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Date: January 22, 2009
Bulletin Number: UCS-145
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Subject

2009 Judicial Supplemental Support Allowance

 

Purpose

To explain procedures for processing Judicial Supplemental Support Allowance payments.

 

Affected Employees

Judges of the Unified Court System.

 

Effective Date(s)

Payment will be processed in a separate check dated March 4, 2009 (Administration).  There will be no direct deposit for this payment.

 

Background

 

The Judicial Supplemental Support Fund (date of inception is November 1, 2007) provides judges with up to $5,000 in payments for services and goods to support them in the performance of their judicial responsibilities.

The Unified Court System annually publishes the Judicial Supplemental Support Fund booklet which provides details of these payments.

The following allowances are lump sum payments for which receipts are not required and which will be processed through the payroll system:

  • Judicial robe purchase and maintenance allowance
  • Legal reference materials allowance
  • Health and wellness allowance
  • Health Care Expenses
  • Other

There are three additional categories that are out-of-pocket expenses.  Reimbursement for these expenses requires a receipt and expenses will be reimbursed through OSC State Expenditures:

  • Bar and judicial association dues and events
  • Educational programs

Judicial professional expenses

 

Eligibility Criteria

  • All judges in Active status are eligible for Fund benefits.
  • Part-time judges are eligible for a prorated portion of the $5,000 based on their part-time percentage.
  • Each judge will automatically receive the $5,000 allowance unless the judge chooses to receive a lesser amount by submitting an “Opt-Out Form” to the Office of Judicial Support by January 16, 2009 that designates the portion of the $5,000 to set aside for claims reimbursement.
  • Judges who retired on December 31, 2008 are eligible for a prorated, one-sixth share of the allowance based on the two months they served between November 1, 2008 and date of retirement.  Judges who retired on December 31, 2008 are eligible for $835 as an allowance or they may opt out of the allowance and submit claims for reimbursement.
  • Judges who are appointed during the claims period but after the allowance is paid may submit claims for reimbursement for up to $5,000 of the eligible out-of-pocket expenses incurred during their service in the claims period.
  • The one-year claims period begins November 1 through October 31.  Claims for services received and goods purchased during the claims period are reimbursable.
  • Allowances will be paid in a single payment in the early part of the calendar year.  The allowance amounts are prorated for judges who retired or otherwise separated from service on or before close of business December 31, 2008 and are prorated for part-time judges.
  • Allowance payments are taxable. Health care and health insurance premium expenses are taxable.
  • Business expenses are not taxed.  Nontaxable expense reimbursements will be paid quarterly in a separate check through OSC State Expenditures.

Expenses Reimbursement Schedule

Deadline for receipt of claims

Paid on or about

1st Quarter
11/1/08 - 1/31/09

February 19, 2009

March 26, 2009

2nd Quarter
2/1/09 – 4/30/09

May 21, 2009

June 25, 2009

3rd Quarter
5/1/09 – 7/31/09

August 20, 2009

September 24, 2009

4th Quarter
8/1/09 – 10/31/09

November 19, 2009

December 17, 2009

 

 

 

 

 

 

 

Agency Actions

The agency must submit a roster of employees receiving the Judicial Supplemental Support Allowance and the amount of the allowance prior to submitting the payments.

The agency must enter the payment for eligible employees through the Time Entry page as follows:

Earnings Begin Date:

3/04/09 for employees in Active status; 11/1/08 for employees who are Inactive

Earnings End Date:

Same as above

Earn Code:

JSA

Amount:

Applicable amount

After the initial JSA payment on March 4, 2009, all subsequent claims must be submitted as receipted expenses and will be reimbursed through OSC State Expenditures.

 

Paycheck Payroll Register and Employee’s

The Earn Code JSA will be displayed on the payroll register.  The earnings code description 'Judicial Supplemental Allow' and the amount will appear on the employee’s paycheck stub.

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

 

Questions

Questions regarding eligibility criteria should be directed to the Administrator of Payroll Operations at the Office of Court Administration.

Questions about processing transactions may be e-mailed to the Non-Executive Audit mailbox.