Submission of Time Sheets/Time Records Non-Chargeable Type/Payroll Website

By Office of Communications & Marketing | Dec 3, 2025

The following e-mail is being sent on behalf of the Payroll Department.

TO: All Downstate Paid Employees
FROM: Denrick Phillips, Downstate Payroll Director 
DATE: 12/02/2025

It is an employment requirement that every State Employee maintain his or her timesheet/time record on a biweekly or monthly basis.  Timely submission of timesheets/time records is mandatory.

Below are the schedules of when the timesheets/time records are due:

• Classified employees (CSEA, PEF, FLSA Overtime, and PBANYS/NYSCOPBA) and Part-time, Extra Time timesheets/time records are due two days after the close of each biweekly pay period.
• Hourly Timesheets are due every Friday before 3 pm.

• • Please review the Hourly Timesheet Submission Calendar (Under Forms and Documents) on Payroll Website.
    • https://www.downstate.edu/about/our-administration/finance/payroll/forms.html 

• Overtime is paid out (1) month prior depending on submissions of timesheets.
  • Please review to Administration Calendar (Time and Attendance) on Payroll Website.
  • Overtime Submission Calendar
  • https://www.downstate.edu/about/our-administration/finance/payroll/forms.html
• (I.E.  Pay date 12/31/2025 – Overtime covers from November 20 - December 03)

• All Non-Chargeable Type time must be recorded on timesheets/time records
• (Extraordinary/Inclement Weather, Conference, Training, Administrative Leave, Sabbatical).

• Non-classified employees (UUP and MC) timesheets/time records must be updated by the 10th day of the following month.

• SEPARATION

• Your last time record must be approved by supervisor and property-tracking form submitted upon separation.
• All State employees are paid up to 30 vacation days upon separation from State service.
• These documents are required in order to process Lump sum payments (Final payment).
• Lump sum payments are paid out (6 to 8 weeks) after you receive your final paycheck.

The Department’s Supervisor is responsible for timely submission of the employee’s time sheets/records.

If the time sheets/records for the employee are not submitted timely, it may result in a delay in getting the employee paid.  The employee will be removed from direct deposit. 

Notifications of non-submission will be escalated to executive management for review.

 If you have any questions, please contact the Payroll Department via email at Payroll@downstate.edu or extension 1139. 

Please review the Payroll Website for:

• Forms & Documents
• Time & Attendance
• Training Resources

Payroll Website