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Date: November 25, 2013

Bulletin Number: 1285

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Subject

2013 Uniform Cleaning and Maintenance Allowance for Employees Designated Management Confidential (M/C) in Negotiating Unit 06

Purpose

To provide instructions to agencies for processing the 2013 Uniform Cleaning and Maintenance Allowance payment.

Affected Employees

Employees designated M/C in Negotiating Unit 06 who meet the eligibility criteria defined below.

Effective Date(s)

Payments may be made in Pay Period 17L paychecks dated 12/12/13 (Institution) and Pay Period 18L paychecks dated 12/18/13 (Administration).

Background

Pursuant to a GOER Memorandum dated 11/06/13, a 2013 Uniform Cleaning and Maintenance Allowance payment is authorized for eligible M/C employees.

Eligibility Criteria and Payment Information

Employees in the following departments and titles are eligible for the 2013 Uniform Cleaning and Maintenance Allowance payments as listed, provided the eligibility criteria defined below are met:

Department of Correction and Community Supervision:

Deputy Superintendent for Security Services 2
Deputy Superintendent for Security Services 3
Correction Captain
Director of C.E.R.T. Operations in DOCCS

$1,200
$1,200
$1,200
$1,200



Department of Environmental Conservation:

Director, Division of Law Enforcement Assistant
Director, Division of Law Enforcement
Supervisor, Forest Ranger Services
Assistant Supervisor, Forest Ranger Services

$625
$625
$625
$625



Office of Parks, Recreation and Historic Preservation:

Chief of Regional Park Police 1

$625

Chief of Regional Park Police 2

$625

Chief of Regional Park Police 3

$625

Director of Law Enforcement

$625

Asst. Director of Park Police

$625


To be eligible for the full payment, the employee must be full time annual salaried and be Active on the payroll on 11/06/13 (Administration) or 11/13/13 (Institution).

Eligible employees who are on a leave with at least 50% pay on 11/06/13 (Administration) or 11/13/13 (Institution) are eligible for the full payment.

Eligible employees working part time are entitled to a prorated amount based on the employee’s part time percentage on 11/06/13 (Administration) or 11/13/13 (Institution).

Eligible part time employees on Sick Leave at less than 50% pay on 11/06/13 (Administration) or 11/13/13 (Institution) are entitled to a prorated amount based on the employee’s regular part time percentage prior to their leave.

Eligible employees on an approved Leave Without Pay on 11/06/13 (Administration) or 11/13/13 (Institution) are entitled to the payment, provided the employee returns to the payroll within one (1) year of the eligibility date.

Eligible employees on Military Stipend on 11/06/13 (Administration) or 11/13/13 (Institution) are eligible for the payment on the payments dates noted above.

Agency Actions

To pay the 2013 Uniform Cleaning and Maintenance Allowance to eligible employees, agencies must enter the following information on the Time Entry page in Pay Period 17L (Institution) and 18L (Administration). The agency where the employee was employed on the eligibility date must submit the payment.

The agency must report the Earn Code UA7 in the Time Entry page as follows:

Earning Begin Date:

Enter 11/06/13 (Administration) or 11/13/13 (Institution) or the date the employee returned to the payroll.

Earning End Date:

Enter the same date as the Earnings Begin Date.

Earn Code:

UA7

Amount:

Enter the payment amount


Miscellaneous Payment Information

The 2013 Uniform Cleaning and Maintenance Allowance payment is not pensionable and is not included in the calculation of overtime.
Tax Information

The Uniform Allowance payment will be included in the employee’s taxable gross income. The payment is 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 UA7 and the amount will be displayed on the payroll register. The earnings description “Uniform Allowance NU06” and the amount will be displayed on the employee’s paycheck stub or direct deposit advice.

Questions

Questions about eligibility should be directed to your agency Labor Relations Office.

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