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Date: October 28, 2016

Bulletin Number: 1512

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Subject 2016 Uniform Cleaning and Maintenance Allowance for Certain SSU Interest Arbitration Ineligible Employees Represented by the NYS Correctional Officers and Police Benevolent Association, Inc. (NYSCOPBA)

Purpose To provide agency instructions for processing the 2016 SSU Uniform Cleaning and Maintenance Allowance.

Affected Employees Interest arbitration ineligible employees in the Security Services Unit (SSU) – BU21 who meet the eligibility criteria.

Background Chapter 67 of the Laws of 2012, which implemented the 2009-2016 Agreement, including Appendix D (Seasonal/Temporary Part-Time employees Agreement), between the State of New York and the NYS Correctional Officers and Police Benevolent Association, Inc. () provides for a uniform allowance.

A Governor’s Office of Employee Relations (GOER) memorandum dated October 5, 2016 authorizes the 2016 payment.

Effective Date(s) The 2016 SSU Uniform Cleaning and Maintenance Allowance should be processed in Institution Pay Period 17L, paychecks dated 12/08/16 or Administration Pay Period 17L, paychecks dated 12/14/16.  The payment is made in a separate check and there will be no direct deposit for this payment.

Eligibility Criteria Seasonal/temporary part-time employees in Bargaining Unit 21 who are covered under Appendix D are eligible to receive the 2016 SSU Uniform Cleaning and Maintenance Allowance.  Employees who have a Payroll Status of Active, Leave With Pay or Leave of Absence with an Action/Reason code of Leave of Absence/MLS (Mil Stip) may receive the payment as noted above.  Employees 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) may receive the payment upon the return from leave.

Eligible employees who work more than 520 hours in a fiscal year, are eligible to receive one-quarter (1/4) of the $1075 allowance (rounded up to the nearest dollar).  Eligible employees who work more than 1040 hours in a fiscal year are eligible to receive one-half (1/2) of the $1075 allowance (rounded up to the nearest dollar).  The number of hours for employees who have a Payroll Status of Leave of Absence are based on the number of hours worked in the fiscal year prior to the leave of absence.

Agency Actions To pay the 2016 SSU Uniform Cleaning and Maintenance Allowance to eligible employees, agencies must submit the following information on the Time Entry page or Time Entry Interface (NPAY502) using Earnings Code UA8.

Earnings Begin Date:

11/23/16 – Administration Extra Lag
11/30/16 – Administration Lag
11/16/16 – Institution Extra Lag
11/23/16 – Institution Lag
Or the date the employee returns from an authorized leave of absence

Earnings End Date:

Same as Begin Date

Earn Code:

UA8

Amount:

As determined above


Miscellaneous Payment Information The 2016 SSU Uniform Cleaning and Maintenance Allowance is not pensionable and is not included in the calculation of overtime.

Tax Information These monies are taxable income and are subject to all employment taxes and income taxes.  If the employee has any additional tax amount on the Update Employee Tax Data page, the additional amount will be deducted from both the employee’s regular paycheck and the separate paycheck.  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 UA8 and the amount paid will be displayed on the Payroll Register.  The Earnings Description Uniform Allowance – BU21 and the amount paid will appear on the employee’s paycheck stub and direct deposit advice (if applicable).

This payment will be made in a separate check regardless of when it is paid.  The separate check will be issued with the employee’s regular paycheck or direct deposit advice based on information for that check date.  There is no direct deposit for this payment.

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 Earnings mailbox.