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Date: December 30, 2011

Bulletin Number: 1122

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Subject

2011 CSEA Work Related Clothing Allowance for Bargaining Units 03 and 04; and 2011 Uniform Maintenance Allowance for Bargaining Unit 04

Purpose

To explain the procedures for processing the Work Related Clothing Allowance and the Uniform Maintenance Allowance payments.

Affected Employees

Eligible employees in CSEA Bargaining Units 03 and 04.


Effective Date(s)

Payments may be made in Pay Period 20L, paychecks dated 1/26/12 (Institution) and Pay Period 21L, paychecks dated 2/1/12 (Administration).

Background

Pursuant to the GOER Memorandum dated 12/20/11, Article 49.2c of the 2011-16 CSEA Operational Services Unit (BU03) Agreement  and the 2011-16 CSEA Institutional Services Unit (BU04) Agreement,  Work Related Clothing Allowance for CSEA Bargaining Units 03 and 04 and the Uniform Maintenance Allowance for Bargaining Unit 04, pursuant to the GOER Memorandum dated 12/20/11 is provided.

Eligibility
for BU03

CSEA Operational Services Unit (BU03)

$65.00 Work Related Clothing Allowance

The Work Related Clothing Allowance of $65.00 per year is to be paid either through the payroll system using the Time Entry page 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 through the payroll system.

To be eligible for the payment, the employee must be in an eligible title on 10/1/11 and in Active status as a full-time employee in BU03 on 10/5/11 for Institution agencies or 10/12/11 for Administration agencies.

Employees who are in Active status and are part-time or hourly on the eligibility date are eligible for the payment provided the employee worked in Bargaining Unit 03 for at least nine (9) continuous months, half-time or more.

Eligible employees who were on an appointed Leave Without Pay on 10/5/11 (Institution)  or 10/12/11( Administration) are entitled to the allowance provided the employee returns to the payroll by 3/31/12.

Eligible employees on Military Stipend on 10/5/11 (Institution)  or 10/12/11 ( Administration) are eligible for the payment on the payment dates noted above.

Eligibility
for BU04

CSEA Institutional Services Unit (BU04)

$58.00 Work Related Clothing Allowance

The Work Related Clothing Allowance of $58.00 is paid to eligible employees in Bargaining Unit 04 based on the following eligibility criteria.

The employee must be in an eligible title on 10/1/11 and have completed six (6) months of service in an eligible title during the Fiscal Year 2011-12 and be Active on the payroll on 10/5/11 (Institution)  or 10/12/11 (Administration).

Eligible employees who were on an appointed Leave Without Pay on 10/5/11 (Institution)  or 10/12/11( Administration) are entitled to the allowance provided the employee returns to the payroll by 3/31/12.

Eligible employees on Military Stipend on 10/5/11 (Institution)  or 10/12/11
( Administration) are eligible for the payment on the payment dates noted above.

Agencies should refer to the memorandum dated 12/20/11 from the Governor’s Office of Employee Relations for a list of eligible titles.

$88.00 or $68.00 Uniform Maintenance Allowance

Full-time eligible employees are entitled to a Uniform Maintenance Allowance of $88.00 per year. Part-time eligible employees who work at least twenty (20) hours per week are entitled to a Uniform Maintenance Allowance of $68.00 per year. Part-time and full-time status is determined by the employee’s employment status on 10/1/11.

The employee must be in an eligible title on 10/1/11 and have completed six (6) months of service in an eligible title during the Fiscal Year 2011-12 and be Active on the payroll on 10/5/11 (Institution)  or 10/12/11 (Administration).

Eligible employees who were on an appointed Leave Without Pay on 10/5/11 (Institution)  or 10/12/11( Administration) are entitled to the allowance provided the employee returns to the payroll by 3/31/12.

Eligible employees on Military Stipend on 10/5/11 (Institution)  or 10/12/11 ( Administration) are eligible for the payment on the payment dates noted above.

Agencies should refer to the memorandum dated 12/20/11 from the Governor’s Office of Employee Relations for a list of eligible titles.

Receipts

Agencies should refer to the memorandum dated 12/20/11 from the Governor’s Office of Employee Relations for applicable procedures when an employee provides a receipt.

Agency
Actions

Effective Pay Period 20L (Institution) and Pay Period 21L (Administration),  agencies may submit transactions on the Time Entry page using the following procedures. The agency where the employee was employed on 10/1/11 must enter the payment.

2011 – Work Related Clothing Allowance (BU03)

The agency must report the Earn Code UA2 in the Time Entry page as follows:

Earning Begin Date:

Enter 10/1/11 or the date the employee returned to the payroll.

Earning End Date:

Enter the same date as the Earnings Begin Date.

Earn Code:

UA2

Amount:

$65.00

2011- Uniform Maintenance Allowance and Work Related Clothing Allowance (BU04)

The agency must report the Earn Code UA4 in the Time Entry page as follows:

Earning Begin Date:

Enter 10/1/11 or the date the employee returned to the payroll.

Earning End Date:

Enter the same date as the Earnings Begin Date.

Earn Code:

UA4

Amount:

Enter the appropriate amount of the payment.



Miscellaneous Payment
Information

The 2011 Work Related Clothing Allowance and Uniform Maintenance Allowance payments are not pensionable and are not included in the calculation of overtime.


Tax Information

The Work Related Clothing Allowance and the Uniform Maintenance Allowance payments will be included in the employee’s taxable gross income.    The payments are subject to income and employment taxes and will be reported on employees’ Form W-2 under code UTA (Uniform/Tool Allowance).

Payroll Register
and Employee’s Paycheck/ Advice       

The Earnings 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 paycheck or direct deposit advice.

Questions

Questions about eligibility should be directed to the Governor’s Office of Employees Relations.

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