This section provides agency procedures for updating an employee’s work schedule in PayServ, as well as the factors and formulas to aid in the calculation of an employee’s biweekly rate of pay for various Compensation Rate (Comp Rate) Codes.

Work Schedule

A Work Schedule is assigned to each position based on the Compensation Rate Code, grade assignment, and agency.  The work schedule in PayServ is used to determine the number of days an employee is entitled to be paid and also used to calculate the daily rate when a partial pay period is worked.  The work schedule reflects one week, Sunday to Saturday. Based on the criteria above some work schedules cannot be changed.  Refer to State Agencies Bulletin 618, Automatic Entry of Default Work Schedules by Pay Basis Code.

The normal default work schedule is either based on a 5-day assignment, NYYYYN, or a 7-day work assignment, YYYYYYY (in which the Y indicates a working day and the N indicates a pass day). PayServ will pay 1 tenth of the biweekly rate as a daily rate if there are 5 Y’s and 1 fourteenth as a daily rate for 7 Y’s.  If the employee’s work schedule is different than a 5-day or 7-day assignment, PayServ will pay the daily rate based on the number of Y’s in the work schedule in a biweekly period, Thursday to Wednesday.

When a change to an employee’s work schedule is required, agencies must submit a Data Change Request/Change Work Schedule (DTA/CWS) job request to modify the employee’s work schedule as follows:

• For newly hired and reinstated employees use the date of hire/reinstatement.
• For existing employees, use the first date of the pay period in which the change in work schedule occurs.
• Subsequent rows in an employee’s history must also be updated using a DTA/CWS to reflect the employee’s new schedule in either circumstance above. 

For employees with a 7-day per week work schedule in PayServ (YYYYYYY), RGS should be submitted using the 14-day schedule calculation (biweekly rate/14 days = daily rate * the number of days employee is entitled to) when a partial pay period is worked. When a full pay period is worked, the agency must submit RGS for 10 days and for the full biweekly amount.

Calculating Bi-Weekly and Daily Rates for Various Comp Rate Codes:

Annual
ANN - Comp Rate Code (10 day basis, or days as prescribed by agency via the employee’s work schedule)

Annual Salaried employees paid on a biweekly basis:

365 Day Year = 14/365 = .038356 (Biweekly factor for a non-leap year)
Biweekly Rate = .038356 x Total Annual Salary
Work Day Rate = Biweekly rate / Number of working days per pay period

366 Day Year = 14/366 = .038251 (Biweekly factor for a leap year)
Biweekly Rate = .038251 x Total Annual Salary
Work Day Rate= Biweekly rate / Number of working days per pay period

Calendar 
CAL - Comp Rate Code (14 day basis)
Annual Salaried employees paid on a biweekly basis over the full calendar year

365 Day Year = 14/365 = .038356 (Biweekly factor for a non-leap year)
Biweekly Rate = .038356 x Total Annual Salary
Work Day Rate = Biweekly rate / 14

366 Day Year 14/366 = .038251 (Biweekly factor for a leap year)
Biweekly Rate = .038251 x Total Annual Salary
Work Day Rate = Biweekly rate / 14

21 Pay Periods 
21P - Comp Rate Code 
Teaching staff paid over the academic year, as set by the agency.

There are two methods to determine 21P salary calculations:

• SUNY Compensation Rate Code 21P (14 day basis)
  Biweekly rate = Total Annual Salary / number of days in contract X 10
  Work Day Rate = Biweekly rate / 14
• Institution Teacher Compensation Rate Code 21P (10 day basis) 
  Biweekly Rate = Total Annual Salary / number of days in contract X 10
   Work Day Rate = Biweekly rate / 10

Biweekly 
BIW - Comp Rate Code
Employees paid a biweekly rate as determined by the agency or as a Military Stipend as determined by OSC.

Work Day Rate = Biweekly rate / Number of working days per pay period

Hourly 
HRY - Comp Rate Code (hourly basis)
Employees are paid an hourly rate as prescribed by DOB or other control agency. Hourly employees with an Employee Type of H are paid the number of hours an agency manually submits via Time Entry the employee’s Hourly Rate on Job. Hourly employees with an Employee Type of E (Exception Hourly) are paid a recurring number of hours each pay period as set by the agency on the Standard Hours field in Job Data.

Fee Basis
FEE - Comp Rate Code
Employees paid a lump sum amount via Time Entry for work completed on a Fee Basis. Compensation rates submitted to Job Data do not impact the rate an employee receives.

College Year Full (SUNY only) 
CYF - Comp Rate Code CYF (14-day basis)
Annual Salaried employees paid on a biweekly basis over the full calendar year. CYF employees have an academic year that differs from the normal SUNY academic year. 

365 Day Year 14/365 = .038356 (Biweekly factor for a non-leap year)
Biweekly Rate = .038356 x Total Annual Salary
Calendar Day Rate = Biweekly Rate / 14

366 Day Year 14/366 = .038251 (Biweekly factor for a leap year)
Biweekly Rate = .038251 x Total Annual Salary
Work Day Rate = Biweekly Rate / 14

Adjunct (CUNY only) 
AJT - Comp Rate Code (10 day basis)
Biweekly Rate = Total Contract Salary / number of days in contract X 10
Work Day Rate = Biweekly rate / 10

Legislative (Legislative/Judicial only) 
LEG - Comp Rate Code LEG (14 day basis) 
Biweekly Salary = Annual Statutory Salary / 26 Pay Periods. These employees will be paid their statutory salary by the 26th pay period of the calendar year. In any calendar year in which there are 27 pay periods, they will not receive a paycheck in the 27th pay period.
Work Day Rate = Biweekly rate / 14

Including Additional Pay Payments in an Employee’s Biweekly Rate of Pay:

To include Additional Pay Payments in an employee’s bi-weekly rate of pay, the following calculation should be performed:

• Sum all applicable Derived Biweekly Additional Pay Amounts (Such as LOC (Location Pay), SDF (Shift Differential), GEO (Geographic Differential)) with the employee’s Annual Salary
• Multiply this total amount by the applicable biweekly factor above to obtain the biweekly rate.
• Sum any applicable Biweekly Additional Pay amounts that do not have an Annual Amount (such as PS1 (Pre-Shift Briefing) with the biweekly rate determined in Step 2.

Last Updated: 07/17/2025