Purpose: 

The purpose of this bulletin is to provide processing instructions to agencies for entering the new Sign-on Bonus payments for eligible employees at DOCCS.

Affected Employees: 

Correction Officer Trainees, Correction Officer Trainees (Spanish Language), and Correction Officer (advanced placement Correction Officers only) at DOCCS (Agency 10xxx) in the Security Services Unit (SSU - BU01) are affected.

Background: 

Pursuant to the Memorandum of Agreement dated 07/09/2025 between DOCCS and the New York State Correctional Officers and Police Benevolent Association (NYSCOPBA), a $3,000.00 Sign-on Bonus, paid in two separate $1,500.00 installments, has been approved for employees newly appointed to the title of Correction Officer Trainee, Correction Officer Trainee (Spanish Language), and Correction Officer (advanced placement Correction Officers only).

The Sign-on Bonus is not pensionable but must be included in the calculation of overtime.

Effective Dates: 

The Sign-on Bonus is effective beginning 07/09/2025 and may be paid beginning in the Administration Pay Period 14 Lag checks dated 10/22/2025 and Institution Pay Period 14 Lag checks dated 10/30/2025.

Eligibility Criteria: 

Employees are eligible for the new Sign-on Bonus as follows:

• The new employee must be appointed as a Correction Officer Trainee, Correction Officer Trainee (Spanish Language) or Correction Officer (advanced placement only) and begin the academy between 05/01/2025 – 03/31/2026.
• The new employee must graduate from the Training Academy and complete on-the-job training to receive the first $1,500.00 Sign-on Bonus installment.
• The new employee must successfully complete the full probationary period to receive the second $1,500.00 Sign-on Bonus installment.

Note: Eligible employees must not receive more than two installments ($3,000.00 total).

OSC Actions:

OSC has created the following Additional Pay Earnings Codes to process the Sign-on Bonus installments:

Agency Actions – First Installment: 

To pay the first installment of the new Sign-on Bonus payment to eligible employees, the following information must be submitted on the Additional Pay page:

Agency Actions – Second Installment: 

To pay the second installment of the new Sign-on Bonus payment to eligible employees, the following information must be submitted on the Additional Pay page:

Overtime Calculation:

Each installment of the new Sign-on Bonus must be included in the calculation of overtime for one year from the effective date of the installment if the employee remains in an eligible position. Each installment will be automatically included in the calculation of overtime earned from the OT Eff Date and forward, but must be manually end dated when:

1. One year has passed from the effective date of the installment, and the employee remained in an eligible position.
2. The employee left an eligible position (appointed to an ineligible position, terminated or retired from state service, or deceased) before one year has passed from the effective date of the installment.

Ending Overtime Eligibility – One Year Passed

Agencies must insert a row on the Additional Pay page at the Effective Date level of Earnings Code SB1 or SB2 (as applicable) and enter the following information:

Note: The end date must not be inserted into Additional Pay until the pay period that the effective date falls within (For example, if an employee received Earnings Code SB1 with an effective date of 5/29/2025, the end date of 5/28/2026 should not be inserted into Additional Pay until Institution Pay Period 5L in FY 2026-2027.)

To aid agencies in identifying employees who are receiving Earnings Codes SB1 and/or SB2 and are approaching the pay period in which an end date must be manually inserted, OSC has created the following PayServ Query: P92_DOCCS_SB1_SB2

This query identifies employees with an active SB1 and/or SB2 in Additional Pay who require a manual end date within 30 days of the date that the query was run. Therefore, agencies must run and review the results of this query each pay period to avoid potential overpayments.

Ending Overtime Eligibility – Left Eligible Position

Agencies must insert a row on the Additional Pay page at the Effective Date level of Earnings Code SB1 and/or SB2 using the information below if, prior to a year after the effective date of the SB1 and/or SB2, the employee is:

1. Appointed to an ineligible title

   OR

2. Terminated/Retired/Deceased.

Retroactive Overtime Processing

OSC will automatically calculate retroactive adjustments for Time Entry overtime earnings that are calculated by the system based on annual salary such as OT for Annual 2080 (Earnings Code OCS). These adjustments will be paid using the associated retroactive earnings code and will be paid in the same check date that the SB1 and/or SB2 is retroactively entered.

Retirement and Deduction Information: 

Money paid using Earnings Codes ASB, SB1 and SB2 is not included as salary for retirement purposes but is subject to union dues and deferred compensation. Deductions will be taken from the lump sum payment for garnishments and federal levies.

Tax Information: 

The Sign-on Bonus payment is supplemental taxable income, will be added to the employee’s taxable gross wages, and is subject to 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 (1.95975% for Yonkers residents and 0.50% for Yonkers non-residents).

Payroll Register and Employee’s Paycheck/Advice: 

Earnings Codes ASB, SB1 and SB2 and the amount paid will be displayed on the Payroll Register. The corresponding Earnings Description in the OSC Actions section and the amount paid will be displayed on the employee’s paycheck stub or direct deposit advice. 

Special Wage Payments for Individuals Who Filed for Retirement Social Security Benefits:

Per Internal Revenue Service Publication 957, OSC will be reporting retroactive payments made to individuals who have filed for Social Security benefits to the Social Security Administration (SSA).

As PayServ does not include this information, OSC will be mailing a Request for Special Wage Payment Report to inactive individuals who are 62 or older in the calendar year and to active employees with the New York Retiree Indicator checked in Modify a Person who receive the retroactive payment. Recipients of this mailing will be asked to fill out the request and return it to OSC for inclusion on the Special Wage Payment Report to SSA. This report will be submitted to SSA after the close of the 2025 tax year.

It is important that agencies ensure the New York Retiree Indicator box is checked for rehired retirees. Please see Payroll Bulletin No. 1728 – New York Retiree Indicator for further details on the New York Retiree Indicator box.

Undeliverable Checks: 

When a valid payroll check is undeliverable due to the agency’s inability to  locate the employee, the agency should follow the Agency Actions identified in Payroll Bulletin No. 1786 – Non-Negotiated and/or Undeliverable New York State Payroll Checks.

Checks issued to eligible employees who are now deceased should be submitted as a Stop Payment Request with a reason of Exchange in PayServ. The Report of Check Exchange (AC 1476-P) Next of Kin Affidavit (AC 934-P), and original death certificate should be submitted to the Payroll Reversal and Exchange mailbox at the same time as the Stop Payment Request. If a Next of Kin Affidavit has been previously submitted for a deceased employee’s payroll check, OSC will accept a photocopy of this form along with a new Report of Check Exchange.

Questions: 

Questions regarding this bulletin may be directed to the Payroll Earnings mailbox.