The Per Session Unused Sick Time Transfer Form moves sick leave you earned during per session work — after-school tutoring, summer school, coaching, and similar activities — into your Cumulative Absence Reserve so the time isn’t lost when the activity ends. The payroll secretary or timekeeper at your per session site prepares the form at the close of the activity, and three signatures are required before it goes to your regular payroll school: yours, the activity supervisor’s, and the payroll secretary’s.1United Federation of Teachers. Per-Session Work
Who Prepares the Form and Who Signs It
You don’t fill this form out yourself. The payroll secretary or timekeeper at the per session site is responsible for documenting how much accrued sick time you have left and preparing the form for transfer into your Cumulative Absence Reserve.2United Federation of Teachers. Per Session
Three signatures certify that the recorded time is accurate:
- The payroll secretary or timekeeper who tracked your hours and prepared the form
- The supervisor of the per session activity — the person who ran the program
- You
All three signatures confirm that the sick time was legitimately earned and unused.1United Federation of Teachers. Per-Session Work A partially signed form gets returned without processing, so don’t send it up the chain until every line is filled. Keep a copy of the signed form for your own records; if anything goes wrong during processing, your copy is your proof.
What Goes on the Form
Even though the payroll secretary prepares the form, you should understand every field and verify each one before signing. The form captures who you are, which per session activity generated the sick time, where the time should go, and how much is being transferred.
Your DOE Identification
You’ll need your DOE employee identification number. All DOE employees have an ID number listed as the “Reference Number” on their pay stub. Teachers and other school-based professionals also have a separate file number. If you’re unsure of either, call HR Connect at (718) 935-4000; you’ll need your Social Security number to verify your identity.3NYC Department of Education. Employment Verification
Originating Activity and Destination School
The form identifies the originating per session activity using the activity’s school or site code and borough designation. NYC DOE uses standard borough letter codes: M for Manhattan, X for the Bronx, K for Brooklyn, Q for Queens, and R for Staten Island. The destination is your Cumulative Absence Reserve at your regular payroll school — the school where your non-per-session payroll is processed.2United Federation of Teachers. Per Session Verify both codes against your per session pay stubs. Mismatched codes are a common reason forms get kicked back.
The Sick Leave Balance
The most important number on the form is the balance being transferred. It should reflect the sick leave you accrued during the activity minus any sick time you actually used. Check the number against your own records before signing. Discrepancies are far easier to fix before the form is submitted than after.
How the Balance Is Calculated
Knowing the accrual rules lets you spot an incorrect balance. During the school year, pedagogues accrue one session of sick leave for every 20 consecutive sessions worked in the same per session activity.1United Federation of Teachers. Per-Session Work “Consecutive” matters — breaks in service can reset the count. Accrual begins after the first 20 consecutive sessions and continues at that rate for each additional block of 20.
Summer per session activities follow a different formula. Pedagogues earn one sick day for each month of summer service. If you don’t use your July sick day, you can carry it into August and take two days that month, but only one can be self-treated; a second summer sick day requires a doctor’s note.2United Federation of Teachers. Per Session
Athletic coaches have their own calculation. At the end of 20 consecutive coaching sessions, the total hours across those sessions are added up and divided by 20 to find the average session length. That average becomes the sick leave amount transferred per accrual period.1United Federation of Teachers. Per-Session Work Paraprofessionals accrue per session sick time only for summer work, using the same monthly formula as pedagogues.
Chancellor’s Regulation C-175 governs per session employment broadly but defers to the collective bargaining agreement on sick time, stating that entitlements “are calculated in accordance with applicable collective bargaining agreements.”4New York City Public Schools. Regulation of the Chancellor C-175 – Per Session Employment The UFT contract, not C-175, sets the accrual rules above.
Where the Form Goes
The completed, signed form goes to your payroll school — the school where your regular (non-per-session) payroll is processed.2United Federation of Teachers. Per Session The payroll secretary at the per session site handles submission. If you’re not sure it’s been sent, ask that secretary directly. Transfers happen at the end of the activity, so don’t expect the form to be filed mid-program.
After submission, the payroll office reviews the form against your recorded service history and processes the transfer into your Cumulative Absence Reserve. You can monitor your CAR balance through the DOE Payroll Portal to confirm when the hours appear. If the time hasn’t shown up after a couple of pay cycles, contact your payroll school’s payroll secretary for a status update. Having your copy of the signed form makes that follow-up much faster.
Once the time lands in your CAR, it joins your regular sick leave bank. The CAR accumulates unused sick days across your DOE career — regular appointments, per diem substitute work, paraprofessional service, and per session activities.5United Federation of Teachers. Cumulative Absence Reserve (CAR) Banked time is available for future illness and factors into your terminal leave payout at retirement.
Problems That Stall the Transfer
The most frequent issue is never filing the form at all. Activities end, payroll secretaries move to other assignments, and unclaimed sick time sits where it does you no good. Be proactive: as your activity winds down, remind your payroll secretary that you want unused sick time transferred and ask when the form will be prepared.
Incorrect codes cause delays. If the borough letter, school code, or activity identifier doesn’t match what’s in the payroll system, the form gets returned. Verify every code against your per session pay stubs before signing.
Missing signatures are another common rejection reason. All three signatures must be on the form before it moves.
One rule catches people off guard: you cannot work a per session activity on any day you’re absent from your regular school assignment due to illness.4New York City Public Schools. Regulation of the Chancellor C-175 – Per Session Employment If you called in sick from your day job and then worked your after-school program, those per session hours may not count, and any sick time calculated from them could be disallowed during the transfer review.