NYS Comptroller Seal  

Bureau of State Payroll Services

Date: November 10, 2000

 Bulletin No. 207 

Subject CSEA 1999 and 2000 Work Related Clothing Allowances for Bargaining Units 03 and 04 and 1999 and 2000 Uniform Maintenance Allowances for Bargaining Unit 04
Purpose To explain the procedures for processing the Work Related Clothing Allowance and Uniform Maintenance Allowance payments
Affected Employees and Eligibility Criteria CSEA Operational Services Unit (BU03) 1999 and 2000 $44 Work Related Clothing Allowance

The work related clothing allowance of $44 per year is to be paid either through the Payroll System using the Time Entry panel or on a Standard Voucher. Standard Vouchers are to be used to reimburse employees when receipts are provided. If no receipts are provided, the payment is taxable and must be paid on the payroll.

To be eligible for the payment(s), the employee must be on the payroll as a full-time employee in BU 03 on the eligibility date(s) listed below:

October 1, 1999 for the 1999 payment
October 1, 2000 for the 2000 payment

Employees who were on an approved leave (with or without pay) on the eligibility date, including employees on Workers’ Compensation Leave, who otherwise satisfy the eligibility criteria, are entitled to the allowance if they return to the payroll by:

March 31, 2000 for the 1999 payment
March 31, 2001 for the 2000 payment

CSEA Institutional Services Unit (BU04) 1999 and 2000 $60 or $40 Uniform Maintenance Allowance

Full-time eligible employees are entitled to a uniform maintenance allowance of $60 per year. Part-time eligible employees are entitled to a uniform maintenance allowance of $40 per year. This allowance is processed using the Time Entry panel.

To be eligible for the payment(s), the employee must:

Be working in an eligible title on the eligibility date(s) listed below:

October 1, 1999 for the 1999 payment
October 1, 2000 for the 2000 payment

Refer to the Memorandum dated, October 16, 2000, from the Governor’s Office of Employee Relations for a list of eligible titles.

Have completed six months of service in the eligible title:

During the fiscal year 1999-2000 for the 1999 payment

During the fiscal year 2000-2001 for the 2000 payment

Employees who were on an approved leave (with or without pay) on the eligibility date, including employees on Workers’ Compensation Leave, who otherwise satisfy the eligibility criteria, are entitled to the allowance if they return to the payroll by:

March 31, 2000 for the 1999 payment
March 31, 2001 for the 2000 payment

CSEA Institutional Services Unit (BU04) 1999 and 2000 Work Related Clothing Allowance

The work related clothing allowance of up to $30 for each year is not to be paid through the Payroll System, as employees are required to provide receipts. Standard Vouchers should be prepared by agencies to reimburse eligible employees.

Agency Payment Processing Instructions Effective immediately, agencies may submit transactions on the Time Entry panel as follows:

Work Related Clothing Allowance (BU 03)

For the October 1999 payment:

Earning Begin Date: 10011999 or date returned to the payroll
Earning End Date: 10011999 or date returned to the payroll
Earn Code: UA2
Amount: $44.00

For the October 2000 payment:

Earning Begin Date: 10012000 or date returned to the payroll
Earning End Date: 10012000 or date returned to the payroll
Earn Code : UA2
Amount: $44.00

Uniform Maintenance Allowance (BU 04)

For the October 1999 payment:

Earning Begin Date: 10011999 or date returned to the payroll
Earning End Date: 10011999 or date returned to the payroll
Earn Code: UA4
Amount: $60.00 (Full-time employees)
$40.00 (Part-time employees)

For the October 2000 payment:

Earning Begin Date: 10012000 or date returned to the payroll
Earning End Date: 10012000 or date returned to the payroll
Earn Code UA4
Amount: $60.00 (Full-time employees)
$40.00 (Part-time employees)
Payroll Register and Employee Paycheck

 

 The amounts will be included in the employee’s regular paycheck, subject to payroll taxes and reported as ordinary income on the employee’s W-2. The earn code UA2 or UA4 and the amount will be displayed on the payroll register. The earnings description ‘Uniform Allowance NU03' or ‘Uniform Allowance NU04' and the amount will be displayed on the employee’s check or advice.
Questions Questions on eligibility should be directed to the Governor’s Office of Employee Relation.

Questions regarding payment processing may be directed to the Payroll Audit mailbox.