Pilot Program Establishing Temporary Overtime Rates for Employees in Certain Titles Represented by the United University Professions (UUP) Working at a State University of New York (SUNY) University Hospital
Date Issued
January 13, 2022

Purpose

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 UUP working at a SUNY University Hospital.

Affected Employees

Employees in certain State University Professional Services Negotiating Unit (PSNU BU08) titles who work at a SUNY University Hospital are affected.

Background

The Memorandum of Agreements (MOAs) between the State of New York, SUNY, and UUP 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 10/14/2021 through 04/27/2022. On 04/28/2022, 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 .00125:

Agency DeptID
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

Effective Dates

The new overtime rate is effective 10/14/2021. Agencies should begin using the new Time Entry Overtime Earnings Codes beginning in Administration Pay Period 16L, checks dated 11/24/2021.

Eligibility Criteria

Employees who work at one of the specified SUNY providers and have overtime earnings effective 10/14/2021 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.

An employee who is non-exempt or classified as overtime eligible in one of the following titles is eligible:

Title Job Code Title Code
T H CTS EKG Associate 004221 3744229
T H CTS EKG Spec 004222 3744230
T H Clincl Lab Tech 1 004308 3744661
T H Clincl Lab Tech 2 004309 3744662
T H Clincl Lab Tech 3 004310 3744663
T H Clincl Lab Tech 4 004311 3744664
T H Resptry Ther 1 004293 3744375
T H Resptry Ther 2 004294 3744400
T H Resp Therapist 3 004274 3744303
T H Med Radiogrphr 1 004252 3744280
T H Med Radiogrphr 2 004253 3744281
TH Med Radiogrphr 3 004254 3744282
TH CTS Anesthesia Associate 004209 3744201
TH CTS Anesthesia Specialist 004210 3744202
TH CTS EEG Associate 004218 3744226
TH CTS EEG Specialist 004219 3744227
TH CTS Operating Room Associate 004229 3744245
TH CTS Operating Room Specialist 004230 3744246
TH Pharmacy Assistant 004336 3745100
TH CTS Cardiology Assistant 004215 3744220
TH CTS Cardiology Associate 004216 3744221
TH CTS Cardiology Specialist 004217 3744222
TH Medical Instrumentation Sr Specialist 004329 3744930
TH Medical Instrumentation Associate 004328 3744920
TH Medical Instrumentation Specialist 004337 3745105
TH Radiation Therapist 1 004264 3744292
TH Radiation Therapist 2 004265 3744293
TH Physical Therapy Assistant 1 004299 3744420
TH Physical Therapy Assistant 2 004286 3744325
TH CTS Sterile Supply Associate 004237 3744256
Th CTS Vascular Assoc 004240 3744259
Th CTS Vascular Asst 004239 3744258
TH CTS Vascular Spec 004241 3744260

An employee who is non-exempt or classified as overtime eligible and whose role is directly related to the provision of health care services or providing patient access as determined by campus leadership in one of the following titles is eligible:

Title Job Code Title Code
TH Instruc Supp Spec 004326 3744903
TH Instruc Supp Asst 004324 3744901
TH Instruc Supp Assc 004325 3744902
TH Staff Assistant 1 004335 3744996
TH Staff Assistant 2 004331 3744992

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
CH5 Covid-19 OT Hry/Biw 2.5 RO5 O19
CU2 Covid-19 OT for Ann-2000 2.5 RUC C75
OH5 OT - Hourly/Biweekly 2.5 RH5 OTK
OU2 OT for Ann 20000 - 2.5 RU2 OTA
OUI OT 2.5 w Int Inc Pay UUP N/A OIU
O2R Overtime Recall Ann 2000 2.5 ROR RCL
OUR Recall Standby OT Unclass 2.5 N/A ROU
SUO Standby OT Adjust-Unclass 2.5 N/A SOU
RUN Recall Stby OT Unclass NYC 2.5 N/A RON
SUN Standby OT Unclass NYC 2.5 N/A SON

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.

Agency Actions

Beginning in Administration Pay Period 16L

To report overtime earnings related to the pilot program effective beginning 10/14/2021 (Administration), agencies must submit the appropriate New 2.5x Earns Code or existing 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 .00125 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.

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 .00075, the agency must calculate the correct earnings amount using the overtime factor of .00125 and enter the difference owed using Earnings Code AOR and the original Earnings Begin Date and the 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 .00075, the agency must calculate the correct earnings amount using the overtime factor of .00125 and enter the difference owed using Earnings Code ACO and 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 or existing Earns Code, the original Earnings Begin Date, the original Earnings End Date, and the original Hours/Units/Amount as a positive value.

Retirement Information

Monies paid 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 () 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.

Questions regarding general deductions may be directed to the Payroll Deduction mailbox.