There is no single published overtime approval process for every NYC Public Schools employee. The clearest public rules cover pedagogical staff: timekeeping is governed by Chancellor’s Regulation C-604, qualifying per-session assignments by C-175, and limits on overtime pay and compensatory time by C-601. Payroll schedules and treatment vary by employee group, so the applicable job category and agreement matter.
Which NYC Public Schools overtime rules apply?
Start with the employee group and the kind of work. C-604 sets time-record requirements for pedagogical staff in schools, headquarters, and district offices. C-175 addresses a specific kind of hourly work—per-session service outside an employee’s primary job responsibilities. C-601 sets boundaries on overtime pay and compensatory time for covered school staff. These regulations do not establish one workflow for every DOE employee or bargaining unit.
The NYC Office of Payroll Administration (OPA) lists separate DOE payroll groups, including pedagogical, per-diem, per-session, hourly supportive, educational paraprofessional, and administrative employees. Its public materials confirm that group-specific schedules and rules apply, but do not provide a complete, unified approval and audit process for all non-pedagogical groups. See the OPA pay FAQ.
How are pedagogical staff time records maintained?
Chancellor’s Regulation C-604, issued September 13, 2000, applies to pedagogical staff in schools, DOE headquarters, and district offices. It requires covered employees—including principals and office heads—to record daily arrival and departure and any absence from the premises during the day, including its duration and reason. The regulation permits time clocks or timebooks generally; pedagogical managers in headquarters and district offices must use a daily timesheet or timecard. It also gives additional instructions for split assignments and itinerant staff.
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Employee attestation and timekeeper review
Employees are responsible for the accuracy of their own time records, which are attested to by the employee’s signature. C-604 does not authorize one person to sign for or record another employee’s time. Each principal or office head designates an official timekeeper, who 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 procedure, corrections or omitted entries are made by hand in red and initialed by the supervisor authorizing the entry.
Supervisor responsibility and record retention
The principal or office supervisor must provide for recording actual service and preserving the records. Records must be secured against unauthorized removal or alteration and 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 is ten years after final payment. Read the full Chancellor’s Regulation C-604.
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What approval rules apply to per-session assignments?
Per-session work is a distinct category, not a synonym for all overtime. Under Chancellor’s Regulation C-175, issued October 21, 2021, it generally means qualifying hourly work outside—and not an extension of—a pedagogical employee’s primary job responsibilities. It cannot be used as extra compensation for the employee’s primary assignment and generally cannot be performed during normal work hours or the daily lunch hour. The regulation includes exceptions and collective-bargaining context, so its definition should not be applied as a universal definition of overtime.
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 submit the standard application, form OP-175. The application must be retained in the responsible program or activity for inspection by financial monitors or auditors.
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Prior approvals and hour caps
Approval depends on the employee’s role. Principals need superintendent approval before performing per-session work. A principal assigned to per-session work needs approval from the Chief Executive Officer of the Division of Human Resources or a designee. An employee who would exceed the applicable cap must receive a waiver before accepting or starting the assignment; C-175 specifies an online waiver process and routes approval according to position and assignment type.
| Employees covered by C-175 | Published per-session cap | Source and date |
|---|---|---|
| Principals, assistant principals, and educational administrators | 500 hours | NYC Department of Education, C-175, October 21, 2021 |
| Teachers, secretaries, paraprofessionals, school social workers, school psychologists, and other limited pedagogical staff | 400 hours | NYC Department of Education, C-175, October 21, 2021 |
These are per-session limits stated in C-175; they are not a universal cap on all employee overtime. Consult the full Chancellor’s Regulation C-175 for its conditions and approval routes.
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Do NYC teachers get overtime pay?
Not automatically for work that falls outside regular hours. Chancellor’s Regulation C-601, issued November 18, 2021, says overtime pay is not authorized for covered school staff performing normal duties or functions outside regular duty hours or during vacation periods. It generally bars compensatory time off for overtime for pedagogical employees working in a school or equivalent unit, with the UFT-contract exception identified in the regulation. Other employee groups and agreements may have different provisions; see C-601.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.How and when is overtime paid?
OPA describes different DOE payroll schedules for different employee groups. Its FAQ says per-session compensation is paid at contractual hourly rates and processed monthly. Premium-pay exceptions, including overtime, generally have a two-week lag because exceptions from the second week are reported after the regular pay calculation. The DOE-specific schedules vary, so that general lag should not be treated as a guaranteed payday for every employee. Check the OPA pay schedules and the OPA pay FAQ for the applicable group.
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Citywide Agreement overtime cap
OPA states that the overtime cap for employees subject to the Citywide Agreement provisions it describes increased from $96,007 to $98,887 effective May 26, 2024. For employees covered by that cap, when salary and specified premium payments exceed it, OPA says compensatory time is generally provided at one hour for each hour worked instead of overtime pay. OPA lists exceptions when the Fair Labor Standards Act (FLSA) requires payment or the agency has an overtime waiver from the Office of Labor Relations (OLR). This dated figure and policy should not be applied to employees outside the provisions OPA identifies.
What can an auditor verify from the published rules?
C-604 requires time records to be preserved, secured, and available to auditors and inspectors; C-175 requires OP-175 applications to be kept for review by financial monitors or auditors. Together, these provisions identify records and review points specified by the regulations. They do not establish how often NYC Public Schools conducts audits, how consistently every school follows the rules, or what an audit found.
A NYC Comptroller audit describes CityTime approval routing and overtime-control weaknesses at the Department of Probation, a separate agency. It is not evidence of NYC Public Schools’ workflow or audit results. See the Comptroller’s Department of Probation audit.
What to check if overtime or per-session pay is missing
- Identify the payroll group and whether the work was ordinary duty, per-session work, or another separately authorized assignment.
- For pedagogical staff covered by C-604, compare the recorded time with your own attested record and raise an apparent discrepancy with the responsible supervisor or timekeeper.
- For per-session work, confirm that the activity was posted, that the OP-175 application and required approvals were completed, and that any needed cap waiver was granted before the assignment began.
- Check the relevant OPA schedule for your employee group and allow for the stated premium-pay lag where it applies.
The public regulations do not document one current end-to-end procedure for every non-pedagogical employee group. For those employees, the governing collective-bargaining provisions and group-specific DOE payroll procedures determine the relevant approval and payment details.
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