NYS Comptroller Seal  

Bureau of State Payroll Services

Date:  November 14, 2002

     Bulletin No. 355


Subject CSEA 2002 Work Related Clothing Allowances for Bargaining Units 03 and 04 and 2002 Uniform Maintenance Allowances for Bargaining Unit 04
Purpose To explain the procedures for processing the Work Related Clothing Allowance and Uniform Maintenance Allowance payments.
Effective
Date(s)
Administration checks dated December 4, 2002
Institution checks dated December 12, 2002
Contract Provisions The Governor's Office of Employee Relations has approved funding for the payment of Work Related Clothing Allowances for Bargaining Units 03 and 04 and Uniform Maintenance Allowances for Bargaining Unit 04 pursuant to Article 49 of the OSU 1999-2003 Agreement and Articles 49.1 and 49.2 of the ISU 1999-2003 Agreement.

Effected Employees and Eligibility Criteria
CSEA Operational Services Unit (BU 03)
2002 - $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, the employee must be on the payroll as a full-time employee in BU 03 on October 1, 2002 and on October 2, 2002 for employees in Institution agencies or October 9, 2002 for employees in Administration agencies.

Employees who are part-time or hourly on the eligibility dates are eligible for the payment provided they worked for at least 9 continuous months, time or more, in Bargaining Unit 03.

Eligible employees who were on an approved leave (with or without pay) on October 2, 2002 (Institution) or October 9, 2002 (Administration), are entitled to the allowance if they return to the payroll by March 31, 2003.

Employees on military leave as a result of the September 11, 2001 events may receive the payment immediately.

CSEA Institutional Services Unit (BU04)
2002 - $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 who work at least 20 hours per week are entitled to a uniform maintenance allowance of $40 per year. Part-time and full-time status is determined by the employee's employment status on October 1, 2002.

To be eligible for the payment, the employee must be working in an eligible title on October 1, 2002 
                        And
Have completed six months of service in an eligible title during the fiscal year 2001-2002
                        And
Be active on the payroll October 2, 2002 for employees in Institution agencies or October 9, 2002 for employees in Administration agencies.

Refer to the Memorandum dated 10/25/02 from the Governor's Office of Employee Relations for a list of eligible titles.

Employees who were on an approved leave (with or without pay) on October 2, 2002 (Institution) or October 9, 2002 (Administration), are entitled to the allowance provided they return to the payroll by March 31, 2003.

Employees on military leave as a result of the September 11, 2001 events may receive the payment immediately.

2002 Work Related Clothing Allowance
The work related clothing allowance of $30.00 is paid to eligible employees in Bargaining Unit 04 based on the following eligibility criteria:

The employee must be working in an eligible title on October 1, 2002 
                         And
Have completed six months of service in an eligible title during the fiscal year 2002-2003
                         And
Be active on the payroll October 1, 2002 for employees in Institution agencies or October 9, 2002 for employees in Administration agencies.

Employees who were on an approved leave (with or without pay) on October 2, 2002 (Institution) or October 9, 2002 (Administration), are entitled to the allowance provided they return to the payroll by March 31, 2003.

Employees on military leave as a result of September 11, 2001 events may receive the payment immediately.

Refer to the Memorandum dated 10/25/02 from the Governor's Office of Employee Relations for a list of eligible titles.

Note: For employees that provide receipts, refer to the Memorandum dated 10/25/02 from the Governor's Office of Employee Relations for applicable procedures.
Agency Actions Effective period 17L/18C, agencies may submit transactions on the Time Entry panel using the following procedures. The agency the employee was employed in on 10/1/2002 must enter the payment.

Work Related Clothing Allowance (BU 03)

The agency must report the earn code UA2 in the Time Entry panel as follows:
Earning Begin Date:  Enter 10/01/2002 or the date the employee returned to the payroll.
Earning End Date:  Enter the same date as the Earning Begin Date
Earn Code :  Enter the earn code UA2
Amount:  Enter $44.00

Uniform Maintenance Allowance and Work Related Clothing Allowance (BU 04)

The agency must report the earn code UA4 in the Time Entry panel as follows:

Earning Begin Date:  Enter 10/01/2002 or date returned to the payroll.
Earning End Date:  Enter the same date as the Earning Begin Date.
Earn Code: Enter the earn code UA4.
Amount:  Enter the appropriate amount of the payment.
Miscellaneous Payment Information  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.
Payroll Register and Employee Paycheck/Advice 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 Relations.

Questions about payment processing may be directed to your payroll auditor.