Purpose
The purpose of this bulletin is to describe new Earns codes for the Time Entry Panel to report overtime worked due to events of the COVID-19 health crisis.
Affected Employees
Employees of CUNY who work overtime due to events of the COVID-19 health crisis are affected.
Background
Pursuant to Division of the Budget (DOB) Bulletin H-0501 (Revised), agencies must track expenditures of overtime worked related to COVID-19 preparation and response activities. To facilitate tracking in PayServ, new Earns codes have been created.
Effective Date(s)
Tracking overtime related to COVID-19 preparation and response activities went into effect on 03/08/2020.
Eligibility Criteria
Employees who, on or after 03/08/2020, worked overtime related to COVID-19 preparation and response activities are eligible.
OSC Actions
OSC has created the following Earns codes in PayServ to enable agencies to track overtime related to COVID-19 preparation and response activities. The new Earns codes are to be substituted for the original Earns codes, as noted:
| New Earn Code | Description | Original Code | Associated Retro Code |
| CTE | C-19 OT at 1.5 – CUNY 40hr | OTE | RCB |
| CTJ | C-19 OT Straight Rt CNY 40hr | OTJ | RO4 |
| CTD | C-19 OT at 1.5 – CNY/UCS 35hr | OTD | RXC |
| CTC | C-19 OT St Rte-CUNY/UCS 35hr | OTC | RCU |
| CL1 | C-19 OT Skilled Labor 1.5 | SL1 | N/A |
| CL2 | C-19 OT Skilled Labor – 2.0 | SL2 | N/A |
| Cl3 | C-19 OT St Time Skill Lab-1.0 | SL3 | N/A |
| CVO* | Covid-19 OT Override | OTO, OTT and Extra Service | N/A |
*CVO should be used in the following circumstances:
- As an override code for annual employees
- To pay hourly employees for extra time at the straight rate
- To pay Out of Title Overtime (OTT) or Extra Service
Agency Actions
Agencies must use the new Earns codes to report overtime worked related to COVID-19 preparation and response activities.
For overtime not related to COVID-19 preparation and response activities, agencies should continue their normal reporting procedures using the codes that apply to the employees in their agency.
Employees Who Work Extra Service, Extra Time, or Overtime in an Agency Other Than Their Agency on Record in PayServ
Employees working extra service, extra time, or overtime in an agency different from their regular job shall be paid for that time by the agency in which the employee’s regular job resides.
The agency where the work is performed must provide the employee’s regular agency with the necessary information for the regular agency to process payment.
Employees with Multiple Active Records in PayServ
Employees who have multiple active records in PayServ (i.e. dual employment or extra service) and perform work related to COVID-19 preparation and response in one of those agencies shall be paid for that time by that agency.
Reporting Overtime or Straight Time Using the New Earnings Codes
To report one of the new Overtime or Straight Time Earns Codes the agency must submit the appropriate Earns 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/Amount: | Number of Hours/Units/Amounts, as applicable |
Note: If an employee works Overtime or Straight Time in an Executive agency, the agency must refer to Payroll Bulletin 1836.1 Reporting Overtime Related to COVID-19 for information related to the calculation and processing of the payment.
Overtime or Straight Time Previously Paid
Agencies must update the records of employees for whom payment for overtime or straight time directly related to COVID-19 preparation and response activities was previously processed using any of the original codes.
To update the records of employees described above, agencies must enter the following on the Time Entry page in PayServ:
- Enter the original Earns code with the original effective dates and negative hours/units/amounts, as applicable.
- Enter the COVID-19 Earns code associated with the original Earns code using the original effective dates and hours/units/amounts, as appropriate.
Payroll Register and Employee’s Paycheck/Advice
The Earns 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 regarding this bulletin may be directed to the Payroll Earnings mailbox.