To request payroll or overtime records from NYC Public Schools (the Department of Education, or DOE), file a written FOIL request through the agency’s Open Records portal, by email, or by mail. For your own DOE pay information, use the DOE Payroll Portal instead. If you only need information already published by the city, search NYC Open Data first.
Choose the right route for the records you need
| Route | Best for | What to know |
|---|---|---|
| DOE FOIL request | Existing DOE records about a defined employee group, office, school, or time period | Submit a written request through the agency’s Open Records channel, email, or postal mail. [NYC Public Schools FOIL guidance] |
| DOE Payroll Portal | A current or former employee checking their own pay or qualifying FLSA overtime details | Employee portal access is required; NYC OPA directs DOE employees to the Payroll Portal/Register. [NYC OPA FAQ] |
| NYC Open Data | An initial search for datasets the city has already published | Check the dataset’s coverage, fields, and update date. The catalog’s existence does not establish that it has every DOE overtime field you need. [NYC Open Data] |
Submit a public DOE FOIL request
NYC Public Schools says FOIL requests must be in writing, but no particular form or format is required. Its Legal page lists these submission options: [NYC Public Schools FOIL guidance]
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- Use the Open Records website linked from the DOE Legal page.
- Email [email protected].
- Mail the request to:
Records Access Officer
NYC Department of Education
52 Chambers Street, Room 308
New York, NY 10007
Use the agency page’s current Open Records link rather than an old bookmark, and verify the email and mailing details before sending because contact information and portal behavior can change. The agency’s published instructions do not say that you must explain why you want the records.
Describe the records narrowly enough to find
Request existing records, not a newly created analysis or conclusion. A specific record type and bounded period give the records officer a clearer search target. Include the details you know:
- Record type: payroll register entries, payroll reports, overtime payment details, or time records.
- Date range: a named fiscal year, calendar year, or pay-cycle period.
- Organizational scope: employee group, job title, school, office, or unit.
- Fields: for example, pay date, pay cycle, job title, payroll distribution code, gross pay, or overtime amount.
- Format: ask for electronic copies if available.
The 2025 NYC records schedule describes a payroll register as the primary source for agency payroll data. It may list pay date and cycle, entity, payroll distribution code, name, identifiers, gross pay, deductions, and related information. The schedule also describes pay-cycle event detail reports as showing detailed pay and leave transactions. These names can help frame a request, but they do not guarantee that DOE holds every citywide record or that every field will be released. [2025 NYC records schedule]
You can adapt this sample:
Under the New York Freedom of Information Law, I request electronic copies of NYC Department of Education payroll register records showing overtime payments for [defined employee group or unit] for [start date] through [end date]. Please include, if maintained and releasable, pay date, pay cycle, job title, payroll distribution code, overtime amount, and the associated payment type. I am seeking existing records in electronic form. If part of the request is denied, please release reasonably segregable portions and identify the basis for withholding.
Tailor the group, period, and fields to the question you are trying to answer. Avoid requesting personal identifiers or deductions unless they are genuinely necessary.
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If you are a current or former DOE employee checking your own overtime or pay, start with the DOE Payroll Portal/Register rather than filing a public-record request. NYC OPA directs DOE employees to this path: Employee Self-Service → Payroll Register → FLSA Premium OT. [NYC OPA FAQ]
OPA says the Employee Self-Service FLSA OT Inquiry shows qualifying pay details by earned date and pay date. If you do not have Employee Self-Service access, contact the relevant agency payroll or timekeeping department. Follow current portal prompts if the menu changes. [NYC OPA FAQ]
“FLSA overtime premium” refers to a particular component of qualifying overtime compensation; it is not necessarily the same as every payroll payment labeled overtime. OPA’s FAQ discusses qualifying FLSA overtime pay and separately describes tax-year reporting based on pay date for that specific tax matter. Do not assume that timing rule applies to every payroll record date. [NYC OPA FAQ]
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Check existing public data before filing
NYC Open Data is a free, searchable catalog of public datasets from city agencies. Search terms such as “payroll,” “citywide payroll,” “NYC Public Schools,” “DOE,” and “overtime” may surface relevant material. Before relying on a result, check the publishing agency, update date, time coverage, and field definitions. [NYC Open Data]
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Understand record custody and disclosure limits
The 2025 NYC records schedule identifies OPA/FISA as official record holder for payroll registers and describes OPA as official record holder for time records held in CityTime. It lists a 56-year retention period for payroll registers. That schedule does not establish that OPA/FISA holds every DOE-created timekeeping or overtime record. For DOE-specific material, start with NYC Public Schools’ published request channel; name the likely record and ask the office to identify or route the request to the appropriate holder if needed. [2025 NYC records schedule]
Payroll records can include personal identifiers, gross pay, and deductions. The schedule’s descriptions are not a promise that those details will be disclosed: the agency reviews requested records under applicable exemptions. Limit the request to the fields needed for your purpose.
Track the request and verify current instructions
The DOE guidance cited here establishes submission routes, but it does not establish a current DOE-specific response-time estimate, fee schedule, or appeal address and deadline. Keep the portal confirmation and correspondence, follow the instructions in the agency’s acknowledgment, and verify current New York FOIL appeal requirements before challenging a denial or delay. Do not assume another city agency’s timetable or appeal process applies to DOE.
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