Extra service is work performed in an agency other than the one in which the employee is regularly employed on a full-time basis.

An AC-1588 Dual Employment/Extra Service Approval Form must be completed by the employee and their agency head (or authorized designee) before performing the extra service. State University employees must complete a UP-6 Request for Approval to Serve with Another State Agency, instead of an AC-1588. The approved form should be kept in the agency and made available to OSC when the employee is appointed to the payroll. When the employee is appointed to the Extra Service agency, the Extra Service Indicator box on the Job Data Page, Job Information tab must be checked.

• Employees who are employed in different agencies within the same agency group, DOC to DOC or SUNY to SUNY are considered under the same employer and do not need the forms noted above.
• Employees who are being employed in different agencies not in the same agency group must have the forms on record.

Extra service requires advance approval by the Director of the Budget.

Payment for extra service by an employee eligible to earn overtime in his or her regular position is calculated in the same manner as overtime, except that a straight hourly rate is paid for those hours required to bring the total work week to forty hours.

Payment for extra service by an employee not eligible to earn overtime is made at a rate approved by the Director of the Budget.

Civil Service Section 134
Civil Service Rule 6.3

Creating an Extra Service Position

Agencies must appoint employees to Extra Service positions created in PayServ for that explicit purpose. The OSC Position Management team will create these positions as they are needed. The agency must submit an AC3217 (found online) with the approved budget certificate to the Position Mailbox. The team will create the position and notify the agency of the new position number.

Appointing the Employee to the Extra Service Position

The agency must appoint the employee to the newly created position using the appropriate appointment action and reason. If a Rehire action is being used, the Extra Service Indicator check box must be checked on the Job Information tab in the Job Data group. If a Transfer or New Position Job Request is being used the Extra Service Indicator Box must be checked on those pages.

Employees appointed to Extra Service Positions are paid in PayServ as follows:

• For positions established as Extra Service which have been set up with a Pay Basis Code of HRY (hourly), extra service hours must be submitted on the Time Entry page with the number of hours worked using the earning code ES1.
  • Straight hours from the normal work schedule to the 40 hours level should be reported as ES2 at the employee’s straight time rate.
• For positions established as Extra Service which have been set up with a Pay Basis Code of FEE, payment must be submitted with the amount due for work performed using the earnings code FEE on the Time Entry Page. This is used when the amount due the employee is set up by DOB as a flat amount. The agency can submit part of the total as work is done or the total after all work is performed.
• There are instances where an employee performs Extra Work in the same agency where the employee is employed as 100%. This work should be submitted as (OTA) Overtime or OTT (Out-of-Title over-time). If the amount has been approved as Extra Service by DOB as a flat amount, earnings code ES2 should be used on the Time Entry Page.

NOTE: As an employee can only be assigned one position number in an agency in PayServ, in these cases, where the work is an actual extra service position, the agency may have to do a back end split to encumber the extra service earnings to the actual extra service position.