This bulletin supersedes Payroll Bulletin No. SU-321.2
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 12/31/2022. On 01/01/2023, 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 (RUC, RU2, ROR, RO5, and RH5) 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.