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Date: November 15, 2011 - AMENDED

Bulletin Number: 1103

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Subject

2011 Uniform Allowance and Uniform Clothing Allowance for Security Employees in Bargaining Units 21, 31 and 91.


Purpose

To inform agencies of OSC’s automatic processing and to provide instructions to agencies for processing transactions not processed automatically.

Affected Employees

Employees represented by NYSCOPBA (Bargaining Unit 21) NYS PBA Inc. (Bargaining Unit 31), and Council 82 Security Supervisors Unit (Bargaining Unit 91).


Effective
Date(s)

Payments will be made in separate checks for the Uniform and Clothing Allowances dated 12/1/11 (Institution) and 12/7/11 (Administration).


Background

Pursuant to Chapter 150 of the Laws of 2010 and a GOER memorandum dated 11/8/11, a Uniform Allowance is provided to non-arbitration eligible employees represented by NYSCOPBA (Bargaining Unit 21).

Chapter 114 of the Laws of 2006 and a GOER memorandum dated 11/8/11, provide Uniform Allowance and Clothing Allowance payments to eligible employees represented by NYS PBA Inc. (Bargaining Unit 31).

Chapter 152 of the Laws of 2010 and a GOER memorandum dated 11/8/11, provide Uniform Allowance and Clothing Allowance payments to eligible employees represented by Council 82 Security Supervisors Unit (Bargaining Unit 91).


Eligibility

Eligible employees must be in an eligible bargaining unit and have a status of Active, Paid Leave or Leave of Absence with a reason of Military Stipend on the eligibility date.

Employees who otherwise meet the eligibility requirements but are on an approved Leave Without Pay on the eligibility date, except for those on Military Stipend, are eligible for the payment, provided the employee returns to the payroll within one (1) year of the eligibility date. The payment is based on the work percentage before the employee was placed on leave.

Eligible employees working part-time on the eligibility date are entitled to receive a prorated payment based on the employee’s part-time percentage on the eligibility date.

Eligible full-time employees on Sick Leave at 50 percent pay on the eligibility date are entitled to the full payment.

Eligible part-time employees on Sick Leave with partial pay on the eligibility date are entitled to a prorated payment based on the employee’s regular part-time percentage prior to the leave.

Eligible employees on Military Stipend Leave (paid or unpaid) on the eligibility date are entitled to the payment based on the work percentage before the employee was placed on leave.

Eligible employees who are on a Paid Leave of Absence for reasons other than Sick or Military Stipend Leave on the eligibility date are eligible for the payment based on the employee’s percentage on the eligibility date.

The eligibility dates are:

  • 11/2/11 for employees in Institution agencies.
  • 11/9/11 for employees in Administration agencies.

Payment Amounts and Eligible Titles

Bargaining Unit 21

Uniform Allowance (UA8):      $661
All Bargaining Unit 21 titles are eligible.

Bargaining Unit 31

Uniform Allowance (UA1):       $625
Eligible Titles:
Environmental Conservation Officer Trainee 1
Environmental Conservation Officer Trainee 2
Environmental Conservation Officer Trainee 1 (SPL)
Environmental Conservation Officer Trainee 2 (SPL)
Environmental Conservation Officer
Environmental Conservation Officer (SPL)
Supervising Environmental Conservation Officer
Chief Environmental Conservation Officer
Park Patrol Officer Trainee
Park Patrol Officer Trainee (SPL)
Park Patrol Officer
Park Patrol Officer (SPL)
Sergeant Park Patrol
Lieutenant Park Patrol
Captain Park Patrol
University Police Officer 1
University Police Officer 1 (SPL)
University Police Officer 2
Forest Ranger 1
Forest Ranger 2
Forest Ranger 3

Clothing Allowance (CA1):      $1,000
Eligible Titles:
Environmental Conservation Investigator 1
Environmental Conservation Investigator 2
Environmental Conservation Investigator 3
Environmental Conservation Investigator 4
University Police Investigator 1
University Police Investigator 2
(Park Patrol Officers, Sergeants Park Patrol, Lieutenants Park Patrol, and Captains Park Patrol who work as plain clothes Detectives)

Employees may not receive both the Uniform and Clothing Allowances.

Bargaining Unit 91

Uniform Allowance (UA1)       $661
All Bargaining Unit 91 titles are eligible.

OSC Actions

OSC will automatically process the 2011 Uniform Allowance and 2011 Clothing Allowance payments for eligible employees who were Active on the payroll, on a Leave of Absence with a reason of Military Stipend or on a Paid Leave of Absence on 11/2/11 (Institution agencies) and 11/9/11 (Administration agencies).


Agency Actions

Agencies must submit the payment for employees who otherwise meet the eligibility requirements but are on a Leave of Absence for a reason other than Military Stipend on the eligibility date and return to work within one (1) year of the eligibility date.

The amounts below must be prorated for part-time employees based on their part-time percentage on the eligibility date.

The agency must enter the following information in the Time Entry page:


Earnings Begin Date:

11/2/11 or date employee returned to the payroll for Institution agencies; 11/9/11 or date the employee returned to the payroll for Administration agencies.

Earnings End Date:

Same as Earnings Begin Date.

Earn Code:

Bargaining Unit 21:
UA8 – Uniform Allowance ($661)

Bargaining Unit 31:
UA1 – Uniform Allowance ($625)
CA1 – Clothing Allowance ($1,000)

Bargaining Unit 91:
UA1 – Uniform Allowance ($661)

Amount:

Enter payment amount.


Agency Actions- Office of Parks, Recreation and Historic Preservation

Office of Parks, Recreation and Historic Preservation agencies must update employees in the titles of Park Patrol Officer, Sergeant Park Patrol, Lieutenant Park Patrol, and Captain Park Patrol who work as plain clothes Detectives and who are eligible for the Police Clothing Allowance. UA1 rows will be inserted automatically in Time Entry for these employees. After OSC contacts Parks Main Office, agencies must delete the UA1 row and enter a CA1 row to pay the employee the correct amount.

Control-D Reports

Time Entry Payment report NPAY771 will be available after the automatic payment is loaded into the Time Entry page (11/18/11 for Institution agencies and 11/25/11 for Administration agencies).

The report contains the following data:
DeptID
EmplID
Empl Record
Name
Earn Code
Earns End Date
Grade
Barg Unit
Part Time %
Amount
Number of Payments Processed
Total Payment Amount

Miscellaneous Payment Information

The Uniform Allowance and Clothing Allowance payments are not pensionable and are not included in the calculation of overtime.

There is no direct deposit for these payments.

Tax Information

This payment is subject to income and payroll withholding taxes. If an additional tax amount is in the employee’s tax data record, the additional tax will be deducted from both the regular paycheck and the separate paycheck.

Payroll Register and Employee’s Paycheck

The earn code and the amount will be displayed on the payroll register. The earnings description and the amount will be displayed on the employee’s paycheck stub.

Questions

Questions about this Bulletin may be directed to the Payroll Earnings mailbox.