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Date: November 9, 2017

Bulletin Number: 1611

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Subject 2017 Clothing Allowance for Certain APSU Employees Represented by the Police Benevolent Association of New York State, Inc. (PBANYS)

Purpose To inform agencies of OSC’s automatic processing of the 2017 APSU Clothing Allowance and to provide agency instructions for payments not processed automatically.

Affected Employees

Employees in the Agency Police Services Unit (APSU) – BU31 who meet the eligibility criteria.

Background Chapter 15 of the Laws of 2012, which implemented the 2009-2016 Agreement between the State of New York and the Police Benevolent Association of New York State, Inc. (PBANYS) provides for a Clothing Allowance.

In addition, a Governor’s Office of Employee Relations (GOER) memorandum dated October 26, 2017 authorizes the 2017 payment.

Effective Date(s) The 2017 APSU Clothing Allowance will be processed in a separate check in Administration Pay Period 16L, paychecks dated 11/29/17.  There is no direct deposit for this payment.

Eligibility Criteria Employees in Bargaining Unit 31 on 11/15/17 are eligible to receive the 2017 APSU 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 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
  • Is classified as an investigator or detective in one of the following titles; or
    • Environmental Conservation Investigator 1
    • Environmental Conservation Investigator 2
    • Major Environmental Conservation
    • University Police Investigator 1
    • University Police Investigator 2
  • Is working as a plain clothes detective in the Office of Parks, Recreation and Historic Preservation in one of the following titles.
    • Park Police Officer
    • Park Police Officer SL
    • Sergeant Park Police
    • Lieutenant Park Police
    • Captain Park Police

In addition, 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 11/15/17 and who returns to the payroll within one (1) year from 11/15/17 is eligible for the payment upon the return from leave.  The payment amount is based on the employee’s percentage prior to the leave.

OSC Actions OSC will automatically process the 2017 APSU Clothing Allowance for those employees who meet the eligibility criteria with the following exceptions:
  • Employees with a Payroll Status of Leave of Absence (except with an Action/Reason code of Leave of Absence/MLS).
  • Employees working as plain clothes detectives in the Office of Parks, Recreation and Historic Preservation in one of the following titles:
    • Park Police Officer
    • Park Police Officer SL
    • Sergeant Park Police
    • Lieutenant Park Police
    • Captain Park Police

The payment amount is $400 or a prorated amount.

  • Employees with a Payroll Status of Leave With Pay and an Action/Reason code of Paid Leave of Absence/SKL (Sick Leave) on 11/15/17 receive an amount based on the employee’s percentage prior to the leave.  The full payment amount is multiplied by the employee’s Empl Work Percent, on the Job Data/Job Information page, in effect prior to the leave.
  • All other employees (including employees on a Leave With Pay, Paid Military Stipend Leave and Unpaid Military Stipend Leave) receive an amount based on the employee’s percentage in effect on 11/15/17.  The full payment amount is multiplied by the employee’s Empl Work Percent, on the Job Data/Job Information page, in effect on 11/15/17.

A Time Entry transaction will be created automatically for eligible employees with the following information:

Earnings Begin Date:

11/15/17

Earnings End Date:

11/15/17

Earn Code:

CA1

Amount:

$400 or a prorated amount


Agency Actions The agency is responsible for submitting a Time Entry transaction for eligible employees who are on an authorized leave of absence on 11/15/17 and who return to the payroll within one year from 11/15/17; the transaction should be submitted in the pay period the return from leave is processed.

The Office of Parks, Recreation and Historic Preservation is responsible for submitting a Time Entry transaction for employees working as plain clothes detectives in one of the following titles:

    • Park Police Officer
    • Sergeant Park Police
    • Lieutenant Park Police
    • Captain Park Police

Submitting Payment

To pay the 2017 APSU Clothing Allowance to eligible employees not processed automatically or who return from an authorized leave of absence, agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Codes CA1.

Earnings Begin Date:

11/15/17 or the date the employee returns from an authorized leave of absence

Earnings End Date:

Same as Begin Date

Earn Code:

CA1

Amount:

$400 or prorated amount


Control-D Report After the automatic processing of the 2017 APSU Clothing Allowance is completed, the following Control-D report will be available for agency use.

NPAY771 – Time Entry Payment Report

This report identifies all employees who received the APSU Clothing Allowance.

Miscellaneous Payment Information

The 2017 APSU Clothing Allowance is not pensionable and is not included in the calculation of overtime.

Tax Information The 2017 APSU Clothing Allowance is supplemental taxable income, will be included in the employee’s taxable gross subject to 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.   Yonkers Flat Rate Withholding is 1.61135% for Yonkers residents and 0.50% for Yonkers non-residents.

Payroll Register and Employee’s Paycheck/Advice The Earnings Code CA1 and the amount paid will be displayed on the Payroll Register.  The Earnings Description Clothing Allowance – BU 31 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.