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Date: October 30, 2015

Bulletin Number: 1429

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Subject

2015 Uniform Maintenance Allowance and 2015 Work-Related Clothing Allowance for ISU Employees Represented by the Civil Service Employees Association (CSEA)

Purpose

To provide agency instructions for processing the 2015 CSEA ISU Uniform Maintenance Allowance and 2015 CSEA ISU Work-Related Clothing Allowance.

Affected Employees

Employees in the Institutional Services Unit (ISU) – BU04 who meet the eligibility criteria.

Background

Article 49.1 and Article 49.2 of the 2011-2016 ISU Agreement between the State of New York and the Civil Service Employees Association and the Governor’s Office of Employee Relations (GOER) memorandum dated 10/14/15 provide for a Uniform Maintenance Allowance and Work-Related Clothing Allowance, respectively.

Effective Date(s)

The 2015 CSEA ISU Uniform Maintenance Allowance and 2015 CSEA ISU Work-Related Clothing Allowance may be processed beginning in Administration Pay Period 18L, paychecks dated 12/16/15 or Institution Pay Period 18L, paychecks dated 12/24/15.

Eligibility Criteria

Uniform Maintenance Allowance

Employees in Bargaining Unit 04 on 10/01/15 are eligible to receive the 2015 CSEA ISU Uniform Maintenance Allowance provided the employee:

  • Has a Payroll Status of Active, Leave With Pay or Leave of Absence with an Action/Reason code of Leave of Absence/MLS (Mil Stip); and
  • Has a Pay Basis Code of Ann or BIW (only if the employee has a Payroll Status of Leave With Pay with an Action/Reason code of Paid Leave of Absence/MLS); and
  • Works in a food service or direct care title (see GOER memorandum for a list of eligible titles) and is required to wear a uniform on a daily basis in their performance of their job; and
  • Does not receive a regular uniform service; and
  • Has completed six (6) months of service in the eligible title during fiscal year 2015-2016.

In addition, part-time employees must have worked at least twenty (20) hours per week to be eligible.

An employee who otherwise meets the eligibility criteria but is on an authorized leave of absence with a Payroll Status of Leave of Absence (except with an Action/Reason code of Leave of Absence/MLS) on 10/01/15 and who returns by 03/31/16 is eligible for the payment upon the return from leave.

Work-Related Clothing Allowance

Employees in Bargaining Unit 04 on 10/01/15 are eligible to receive the 2015 CSEA ISU Work-Related Clothing Allowance provided the employee:

  • Has a Payroll Status of Active, Leave With Pay or Leave of Absence with an Action/Reason code of Leave of Absence/MLS (Mil Stip); and
  • Has a Pay Basis Code of ANN and BIW (only if the employee has a Payroll Status of Leave With Pay with an Action/Reason code of Paid Leave of Absence/MLS); and
  • Works in an eligible title (see GOER memorandum for a list of eligible titles); and
  • Does not receive work related clothing; and
  • Has completed six (6) months of service in the eligible title during fiscal year 2015-2016.

In addition, part-time employees must have worked at least twenty (20) hours per week to be eligible.

An employee who otherwise meets the eligibility criteria but is on an authorized leave of absence with a Payroll Status of Leave of Absence (except with an Action/Reason code of Leave of Absence/MLS) on 10/01/15 and who returns by 03/31/16 is eligible for the payment upon the return from leave.

New Time Entry Code

New Time Entry Code

OSC has created a new Time Entry earnings code to pay the Work-Related Clothing Allowance to eligible employees in Bargaining Unit 04, under Article 49.2 of the ISU Agreement for certain ISU-represented titles.  Please see the list of eligible titles on the GOER memorandum dated 10/14/15 under Attachment B.

UAC – Uniform Allowance Clothing ISU

Note:  Employees covered under Article 49.1, payment of the Uniform Maintenance Allowance shall continue to be paid using Earn Code UA4.

Agency Actions

Employee Reimbursement Distribution Method

If an employee provides work-related clothing purchase receipts dated 04/01/15 through 03/31/16, the allowance (Up to $58.00) is paid by separate check as explained in the 10/14/15 GOER memorandum.  Agencies must make the payment to individual employees and submit one journal entry reimbursement for all affected employees using the following Statewide Financial System chart field.

 

Article

SFS Business Unit

Dept. Value

Program Value

Fund Value

Acct Code

49.1

OER01

1120220

24117

10050

54001

49.2

OER01

1120220

24118

10050

54001

Direct Employee Allowance Distribution Method

To pay eligible employees the 2015 CSEA ISU Uniform Maintenance Allowance of $88.00 (full-time employees) or $68.00 (part-time employees), agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Code UA4.

Earnings Begin Date:

10/01/15 or the date the employee returned to the payroll

Earnings End Date:

Same as Earnings Begin Date

Earn Code:

UA4

Amount:

$88.00 – full-time employees
$68.00 – part-time employees who work at least 20 hours per week

To pay eligible employees who do not submit work-related clothing purchase receipts, the 2015 CSEA ISU Work-Related Clothing Allowance of $58.00, agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Code UAC.

Earnings Begin Date:

10/01/15 or the date the employee returned to the payroll

Earnings End Date:

Same as Earnings Begin Date

Earn Code:

UAC

Amount:

$58.00


Miscellaneous Payment Information

The 2015 CSEA ISU Uniform Maintenance Allowance and the 2015 CSEA ISU Work-Related Clothing Allowance are not pensionable and are not included in the calculation of overtime.

Tax Information

These monies are taxable income, will be included in the employee’s taxable gross and are subject to all employment taxes and income taxes.  Income taxes will be calculated using the employee’s current Tax Marital Status and Withholding Allowance on the Update Employee Tax Data page.  The monies will be included in the employee’s taxable gross and will be reported on the employee’s Form W-2 using code UTA (Uniform/Tool Allowance).

Payroll Register and Employee’s Paycheck/Advice

The Earnings Code UA4 and UAC and the amount paid will be displayed on the Payroll Register.  The Earnings Description Uniform Allowance NU 04 and Uniform Allowance Clothing ISU and the amount paid will appear on the employee’s paycheck stub or direct deposit advice.

Questions

Questions regarding eligibility for this payment may be directed to the Governor’s Office of Employee Relations.

Questions regarding this bulletin may be directed to the Payroll Earning mailbox.

Questions regarding taxes may be directed to the Tax and Compliance mailbox.