Purpose:

The purpose of this bulletin is to provide agency instructions for processing the Academic Years 2023 - 2025 Downstate Location Stipends.

Affected Employees:

Employees in the State University Graduate Student Negotiating Unit (GSNU) – BU28 who meet the eligibility criteria are affected.

Background:

Chapter 181 of the Laws of 2025, which implemented the 2023-2026 Agreement between the State of New York and GSEU, provides for a location adjustment to employees whose work site is New York City, Suffolk, Nassau, Rockland, Westchester, Dutchess, Putnam, or Orange County.

Each campus is allocated a portion of the Downstate Location Fund based on the number of employees in BU28 to be paid in Administration 23L for Academic Years 2023-2025. Employees who are part-time (less than 50%) receive a prorated amount.

Processing Date(s):

The downstate location stipend is effective as follows:

Eligibility Criteria:

Employees who meet the following criteria on 2/11/2026 (Administration 23L Pay End Date) are eligible to receive the Downstate Location Stipend for each year of the agreement:

• Bargaining Unit = 28
• Salary Grade = 980
• Comp Rate Code = BIW, FEE
• Payroll Status = Active or Leave with Pay
• Department = 28059, 28109, 28269, 28589

Agency Actions:

Prior to processing, agencies must complete a roster identifying employees who will receive a Downstate Location Stipend and must include the earnings code and payment amount. The roster must be forwarded to SUNY System Administration. A copy of this roster will be provided to OSC in an Excel format.

To pay the Downstate Location Stipend to eligible employees appearing on the approved roster, agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Code LOS (or the appropriate non-resident alien earnings code – XLS, YLS, ZLS):

Retirement Information

The Downstate Location Stipend is included as salary for retirement purposes.

General Deductions: 

All deductions for employees whose Payroll Status is Terminated, Retired, or Deceased will be automatically canceled by OSC with the exception of percentage-based dues and deductions marked “No” on the Deduction Codes list published on the OSC website.

Tax Information:

These funds are taxable income subject to all employment taxes and income taxes, will be included in the employee’s taxable gross, and reported on the employee’s Form W-2.

Payroll Register and Employee’s Paycheck/Advice:

The Earnings Code LOS (or the appropriate non-resident alien earnings code) and the amount paid will be displayed on the Payroll Register. The Earnings Description Location Stipend (or the description for the appropriate non-resident alien earnings code) and the amount paid will appear on the employee’s paycheck stub or direct deposit advice.  

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 eligibility for this payment may be directed to the SUNY System Administration.

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

Questions regarding taxes may be directed to the Tax and Compliance mailbox.