Payroll System Replacement Project

Subject: Instructions for Payment of 1998
Uniform Allowance
Bulletin No. 46
Date: 10/29/98
 Purpose

This bulletin explains the procedures for payment of the Uniform Allowances for 1998 for eligible employees in the Security Services (01), Security Supervisors (61), Management/Confidential (06), Institutional Services Unit (04), Operational Services Unit (03) and State Police (07). Refer to the memorandum for each negotiating unit issued by the Governor’s Office of Employee Relations for eligibility requirements.

1. State Police (07)-$100, Security Services (01) and Security Supervisors (61)-$550 Shock Incarceration Camps-$600 - Uniform Allowance

OSC will automatically pay the 1998 Uniform Allowance to members of these units who were active on the payroll on November 1st, 1998, for Institution and Administration agencies. The amount of the payment is $100 for State Police and $550 for all full-time employees in Security Units, except for employees in the Shock Incarceration Camps who receive $600 (Agencies 10190, 10200, 10510, 10600 and 10820). Employees on sick leave at 50 percent are entitled to a full amount. Employees who are on a part-time basis will automatically receive a pro-rated amount. The payment will be made by separate check along with the regular November 19, 1998 check, for Institution and November 25, 1998, for Administration. The separate check for the Uniform Allowance will not be direct deposited.

Prepare the attached Payroll Certification form. Enter "UNIFORM ALLOWANCE" at the top. Fill in the Dept ID, Payroll Department and Check Date. For Institution agencies use the check date of 11/19/1998 . For Administration agencies use the check date of 11/25/1998. If a valid Payroll Certification is not received, Uniform Allowance checks will not be issued to the agency.

After processing this payment, eligible employees on an approved leave without pay status can be paid by a time entry transaction upon return to the payroll. See Time Entry Procedures. This will be a separate payment. It will be issued along with the employees regular pay for that pay period. If the employee’s regular check is direct deposit, their separate payment will be issued as a direct deposit.

2. Management/Confidential (06) 1998 -$550-Uniform Maintenance and Cleaning Allowance

Eligible employees are entitled to a Uniform and Cleaning and Maintenance Allowance of $550. The allowance is paid through a time entry transaction. See Time Entry Procedures below.

3. CSEA-Institutional Services Unit (04) 1998 - $60 or $40 Uniform Maintenance Allowance

Eligible employees are entitled to a uniform maintenance allowance of $60. Part-time employees will receive $40. The allowance is paid through a time entry transaction. See Time Entry Procedures below.

4. CSEA -Operational Services Unit (03) 1998 -$39 Work Related Clothing Allowance

The work related clothing allowance for this unit is to be paid either through the Payroll System or on Standard Vouchers.

Standard Vouchers are to be used to reimburse employees when receipts are provided. If no receipt is provided, the payment is taxable and must be paid on the payroll through a transaction on time entry. See Time Entry Procedures below.

5. CSEA-Institutional Services Unit (04) 1998-Work Related Clothing Allowance

The work related clothing allowance (up to $30) will not be paid through the Payroll System as employees are required to provide receipts. Standard Vouchers should be prepared to reimburse eligible employees.

AC-1265 PAYROLL HEADER FILE IS NOT NEEDED

Header File Notices are not required in PaySR. The Uniform Allowance will be charged appropriately based on funding information stored in PaySR.

TIME ENTRY PROCEDURES

Agencies may submit time entry transactions for payments or adjustments starting with Pay Period 17Lag Institution and Administration.

For eligible employees (CSEA and Management Confidential)who are not receiving the automatic payment and are active on the payroll:

EARNINGS BEGIN DATE: Use 11/01/1998

EARNINGS END DATE: Use 11/01/1998

EARN CODE: Use the following appropriate earn code:

                                                 UA1 for employees in bargaining units 01 or 61                                                    UA2 for employees in bargaining unit 03                                                    UA3 for employees in bargaining unit 07                                                    UA4 for employees in bargaining unit 04                                                    UA7 for employees in bargaining unit 06

AMOUNT: Enter payment amount

For any eligible employee returning to the payroll that did not receive the payment:

EARNINGS BEGIN DATE: Use the date the employee was returned to the payroll

EARNINGS END DATE: Use the date the employee was returned to the payroll

EARN CODE: Use the following appropriate earn code:

                                               UA1 for employees in bargaining units 01 or 61                                                  UA2 for employees in bargaining unit 03                                                  UA3 for employees in bargaining unit 07                                                  UA4 for employees in bargaining unit 04                                                  UA7 for employees in bargaining unit 06

AMOUNT: Enter payment amount

For employees who received a uniform allowance payment and the payment amount requires an adjustment:

 

EARNINGS BEGIN DATE: Use the date that was entered for the original uniform allowance transaction

EARNINGS END DATE: Use the date that was entered for the original Uniform allowance transaction

EARN CODE: Use the following appropriate earn code:

                                                UA1 for employees in bargaining units 01 or 61                                                   UA2 for employees in bargaining unit 03                                                   UA3 for employees in bargaining unit 07                                                   UA4 for employees in bargaining unit 04                                                   UA7 for employees in bargaining unit 06

AMOUNT: Enter a negative payment amount

TAXES

There will be no special tax calculation since PaySR uses the annualized tax method for all payments.

PAYROLL REGISTER

The Uniform Allowance payment will be displayed on the regular payroll register with the specified earn code for Uniform Allowance:

UA1 for employees in bargaining units 01 or 61
UA2 for employees in bargaining unit 03
UA3 for employees in bargaining unit 07
UA4 for employees in bargaining unit 04
UA7 for employees in bargaining unit 06

EMPLOYEE’S CHECK STUB

The employee’s stub will display the specified earn code for uniform allowance and the payment amount.

 

PaySR 7/98

NYS Office of the State Comptroller

PAYROLL CERTIFICATION

  DEPT ID PAYROLL DEPARTMENT CHECK DATE  
         

Agency Payroll Certification

TO THE STATE COMPTROLLER: This is to certify that the persons named in the previous payroll as adjusted by the current payroll and personnel data entered into PaySR are employed solely in and have actually performed the proper duties of the positions and employments indicated, and this payroll for the above check date is approved and is certified for payment.

 

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