The weekly transaction review covers both the Administrative and Institution pay cycles for the Executive and Non-Executive Branch agencies. Earnings Section staff analyze weekly payroll information submitted by agencies in the payroll system (PayServ). Specific categories of review and the pages used include:

• Additional Pay – Earnings that are found on Additional Pay fall under one of two categories, earnings which must be included in the calculation of overtime, recurring (Additional Salary Factors) and one-time ( LLS Longevity Payments), and earnings that are recurring every pay period and used in the calculation of their biweekly payment. Additional Salary Factors, Location, for example, are added to the salary base and calculated into the employee’s biweekly salary and overtime rate. One-time payments that impact the overtime calculation are added to an employee's base annual salary and processed for a specific period of time. Earnings used for biweekly earnings codes that are needed in order to either recover or to pay a set amount of money towards a specific goal amount (such as overpayment and salary withholding), contract pay, miscellaneous payments, etc.
• Time Entry – Pay categories not included in the calculation of overtime. These are one-time, non-recurring payments. Used for adjustments to other earnings, holidays, overtime, shifts, lost time, special allowances, tax purposes, and a broad range of other one time payments.
• Job Action Request Pages – Changes to an employee record are requested for review and audit on the Job Request pages, Pay Change, New Posn, Data Chg, and Transfer Request. They include pay change to modify an employees’ pay rate, position changes to move an employee to a new position number, transfer request to move an employee to a new agency, and data changes to change certain employee data, (eg: work schedule or percentage, appointment status, report an unsatisfactory evaluation, increment code or anniversary date, or to request a correct history.)
• Job Data – Changes to data that usually remove or place an employee in pay status that are added to the Job Data page are reviewed when an employee has certain changes. Retroactive changes are reviewed to determine if an overpayment has occurred.
• Position Data – Position Data is reviewed in reference to employee changes to determine if the attributes are valid and if they should update any incumbents of the position, or to determine if the position is over allocated and, in some cases, if the employee’s requested salary is below an approved budget level.
• Paycheck Data – The employee’s paychecks may be reviewed to determine if payments have been made, overpayments recovered or if the paycheck is calculated correctly.
• Employee History Inquiry Page(s) – These pages, Employee History Information and Additional Pay Summary, contain a chronological listing of all entries to the job data group and additional pay pages. These two pages are used to review an employee’s entire history to determine if all payments due to an employee have been paid. The pages are a summary of an employee’s record and cannot be edited.
• General Comments – This page provides both the agency and OSC staff a page to enter information that is needed to document needed information to process payments.
• Contract Pay – The Contract Pay page contains the Begin and End dates for the contract period used to pay professional staff in SUNY, CUNY, and Teachers in other state agencies.
• Legacy History Posting – The Legacy History Posting page contains the historical records for employees who worked for NYS before the PayServ conversion and were converted to the PayServ system.
• Position Certification –Discrepancies between the Department of Civil Service’s human resources system (NYSTEP) and PayServ are reviewed and reconciled to ensure that positions requiring Civil Service certification are processed in accordance with the law.