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1Scan for outdated or missing drivers - takes under a minute2Repair Windows errors before they cause bigger problems3Fix the driver behind crashes, sound loss and screen glitchesNYC Public Schools does not publish one overtime approval and audit workflow for every employee group. The clearest detailed procedures apply to pedagogical staff: timekeeping is governed by Chancellor’s Regulation C-604, separately assigned per-session work by C-175, and limits on overtime pay and compensatory time by C-601. Payroll handling also varies by employee group, so the right procedure depends first on the kind of job and work involved.
Which rule applies to the work?
DOE employees may be paid through different payroll groups, including pedagogical, per-session, per-diem, hourly supportive, educational paraprofessional, and administrative payrolls. The Office of Payroll Administration (OPA) describes these separate groups and schedules in its pay FAQ. The regulations below provide the most detailed published procedures for pedagogical employees; they should not be treated as a universal process for every DOE employee or bargaining unit.
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| Work or issue | Applicable published rule | What it establishes |
|---|---|---|
| Recording time for pedagogical staff | Chancellor’s Regulation C-604, issued September 13, 2000 | Daily time records, designated timekeepers, correction procedures, and record preservation. |
| Separately assigned hourly work by pedagogical employees | Chancellor’s Regulation C-175, issued October 21, 2021 | Per-session posting, application, approval, and hour-limit rules. |
| Overtime pay and compensatory time for covered school staff | Chancellor’s Regulation C-601, dated November 18, 2021 | Limits on overtime pay for normal duties outside regular hours and on compensatory time, subject to the regulation’s stated exception. |
| Pay schedules and payroll treatment | OPA pay FAQ and pay schedules | Group-specific schedules and guidance on premium-pay timing. |
How are pedagogical employees’ time records approved and checked?
C-604 applies to pedagogical staff in schools, DOE headquarters, and district offices. Each covered employee—including a principal or office head—must follow procedures for recording daily arrival and departure and any absence from the premises during the day, including its duration and reason. The employee is responsible for the accuracy of their own record; no one is authorized to sign for or record another employee’s time.
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Daily review and corrections
Each principal or office head designates an official timekeeper. The timekeeper reviews records daily for accuracy and completeness and raises discrepancies with the principal or supervisor no later than the day they occur. Under the regulation’s stated procedure, corrections or omitted entries are written in red and initialed by the supervisor authorizing the entry. C-604 allows time clocks or timebooks generally and requires headquarters and district pedagogical managers to use a daily timesheet or timecard. It also provides additional instructions for split assignments and itinerant staff, including supervisor attestation at a site where applicable.
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Preservation and access
The principal or office supervisor must provide for recording actual service and preserving the records. They must be secured against unauthorized removal or alteration and kept available for inspection by superior officers, auditors, and inspectors. C-604 sets a minimum retention period of six years; for pedagogical managerial employees covered by C-605, it specifies ten years after final payment. Read the full text of C-604 for the specific procedures.
How is per-session work approved?
C-175 defines per-session services generally as hourly paid work by DOE employees serving under a pedagogical license, outside and not an extension of their primary job responsibilities. It is a distinct category, not a synonym for all overtime. The regulation bars using per-session work as extra compensation for an employee’s primary assignment and generally bars it during normal work hours or the daily lunch hour, subject to exceptions and collective bargaining context.
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Posting and application
A per-session activity must be posted at least 20 school days before it begins. The posting must state the job description, qualifications, selection criteria, available hours, schedule, location, and whether remote work is allowed. Applicants use standard form OP-175; it must be retained in the responsible program or activity for inspection by financial monitors or auditors.
Prior approvals and hour limits
Approval requirements depend on the employee’s role. Principals must obtain superintendent approval before performing per-session work. A principal assigned to per-session work must obtain approval from the Chief Executive Officer of the Division of Human Resources or a designee. An employee who would exceed the applicable cap must obtain a waiver before accepting or beginning the assignment; C-175 provides an online waiver process and routes approval according to position and assignment type.
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| Employee category in C-175 | Published per-session cap |
|---|---|
| Principals, assistant principals, and educational administrators | 500 hours |
| Teachers, secretaries, paraprofessionals, school social workers, school psychologists, and other limited pedagogical staff | 400 hours |
These are per-session limits in C-175, issued by the New York City Department of Education in 2021—not caps on every employee’s overtime. See the full text of C-175 for qualifications, exceptions, and the waiver route.
Do NYC teachers and other school staff get overtime pay?
Not every extra hour qualifies for overtime pay under the published rules. C-601 says overtime pay is not authorized for covered school staff’s normal duties or functions performed outside regular duty hours, or for that work during vacation periods. It also generally bars compensatory time off for overtime for pedagogical employees working in a school or equivalent unit, with an exception identified for work covered by a UFT contract. The rule is specific to its stated scope; other employee groups and agreements may have different provisions. Consult C-601 and the applicable agreement rather than assuming that staying late automatically creates an overtime entitlement.
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When does DOE overtime pay appear?
OPA says premium-pay exceptions, including overtime, are generally paid on a two-week lag because exceptions from the second week are reported after the regular pay calculation. That is general guidance, not a promise for every DOE employee group: OPA describes group-specific schedules. It also says per-session compensation is paid at contractual hourly rates and processed monthly. Check the relevant group’s current OPA FAQ and pay schedule for the applicable arrangement.
Overtime cap for employees covered by Citywide Agreement provisions
OPA lists an overtime cap of $98,887 effective May 26, 2024, up from $96,007, for employees subject to the Citywide Agreement provisions it describes. OPA says employees subject to the cap whose salary and specified premium payments exceed it generally receive one hour of compensatory time for each hour worked instead of overtime pay. It lists exceptions where the Fair Labor Standards Act requires payment or an agency has an overtime waiver from the Office of Labor Relations. The figure and policy are time-sensitive; check OPA’s current FAQ for updates and applicability.
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What does an overtime audit trail show—and not show?
For covered pedagogical time records, C-604 specifies a reviewable trail: the employee’s own attestation, daily timekeeper review, supervisor-authorized corrections, and preserved records available to auditors and inspectors. For per-session assignments, C-175 requires retaining OP-175 applications for review by financial monitors or auditors. These are controls the regulations require; they do not establish how often DOE conducts audits, whether every school complied, or the outcome of any DOE-wide overtime audit.
A NYC Comptroller audit of the Department of Probation described that separate agency’s use of CityTime to route time and overtime requests for supervisor approval and reported monitoring and documentation weaknesses there. It was not an audit of NYC Public Schools and does not establish DOE’s system or audit results. See the Comptroller’s Department of Probation audit for its limited scope.
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