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Date: June 16, 2017

Bulletin Number: 1577

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Subject 2014-2015, 2015-2016 and 2016-2017 Uniform Maintenance Allowance for Employees in the Fire Protection Specialist Title Series Represented by the Public Employees Federation (PEF)

Purpose To provide the Division of Homeland Security and Emergency Services instructions for processing the 2014-2015, 2015-2016 and 2016-2017 PEF OFPC Uniform Maintenance Allowance.

Affected Employees Employees in the Fire Protection Specialist title series at the Office of Fire Prevention and Control (OFPC) in the Division of Homeland Security and Emergency Services who meet the eligibility criteria.

Background The OFPC Uniform Allowance Side Letter contained in the 2015-2016 Agreement between the State of New York and the Public Employees Federation (PEF) and an email of Agreement Regarding Policy on Wearing Department Supplied Uniforms dated 12/16/16 provide for a Uniform Maintenance Allowance.

The OFPC Uniform Allowance Side Letter contained in the 2017-2019 Agreement between the State of New York and the Public Employees Federation (PEF) and an email of Agreement Regarding Policy on Wearing Department Supplied Uniforms provides for a Uniform Maintenance Allowance.

Effective Date(s) The 2014-2015, 2015-2016 and 2016-2017 PEF OFPC Uniform Maintenance Allowance may be submitted beginning in Administration Pay Period 6L, paychecks dated 07/12/17.

Eligibility Criteria Employees in Bargaining Unit 05 on:
  • 04/01/15 are eligible to receive the 2014-2015  PEF OFPC Uniform Maintenance Allowance,
  • 04/01/16 are eligible to receive the 2015-2016 PEF OFPC Uniform Maintenance Allowance
  • 04/01/17 are eligible to receive the 2016-2017 PEF OFPC Uniform Maintenance Allowance

Provided the employee on the above eligibility dates:

  • 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 full-time in a Fire Protection Specialist title and is required to wear a uniform; and
  • Does not receive a regular uniform service.

An employee who otherwise meets the eligibility criteria but was 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 the payment eligibility dates noted above and who returned by 09/30/15 for the 2014-2015 payment, 9/30/16 for the 2015-2016 payment and 9/30/17 for the 2016-2017 payment is eligible for the specified payment upon the return from leave.

Agency Actions To pay eligible employees the PEF OFPC 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 UAP.

2014-2015 PEF OFPC Uniform Maintenance Allowance

Earnings Begin Date:

04/01/15 or the date the employee returned to the payroll

Earnings End Date:

Same as Earnings Begin Date

Earn Code:

UAP

Amount:

$88.00 – full-time employees
$68.00 – part-time employees

2015-2016 PEF OFPC Uniform Maintenance Allowance

Earnings Begin Date:

04/01/16 or the date the employee returned to the payroll

Earnings End Date:

Same as Earnings Begin Date

Earn Code:

UAP

Amount:

$88.00 – full-time employees
$68.00 – part-time employees

2016-2017 PEF OFPC Uniform Maintenance Allowance

Earnings Begin Date:

04/01/17 or the date the employee returned to the payroll

Earnings End Date:

Same as Earnings Begin Date

Earn Code:

UAP

Amount:

$88.00 – full-time employees
$68.00 – part-time employees


Miscellaneous Payment Information

The 2014-2015, 2015-2016 and 2016-2017 PEF OFPC Uniform Maintenance Allowance are not pensionable and are not included in the calculation of overtime.

Tax Information The 2014-2015, 2015-2016 and 2016-2017 PEF OFPC Uniform Maintenance Allowance (UAP) is supplemental taxable wages, will be included in the employee’s taxable gross and is subject to all employment and income taxes. 

Federal, State and New York City income tax withholding will be calculated using the Aggregate method. Yonkers income tax withholding will be calculated using the Flat Rate method (1.61135% for Yonkers residents and 0.50% for Yonkers non-residents).

Payroll Register and Employee’s Paycheck/Advice The Earnings Code UAP and the amount paid will be displayed on the Payroll Register.  The Earnings Description Uniform Allowance – BU05 OFPC 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.

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

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