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Date: February 3, 2010

Bulletin Number: UCS-157

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Subject

2010 Judicial Supplemental Support Allowance

Purpose

To explain procedures for processing Judicial Supplemental Support Allowance payments.

Affected Employees

Judges of the Unified Court System.


Background

The Judicial Supplemental Support Fund provides judges with payments for services and goods to support them in the performance of their judicial responsibilities of up to $10,000 (to be paid in two installments, of up to $5,000 each).

Agencies may refer to the 2010 Judicial Supplemental Support Fund booklet for eligibility criteria and additional payment information.

Effective Date(s)

The first payment, of up to $5,000, will be processed in a separate check dated March 3, 2010 (Administration).  The date of the second payment has yet to be determined by the Office of Court Administration.

There will be no direct deposit for this payment.

Eligibility Criteria/Payment Information

  • All judges in Active status are eligible for Fund benefits.

  • Part-time judges are eligible for a prorated portion of the $10,000 based on their part-time percentage.

  • Judges retiring on December 31, 2009 are eligible for a prorated, one-sixth share of the allowance based on the two months they will have served between the beginning of the claims period (November 1st) and date of retirement or they may opt out of the allowance and submit claims for reimbursement.
  • Each judge will automatically receive the $10,000 allowance in two installments of up to $5,000 each unless the judge chooses to receive a lesser amount by submitting an “Opt-Out Form” to the Office of Judicial Support by January 15, 2010 that designates the portion of the $10,000 to set aside for claims reimbursement.
  • Judges who are appointed during the claims period but after the allowance is paid may submit claims for reimbursement for up to $10,000 of the eligible out-of-pocket expenses incurred during their service in the claims period.

  • The one-year claims period begins November 1, 2009 and runs through October 31, 2010.  Claims for services received and goods purchased during the claims period are reimbursable.

  • Allowance payments are subject to tax.

  • Reimbursement for out-of-pocket expenses will occur on a quarterly basis in separate checks throughout the 2010 calendar year.   Payments for reimbursement for actual out-of-pocket business expenses will not be subject to tax.

  • Claims for reimbursement for out-of-pocket expenses submitted after the deadline will be rolled over to and paid in the ensuing quarter.

Expenses Reimbursement Schedule

Deadline for receipt of claims

Paid on or about

Pay Period

1st Quarter
11/1/09 - 1/31/10

February 19, 2010

March 26, 2010

PP 26
3/31/2010

2nd Quarter
2/1/10 – 4/30/10

May 21, 2010

June 25, 2010

PP 7
07/7/2010

3rd Quarter
5/1/10 – 7/31/10

August 20, 2010

Sept 24, 2010

PP 13
09/29/2010

4th Quarter
8/1/10 – 10/31/10

November 19, 2010

Dec 17, 2010

PP 19
12/22/2010


















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:

3/03/10 for employees in Active status; 11/1/09 for employees who are Inactive

Earnings End Date:

Same as above

Earn Code:

JSA

Amount:

Applicable amount (up to $5,000)


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.