Human Resources FAQ

Employees are paid on a bi-weekly lag basis. This means that you are paid for a two week pay period (beginning on a Thursday through the second Wednesday) two weeks after the conclusion of that pay period. Therefore, it may take up to four weeks from your date of hire to receive your first check. You will also continue to receive checks after you separate from service until the lag is paid out.

You can find the full Payroll calendar here.

Hourly employees submit their worked hours on paper timesheets - therefore payment is processed manually based on the number of hours worked.

Please allow two weeks for campus processing and two weeks for state processing. Your pay date is four weeks following the conclusion of the pay period you last worked. 

To determine your check date, on the Payroll calendar find the date range for dates worked, and jump to the check date of the following pay period (one row down). 

Your most up-to-date compensation information can be found by viewing your pay stub via New York State Payroll Online. To access, sign in to SUNY Portal and click "NYS Payroll Online" under Self-Service - please note that your N# will need to be used to access New York State Payroll Online.  Once logged in, View Paycheck is the first menu option on the upper left. 

Your pay stub also lists your current tax elections, as well as any deductions that are subtracted from your gross pay each check. 

Enroll in Direct Deposit

• To enroll in direct deposit for the first time, you will need to complete the New York State Direct Deposit Enrollment Form  (Sections A, C, E, and signature at bottom of Section F). 
• For new hires, this form is provided to you as part of your onboarding e-docs.
• For existing employees, the form can be accessed using the link above, or paper copies are made available outside the door of Human Resources in the lobby of Bush Hall. 
• If there are any joint account holders, their signature is required in Section F. 
• In addition to the form, please provide authorization of your account information in the form of one of the following:
  
  • A voided check.
  • A letter from your bank.
  • A direct deposit form from your bank (often accessible via mobile banking or your banking app). 
• Please do not send this form via email as it contains sensitive information. You can bring the completed form and authorization document to Human Resources in 103 Bush Hall.   

Update Direct Deposit - Online

• To access, sign in to SUNY Portal and click "NYS Payroll Online" under Self-Service - please note that your N# will need to be used to access New York State Payroll Online.  Once logged in,  'Update Direct Deposit' is the first menu option on the upper left. 
• DO NOT close your current bank account associated with direct deposit until you have verified with Payroll (607) 746-4497 that the update has processed and for which check date it will take effect. 

Update Direct Deposit - Paper Form

You will need to complete the New York State Direct Deposit Enrollment Form  (Sections A, C - indicate 'Change Account' , D - only if adding/changing additional account distributions, E, and signature at bottom of Section F). 

• Paper copies of this form are made available outside the door of Human Resources in the lobby of Bush Hall. 
• If there are any joint account holders, their signature is required in Section F. 
• In addition to the form, please provide authorization of your new account(s) information in the form of one of the following:
  
  • A voided check.
  • A letter from your bank.
  • A direct deposit form from your bank (often accessible via mobile banking or your banking app). 
• Please do not send this form via email as it contains sensitive information. You can bring the completed form and authorization document to Human Resources in 103 Bush Hall.  
• DO NOT close your current bank account associated with direct deposit until you have verified with Payroll (607) 746-4497 that your form has been processed and for which check date it will take effect. 

Direct Deposit Reactivation

• The system automatically deactivates all direct deposits for employees that have gone three or more pay periods without a check. If there are no changes to your previous direct deposit information, you can reactivate by completing the direct deposit reactivation form. Please contact humanresources@delhi.edu to receive the direct deposit reactivation form via email, paper copies are also available in Human Resources, 103 Bush Hall. 

Your N# is your NYS identifier - used to access New York State Payroll Online and other State-powered payroll platforms. 

Your SUNY ID is your SUNY identification number - used primarily to access Time & Attendance for the first time. 

• To locate your N# and SUNY ID, visit SUNY Portal - view your unique identifiers in the upper right in the green banner, opposite your name.
• Your direct supervisor can provide you with your SUNY ID off of their work roster.

Your 800# is your SUNY Delhi campus identifier - found on your campus issued I.D. card. 

Overtime and Holiday payments are lagged two weeks from your regular salary payment. This additional payment will be processed manually and included in the check one pay period subsequent to the pay period during which the overtime/holiday was worked. Any questions can be directed to Payroll at (607) 746-4497. 

W2 forms are mailed by The Office of the State Comptroller in Albany, NY to the address associated with your employment record on file. 

Active employees can also view their W2 forms online:

• Sign in to SUNY Portal and click "NYS Payroll Online" under Self-Service - please note that your N# will need to be used to access New York State Payroll Online.  Once logged in,  'View W2' is the fifth menu option on the upper left. 

If you did not receive your W2 in the mail, please contact Human Resources at humanresources@delhi.edu or by phone at (607) 746-4495. 

• If your address is not up to date, an Address Change Form will need to be completed for processing. 

Payroll can process a check reissue upon receipt of written confirmation (can be via email) that you wish to proceed, including the date of the check you wish to reissue. Please email your check reissue request to humanresources@delhi.edu or deliver to Human Resources, 103 Bush Hall. 

Check reissues are processed by NYS and cannot be paid via direct deposit. A paper check will be mailed to your address on file. If your original check was not received due to an incorrect/out of date address on file, please complete an Address Change Form prior to Payroll processing the check reissue. 

Processing may take up to 6-8 weeks. If the original check is received at a later date, it will NOT be valid to deposit once a check reissue is initiated. 

UUP/MC 13

• Your time off is recorded on a monthly timesheet in SUNY Time & Attendance.
• All absences must be recorded in units of 0.25 (1=full day) on the 'Request Time Off' screen. If the day is blank, it is implied you worked the entirety of the day. 
• At the end of each month, please review that your record is accurate, click the check box to certify that the report is correct, and Submit to Supervisor.
• Timesheets should be submitted and approved by supervisor no later than the Thursday following month end.   

CSEA/MC 06

• Your time, both worked and not worked, is recorded on a bi-weekly timesheet in SUNY Time & Attendance.
• You must record your time in and time out daily, as well as your mandated 30 minute lunch break.
• All time off must be submitted on the 'Request Time Off' screen in hours. 
• Once all time off requests are approved, please review that your time worked + time charged = your daily total for each scheduled work day.
• Timesheets should be submitted no later than the Thursday following the end of the pay period. Supervisor approval of the timesheet should be indicated no later than the Friday following the end of the pay period. 

Hourly and University Police Department

• Your time worked is recorded on a paper timesheet.
• If you are eligible for accruals and wish to charge paid time, this is recorded on your paper timesheet.
• Your timesheet should be submitted to Payroll, with your direct supervisor's signature, no later than the Friday following the end of the pay period. 
• Incomplete or late timesheets will result in delay of payment. 

UUP/MC 13

• Your current balances can be found at the top of your monthly timesheet on the 'Time Record' page.
• Please note that the monthly earned accruals are not available for use until majority of the month has been worked/charged (16 out of 30 days). Please refer to your 'beginning' balance prior to requesting time off to ensure you have the available time. The system will not allow a negative balance.

CSEA/MC 06

• Your current balances can be found at the bottom right corner of your bi-weekly timesheet on the 'Time Record' page.
• Please note that the bi-weekly earned accruals are not available for use until majority of the pay period has been worked/charged (7 out of 10 days). Please refer to your 'beginning' balance prior to requesting time off to ensure you have the available time. The system will not allow a negative balance.

Hourly and University Police Department

• Because you do not have access to the Time & Attendance portal, your accrual balances are emailed to you following the processing of your timesheet - approximately 2 weeks following the last day of the pay period. 
• Please save these emails for tracking purposes and reference your last available accruals prior to requesting time off. 
• If you have questions pertaining to your current accrual balance, please contact Payroll at (607) 746-4497.

UUP/MC 13

• Locate the holiday under 'Holiday Time Worked' at the bottom right of your Time Record page.
  • Regular Holidays default to '0'
  • Floating Holidays default to '1'
• Populate the box under 'Earned Amount' with the appropriate time.
  • 1 = full holiday worked
  • 0 = holiday not worked
  • If you worked a partial holiday, you must enter the part of the holiday worked in units of 0.25 (2 hours = 0.25) under 'Earned Amount'. The remainder of the day you are assumed to be observing the holiday and no other time off requests are required. 
• Be sure to save your changes by clicking 'Save Time Record'. 

CSEA/MC 06

• Under ‘Time Record’ - enter the hours you worked on the appropriate day. Save Time Record (do not submit, yet!).
• Click on ‘Request Time Off’ - scroll to ‘Previously Submitted Leave Requests’ at the bottom of the page. Select ‘Withdraw’ next to the Holiday that you worked, and click ‘Submit Actions’. The Holiday will disappear.
• Back on your time record, verify that your hours and daily total are correct, and that the Holiday charge has gone away. 
• If you worked a partial holiday:
  • Enter the hours you worked on the appropriate day. Save Time Record. 
  • Click on ‘Request Time Off’ - scroll to ‘Previously Submitted Leave Requests’ at the bottom of the page. Select ‘Withdraw’ next to the Holiday that you worked, and click ‘Submit Actions’. The Holiday will disappear.
  • Submit a new 'Request Time Off' for Holiday time in the amount of hours you did NOT work. 
  • Back on your time record, verify that your hours worked + holiday time charged = your daily total.

Hourly and University Police Department

• Your worked hours are recorded on your paper timesheet. 

Use of vacation leave requires prior approval from your supervisor. Vacation accruals cannot be used to cover unexpected/unplanned absences. 

While employee needs and wishes should be considered, supervisors have the obligation and the authority to schedule vacation for the convenience and efficient operation of the school/department. While it is recommended that every staff member take at least two weeks’ vacation each year, employees may accumulate vacation up to a maximum of 40 days.

Employees may receive cash compensation for up to 30 days’ vacation upon separation from service with appropriate notice.

NYS Attendance and Leave manual - Vacation

May be used for personal illness or injury, family injury or illness which requires the presence of the employee or bereavement leave.

Absences for family sick leave/bereavement leave are limited to 30 days per calendar year and should be recorded as  'Family Sick Leave' in Time & Attendance. For the purposes of bereavement leave or family sick leave, “family” is defined as any relative or relative- in-law or any person with whom the employee has been making their home.

Employees are also permitted to use sick leave for medical, dental, optical, therapeutic, mental health and alternative medical treatments.

Use of sick leave, except in the case of an emergency or a sudden illness of injury requires prior supervisory approval.

While employees may not be required to routinely provide documentation for absences of four days or less, medical certification may be required for a longer absence, or for questionable absences or attendance patterns. Employees may also be required to submit to a medical examination (at the college’s expense) under certain circumstances.

NYS Attendance and Leave manual - Sick Leave

Employees receive up to 5 days of personal leave per year, depending on bargaining unit, date of hire, and years of service. This leave — not sick leave — is intended to cover absences for reasons such as religious observance and personal business. It may also be used as vacation.

The employee must meet agency deadlines in obtaining advance permission to use personal leave except, of course, in the case of an emergency when approval must be sought afterward. Approval normally is granted as long as operational functions will not be impaired. The employee does not have to state a reason for such leave. However, when a request for personal leave has been denied, an employee may benefit by providing a reason in order to have the request reconsidered.

The employer must grant approval for personal leave for religious observances, unless absence would interfere with proper conduct of operational functions.

Personal leave is not cumulative. Any unused amount expires at the close of business the day before the individual's personal leave anniversary date.

NYS Attendance and Leave manual - Personal Leave

Cancer Screening

• All NYS employees are eligible for leave, without charge to leave credits, for cancer screening (including physical exams, mammograms, and blood work, etc.) not to exceed four hours annually for each, including travel time. Satisfactory medical documentation may be requested by Human Resources.

Blood Donation

• Employees can use up to 4 hours (.5 day) per calendar year, must provide written substantiation from a donation center or entity coordinating donations.

 Jury Duty

• To allow an employee to perform civic duties without penalty, he or she may report for jury duty or as a witness in a court or quasi-judicial matter without charge to leave credits, provided the employee is not party to the action. Human Resources may request satisfactory proof that the employee's presence is required for such purposes. In addition, the employee must provide a record of jury duty attendance from the court for each individual day of attendance. Employees must decline pay from the court as they will be receiving regular salary payments from SUNY Delhi. 

Training/Professional Development

• Subject to supervisor approval, employees may use this leave category without charge to personal accruals to attend a scheduled training, conference, or other session directly related to their assigned duties. Human Resources may require appropriate documentation such as registration proof or agenda.  

Time off to Vote

• Generally, New York State employees are eligible for up to two hours of paid time off to vote if they do not have “sufficient time to vote.” An employee is deemed to have “sufficient time to vote” if an employee has four consecutive hours to vote either from the opening of the polls to the beginning of their work shift, or four consecutive hours between the end of a working shift and the closing of the polls.

  For example, if an employee is scheduled from 9 am to 5 pm, and the polls are opened from 6 am to 9 pm, the employee is not eligible for paid time off to vote, because the polls are open for four consecutive hours after the employee’s shift ends at 5 pm. However, if an employee is scheduled to work from 9 am to 6 pm, then the employee is eligible for paid time off to vote, because the employee only has three consecutive hours off in the beginning of their shift and end of their shift.

  Time off to Vote - NYS

For more information, visit the NYS Attendance and Leave Manual. 

For extended time off and leave requests, please reference our Benefits section for additional information, or contact Human Resources at (607) 746-4495. 

UUP Employees:  Who do I contact for new/replacement dental or vision cards or to make any changes (add/delete dependent, change address, etc.)?  UUP Benefit Trust Fund, Call:  800-887-3863 or navigate to:  UUP Benefit Trust Fund  

CSEA Employees:  Who do I contact for new/replacement dental or vision cards or to make any changes (add/delete dependent, change address, etc.)?  CSEA Employee Benefit Fund, Call:  800-323-2732 or navigate to:  Download Forms : CSEA EBF

Agency Police Services Unit Employees:  For information about dental benefits:  APSU Dental  For information about vision benefits:  spcvx00390web.indd

NYSCOPBA Employees:  For information about dental benefits:  NYSCOPBA Dental Plan  For information about vision benefits:  spcvx00392web.indd

M/C Employees:  For information about dental benefits:  M/C; Legislature Dental  For information about vision benefits:  Davis Vision - M/C; Legislature

What is Flexible Spending?  The Flex Spending Account (FSA) is a valuable benefit available to NYS employees that helps you save money by allowing you to pay for eligible expenses—such as health care, dependent care, or adoption-related costs—with pre-tax dollars. By reducing your taxable income, you take home more of your paycheck. It’s a simple and effective way to get more out of your benefits and keep more money in your pocket! The FSA offers three negotiated benefits to State employees: Health Care Spending Account (HCSA), Dependent Care Advantage Account (DCAA), and Adoption Advantage Account (Adoption).

Use this link to navigate to:  Flex Spending Account | Office of Employee Relations

SUNY participates in the New York State Health Insurance Program (NYSHIP). This program offers a PPO, known as the Empire Plan, and several different HMOs, varying by geographic region around the State.

Specific coverage provisions and plan design vary by health insurance plan and by employee bargaining unit. Please visit the appropriate links below for more information about or to enroll for Health Insurance benefits.

Health Insurance Information:

• Summaries of Benefits and Coverage
• NYSHIP General Information Book
• NYSHIP Choices for 2026
• NYSHIP Option Transfer Guide
• NYS Flex Spending Account (2026)

Health Insurance Employee Rates

• 2025 NYS Employees (UUP, CSEA, PEF, MC, PBANYS, NYSCOBA)

Health Insurance Enrollment:

To enroll for Health Insurance, complete the appropriate enrollment form(s) for your group.

• Health Insurance Forms

Paid Family Leave (PFL) - for UUP and M/C Employees.  Do I qualify?  What are the rules for this type of leave?  NYS Paid Family Leave - SUNY

Paid Parent Leave (PPL) - for all state employees.  Do I qualify?  What are the rules for this type of leave?  SUNY Bulletin No. SU-342.1 | Office of the New York State Comptroller

Family and Medical Leave Act - for all state employees.  Do I qualify?  What are the rules for this type of leave?  

What are my options for retirement?  CSEA employees MUST enroll in NYSLRS.  UUP and M/C employees have options.  Retirement Plans - SUNY

Retirement Plan comparison chart:  Retirement-Plan-Comparison-Tier-12-24-v3.pdf

Retirement Plan comparison video:  TIAA 2023 - SUNY DB vs. DC (2752875)

CSEA has a variety of learning opportunities for its employees.  For Tuition Assistance and other training opportunities, please follow this link to the NYS CSEA Partnership webpage:  Tuition Benefits | NYS & CSEA Partnership

UUP Tuition Waiver:  Employees in a UUP represented position may take one course at a time, up to 4 courses per year (starting with the Spring semester) tuition-free at any SUNY.  Please follow this link to the SUNY Delhi UUP waiver form:  UUP Tuition Waiver

Any SUNY Delhi employee may apply for Tuition Assistance using the B-140W form.  This form is due in HR by the end of the first week of classes for the applicable semester.  Once HR processes all of the applications, the applicant will be notified regarding the amount of assistance they will be given.  The award flows from campus-to-campus, being applied to the employee's outstanding bill at the Institution where the course is taken.  An employee's Full-time equivalent (FTE) is taken into consideration when processing the applications.  Please follow this link to the form:  B-140W Application for Tuition and Fee Assistance 

SUNY Delhi Mandatory Fee Waiver:  Any SUNY Delhi employee who takes classes at SUNY Delhi may apply for a fee waiver.  Please follow this link to the form:  Employee Mandatory Fee Waiver Request

To learn more about savings opportunities, outside of the retirement plans, please visit the SUNY Voluntary Savings Plan page here:  SUNY Voluntary Savings Plan - SUNY

Comparison Chart - showing comparison of SUNY Voluntary 403(b) Savings Plan and the NYS Deferred Compensation (457) Plan:  13968_SUNY_comparrisonChart_R1_1.9.2026

Workers' Compensation is intended to protect employees against loss of income or loss of employment when they are necessarily absent from work because of an on-the-job injury or disease. It is essential that the employee report any job-related accident immediately to their supervisor. Failure to do so could mean loss of benefits.

Here are the steps to ensure that workers' compensation claims are handled properly:

• If necessary, seek medical treatment.
• Notify the supervisor and complete employee accident report.
• If the injury or illness involves an absence from work greater than four (4) consecutive work days, a note from the employee's medical provider must be provided to the Office of Human Resources, 103 Bush Hall, or via facsimile to: 607-746-4158.
• A call must also be placed to the Accident Reporting System (ARS) toll-free number, 888-800-0029. This call to ARS will ensure that workers' compensation benefits are available as soon as possible.
• Express Scripts, Inc. is the pharmacy network through which employees who incur a work-related injury/illness should obtain their medications. If the employee is obtaining medication through a workers’ compensation claim, they should obtain that medication through a pharmacy that participates with Express Scripts. To find a participating pharmacy, contact Express Scripts Call Center, at 866-533-7011. For more information, visit the Express Scripts website. 

Extra Service is for Full-Time Faculty and Staff that teaching courses or providing an extra service in addition to their additional duties. The amount made in the extra service cannot go above 20% of their salary.

Also receives when a staff member performs duties or fulfills an extra role in addition to their current duties. 

Contact Human Resources to add user to Interview Exchange.

Search Committee and Chair Resources Sample Interview Questions, Check Lists, Search Time Tables.

Correct Identification

• Ensure you are using the SUNY ID number provided to you in your Student Employment: Steps to Follow” hiring email to register your account (this is not your 800#).

Active Employment

• If you have not received a “Student Employment: Steps to Follow” email from Human Resources, your employment may not be active yet. Please contact your supervisor or HR at 607-746-4495 or humanresources@delhi.edu to follow up on any pending employment.

Associated Check Date

• Refer to Student Payroll Schedule to confirm timesheet dates and check dates (if timesheet was not submitted before the deadline payment may be delayed).

Inactive Direct Deposit

• If you have previously received payments via direct deposit and have been off of payroll for three or more pay periods, your direct deposit has automatically become inactive. You must reactivate using the Direct Deposit Reactivation form by contacting humanresources@delhi.edu.

Check Address

• Please be sure your address and mailing address are up to date. If changes are needed, submit the Address Change Form to the Human Recourses office. If your campus address is listed as your mailing address, you must adjust back to your home/physical address when you are away from campus otherwise checks/stubs and W-2s will continue to be sent to campus.

Taxes and Deductions

• Your earnings may be reduced by the following, as applicable:
  • Federal, State, and Local (NYC/Yonkers) taxes
  • FICA taxes (Social Security and Medicare)
  • New York State and Local Retirement System (NYSLRS) contributions if you elected to enroll (typically 3% of your gross biweekly earnings).

All taxes and deductions are listed on your paystub.

Mail vs Digital

• You can choose to have your paystubs mailed to your mailing address listed on file, or to view online. Digital paystub are available to currently active employees at NYS Payroll Online (you will need your NYS ID number; if you do not know it, please contact Human Resources at 607-746-4495). You can change how you receive your paystubs at anytime by contacting humanresources@delhi.edu to comepete the Direct Deposit Reactivation form.

Financial Aid

• Work Study employment does not have an application or specific positions. Generally, any hourly position on campus could be workstudy if student is eligible for funding. Work Study eligibility is not determined by the Human Resources office. Please reach out to the Financial Aid department for eligibility questions at sfs@delhi.edu or 607-746-4570.

All requests for a Student Employee Position requires a Student Employment – Request to Fill/Posting form to be completed and submitted through Interview Exchange. This form will provide Budget Approval or Denial. If you wish to advertise the position on the website, you must select the "Yes" option on the Request to Fill form. 

Once the Student Employment – Request to Fill/Posting requisition is submitted and fiscally approved, you will be notified via the Interview Exchange system and contacted by the HR office to post the position (if applicable). 

After the Student Employment – Request to Fill/Posting requisition is fully approved and the position is posted (if applicable) you may interview or select your students for hire. Once you have selected a student/s for the position, complete the Student Employment – Selected Candidate form in Interview Exchange. Each individual student will require a separate Student Employment – Selected Candidate form to be submitted. 

You will need:

• The student’s name and 800#
• The approximate # of hours each student is expected to work.
• The Request to Fill (RTF) # from the Student Employment – Request to Fill/Posting. 

There are three trainings student employees must complete annually while working on campus:

• Title IX/Sexual Harassment - contact Rebecca Harrington at 607-746-4865 or harrinrl@delhi.edu.
• Title VI - located in BrightSpace/OnlineDelhi
• Workplace Violence Prevention - located in BrightSpace/OnlineDelhi

Termination

• Prior to termination, the Supervisor is responsible for notifying Human Resources of their intentions. (Dismissing a student employee’s job should be proceeded by documentation of prior counseling sessions.) After dismissing a student, immediately notify Human Resources via email with the last day of work and the justification for termination and the mediation attempts previously made. 

Student Resignation

• The supervisor is to immediately notify Human Resources via phone and/or email with the last day of work and reasons why the student resigned.  If possible, provide a copy of the resignation letter. (no justification or mediation required)

There are a plethora of required trainings in order to remain compliant and up-to-date with SUNY and/or NYS/Federal mandates.  Many of the required trainings are delivered via the KnowBe4 platform - which can be accessed Beyond Security Awareness Training | KnowBe4 Human and Agent Security, using your Single Sign-on (SSO).  The KnowBe4 platform (as well as BrightSpace) allows employee to stop the training and re-start where they left off.  There are also auto-generated reminder emails, as well as completion certificates provided for most trainings.  

 Mandatory Trainings for ALL NYS Employees