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Date: November 1, 2016

Bulletin Number: 1517

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Subject 2016 Uniform Maintenance Allowance for Employees in the Division of Military and Naval Affairs (DMNA) Represented by the Civil Service Employees Association (CSEA)

Purpose To provide agency instructions for processing the 2016 CSEA DMNA Uniform Maintenance Allowance.

Affected Employees Employees in the Division of Military and Naval Affairs – BU47 who meet the eligibility criteria.

Background Article 39 of the 2011-2016 DMNA Agreement between the State of New York and the Civil Service Employees Association and the Governor’s Office of Employee Relations (GOER) memorandum dated 10/4/16 provide for a Uniform Maintenance Allowance.

Effective Date(s) The 2016 CSEA DMNA Uniform Maintenance Allowance may be processed beginning in Administration Pay Period 16L, paychecks dated 11/30/2016.

Eligibility Criteria Employees in Bargaining Unit 47 on 10/01/16 are eligible to receive the 2016 CSEA DMNA 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, HRY 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 full-time in an eligible title (see GOER memorandum for a list of eligible titles) and is required to wear a uniform; and
  • Does not receive a regular uniform service; and
  • Is employed by the State at the time of the issuance of the allowance.

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 10/01/16 and who returns on or before 03/31/17 is eligible for the payment upon the return from leave.

Agency Actions To pay eligible employees the 2016 CSEA DMNA Uniform Maintenance Allowance of $52, agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Code UA9.

Earnings Begin Date:

10/01/16 or the date the employee returned to the payroll

Earnings End Date:

Same as Earnings Begin Date

Earn Code:

UA9

Amount:

$52.00


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

Tax Information The 2016 CSEA DMNA Uniform Maintenance Allowance is taxable income, will be included in the employee’s taxable gross and is 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 Earnings Code UA9 and the amount paid will be displayed on the Payroll Register. The Earnings Description Uniform Allowance NU46 and 47 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 Employees Relations.

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

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