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Date: October 23, 2017

Bulletin Number: 1602

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Subject New Overtime Earnings Codes for Overtime Eligible Employees in Civil Service Employees Association (CSEA) Bargaining Units

Purpose To provide agency instructions for new overtime earnings codes to be used for Time Entry overtime payments.

Affected Employees Employees who are overtime eligible and are in CSEA Bargaining Units 02, 03, 04 and 47.

Background Chapter 165 of the Laws of 2017 which implemented the 2016-2021 Agreement between the State of New York and the Civil Service Employees Association (CSEA), provides for the change in the calculation of overtime for all eligible members.  

Prior to the 2016-2021 Agreement, overtime was calculated using the factor of .00075 based on a denominator of 2,000 hours.  The new agreement changes the overtime factor and will be implemented in two phases. For overtime earned on or after 10/05/17 (Administration) or 10/12/17 (Institution) overtime will be paid using the overtime factor of.000735, based on a denominator of 2,040 hours.

Effective 04/01/2019, the overtime factor will be paid on the denominator of 2,080 hours and be changed to .00072.This change will be covered in a future bulletin.

Effective Date(s) The new overtime earnings codes for overtime eligible employees in the Civil Service Employees Association (CSEA) will be paid using the following effective dates and check dates:

Pay Cycle/Pay Period Type

Effective Date

Payment Effective Date

Check Date

Administration Lag

10/05/2017

10/19/2017

11/15/2017

Administration Extra Lag

10/05/2017

10/19/2017

11/15/2017

Institution Lag

10/12/2017

10/26/2017

11/22/2017

Institution Extra Lag

10/12/2017

10/26/2017

11/22/2017


Eligibility Employees in CSEA Bargaining Units 02, 03, 04 and 47 who have overtime earnings on or after 10/05/17 (Administration) or 10/12/17 (Institution) date will be paid at the revised overtime rate per the 2016-21 Agreement.

OSC Actions OSC has created new Earns Codes and updated certain existing Earns Codes to be used to report overtime for eligible CSEA employees as indicated below:

The following Earns Codes have been created in PayServ:

New Earn Code

Description

Replaces

Associated Retro Code

Replaces

40C

Over 40 Cash Out CSEA

D40 – Over 40 Cash Out

R04 – Retro Over 40 Cash Out

R4C – Retro Over 40 Cash Out

LCO

Longevity adjustment OT CSEA

LAO – Longevity Adjustment Overtime

N/A

N/A

O4C

Over 40 Hrs OT LSP CSEA

O40 – Over 40 Hrs OT LSP

R4O - Retro Over 40 Hrs OT LSP CSEA

RC4 – Retro Over 40 Hrs OT LSP

OCS

OT for Annual CSEA

OTA – Overtime for Annual

R2C – Retro Overtime CSEA

ROA – Retro OT - Annuals

ORC

Overtime Recall CSEA

RCL – Recall Overtime

R2R – Retro OT Recall CSEA

RRO – Retro Recall Overtime

OWC

OT Waiver for CSEA

OTW – Overtime Waiver

RWC – Retro OT Waiver for CSEA

ROW – Retro Overtime Waiver

Revision: SCC – Stand by OT Classified – CSEA and ORS – Recall Standby OT CSEA Class were removed from the chart above of new Earns Codes created. Agencies should continue to use SOC – Stand by OT Classified and SOY – Standby OT Adjust – CSEA.

The following Earns Codes have been updated in PayServ:

Earn Code

Description

Associated Retro Code

PSA

Preshift BU 04 YDA

RP4 – Retro PSB BU 04 YDA

SOY

Standby OT Adjust – CSEA

RS1 – Retro Standby OT Adjust CSEA

HDO

Hospital Duty Overtime

Retro Hospital Duty OT

OIC

Overtime with Int Inc Pay – CSEA

N/A

Revision: OIC – Overtime with Int Inc Pay – CSEA was added to the above chart of updated Earns Codes.

Agency Actions To report one of the new Overtime Earnings Codes the agency must submit the Earn Code in the Time Entry page using the following procedures:

Earnings Begin Date:

Effective date started

Earnings End Date:

Effective date ended

Earn Code:

Enter appropriate code

Hours/Units:

Number of Hours/Units, where practicable

Comments:

Agency must enter a comment identifying eligible purpose for overtime that exceeds the maximum on the Earns Table

 
Revision:  Time Entry Earning that are paid as an amount such as, but not limited to HDO and OCS will not calculate properly from 10/05/17 to 10/11/17 for employees on the Institution cycle.  The agency must calculated and submit adjustments to these earnings using the Time Entry Code of ADJ.

Agencies must use the new overtime factor in the calculation when submitting any payments using the override codes such as OTT and OTO.

Agencies must continue to use Earns Code OTK – OT Hourly/Biweekly to pay overtime to hourly and biweekly employees.

Tax Information These monies 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 Tax Marital Status and Withholding Allowances on the Update Employee Tax Data page in PayServ.
The adjustments (Retro (RXX)) are supplemental taxable income, will be included in the employee’s taxable gross income 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 (1.61135% for Yonkers residents and 0.50% for Yonkers non-residents).

Payroll Register and Employee Paycheck/Advice The Earnings Codes and the amount will be displayed on the payroll register.  The earnings description and the amount will be displayed on the employee’s paycheck or advice.

Questions Questions about this bulletin can be directed to the Payroll Earnings mailbox.