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Date: June 3, 2016

Bulletin Number: UCS-230

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Subject June 2016 Uniform and Equipment (Uniform) Allowance and Maintenance (Uniform Blazer) Allowance Payments

Purpose To inform agencies of OSC’s automatic processing of the June 2016 Uniform Allowance and Uniform Blazer Allowance Payments and provide instructions for payments not processed automatically.

Affected Employees

Employees of the NYS Unified Court System (UCS) in Negotiating Units SY, SR, S9, DR, F8, G9, 86 and 87 who meet the eligibility criteria.

Background

Chapter 400 of the Laws of 2014 and the following agreements between the Unified Court System of the State of New York:
  • 2011-2017 Civil Service Employees Association (CSEA)
  • 2011-2016 Ninth Judicial District Employees Association (G9)
  • 2011-2016 Suffolk County Court Employees Association (F8)

Provide for a uniform and equipment allowance or maintenance allowance to all eligible members in June and December.  In addition, consistent with prior practice, the negotiated changes detailed in the Labor Relations Memorandum are extended to Management and Confidential Employees (NU86)

Pursuant to Chapter 276 of the Laws of 2008 which implemented the 2007-2011 Agreements between the UCS and Negotiating Units SY, SR, S9 and DR, a uniform and equipment allowance or maintenance allowance must be paid to all eligible employees in June and December.

In addition, the bi-annual Uniform and Uniform Blazer Allowance memorandum dated 05/16/2016, issued by the Office of Court Administration (OCA) Payroll Operations, authorizes the June 2016 payment.

Effective Date(s) The June 2016 Uniform Allowance Payment and Uniform Blazer Allowance Payment will be processed in a separate check dated 06/15/2016.

There is no direct deposit for these payments.

Eligibility Criteria

Uniform Allowance or Uniform Blazer Allowance Payment

An employee must meet the following criteria on 05/31/16 to be eligible for a June 2016 Uniform or Blazer Allowance Payment:

  • Be in Negotiation Unit S9, G9 (Blazer Allowance Payment only); or SY, SR, 86, 87 (Uniform Allowance Payment only); or DR, F8 (Uniform or Blazer Allowance Payment); and
  • Be in an eligible title (refer to the OCA memorandum for a list of eligible titles); and
  • Have a Payroll Status of Active, Leave With Pay or Leave of Absence with an Action/Reason code of Leave of Absence/WDL (WC Dis Lv), Leave of Absence/MLS (Mil Stip) or Leave of Absence/MTS (Military Training Stipend).

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/WDL, Leave of Absence/MLS or Leave of Absence/MTS) and who returns to the payroll prior to 11/30/2016, may receive the June 2016 payment upon the return from leave.

An employee who has lost wages exceeding five workdays during the six months preceding the payment as a result of a disciplinary action is not eligible for the June 2016 payment.

OSC Actions OSC will process the June 2016 Uniform Allowance and Uniform Blazer Allowance Payments for employees who meet the eligibility criteria with the following exceptions:
  • Employees in Negotiating Units DR, F8, G9, 86 and 87.
  • Employees in Negotiating Units SY, SR and S9 with a Payroll Status of Leave With Pay and an Action/Reason code of Paid Leave of Absence/MLS (Mil Stip).
  • Employees in Negotiating Units SY, SR and S9 with a Payroll Status of Leave of Absence and an Action/Reason code of Leave of Absence/WDL (WC Dis Lv), Leave of Absence/MLS (Mil Stip) or Leave of Absence/MTS (Military Training Stipend).
  • Employees in Negotiating Unit SR in one of the following Job Codes:
    • 014049 – Court Assistant
    • 014076 – Court Assistant (PT)
    • 014077 – Court Assistant (HND SA PROG)
    • 019364 – Court Assistant JS

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

Earnings Begin Date:

05/31/16

Earnings End Date:

05/31/16

Earn Code:

UA5

Amount:

$652.50 – NU SY
$652.50 -  NU SR
$462.50 – NY S9

OSC will notify the OCA when processing is complete so agencies can begin updating records as necessary.

Agency Actions Prior to the automatic processing, agencies must review and approve the list of potentially eligible employees and make any necessary additions or deletions as explained in the OCA memorandum.  Transactions for these employees will be submitted on the Time Entry Interface (NPAY502) by the OCA.

In addition, agencies are responsible for submitting a Time Entry transaction for the following employees.  Agencies should refer to the OCA memorandum for a list of eligible titles and payment amounts.

  • Eligible employees, including those in Negotiating Units SY, SR and S9, with a Payroll Status of Leave With Pay and an Action/Reason code of Paid Leave of Absence/MLS (Mil Stip).
  • Eligible employees, including those in Negotiating Units SY, SR and S9, with a Payroll Status of Leave of Absence and an Action/Reason code of Leave of Absence/WDL (WC Dis Lv), Leave of Absence/MLS (Mil Stip) or Leave of Absence/MTS (Military Training Stipend).

Once the automatic processing is complete and OSC has notified the OCA, agencies must delete the Time Entry transaction for employees in Negotiating Units SY, SR and S9 who do not meet the eligibility criteria.  The OCA must notify OSC when all deletions are complete.

Agencies are also responsible for entering a Time Entry transaction for eligible employees who are on an authorized leave of absence on 05/31/2016 and who return to the payroll prior to 11/30/2016.  The Time Entry transaction should be entered in the pay period the return from leave is processed.

Submitting Payment

To pay the June 2016 Uniform Allowance or Uniform Blazer Allowance Payment 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 Code UA5.

Earnings Begin Date:

05/31/16 or the date the employee returns from an authorized leave of absence

Earnings End Date:

Same as the Earnings Begin Date

Earn Code:

UA5

Amount:

See 05/16/16 OCA Memorandum


Control-D Reports Available After Processing After the automatic processing of the June 2016 Uniform Allowance and Uniform Blazer Allowance Payments is complete and the OCA has notified OSC that all deletions are complete, the following Control-D report will be available for agency use.

NPAY771 – Time Entry Payment Report

This report identifies all employees who received either the Uniform Allowance Payment or the Uniform Blazer Allowance Payment.

Retirement and Overtime Information The Uniform Allowance and Uniform Blazer Allowance Payments are not included as salary for retirement purposes and are not included in the calculation of overtime compensation.

Tax Information The June 2016 Uniform Allowance and Uniform Blazer Allowance Payments are taxable income, will be included in the employee’s taxable gross and are subject to all employment taxes and income taxes. 

If the employee has an additional amount on the Update Employee Tax Data page, the additional amount will be deducted from both the employee’s regular paycheck and the separate paycheck.

Payroll Register and Employee’s Paycheck/Advice The Earnings Code UA5 and the amount paid will be displayed on the Payroll Register.  The Earnings Description Uniform Allowance UCS and the amount paid will appear on the employee’s paycheck stub and, if applicable, direct deposit advice.

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 the information for that check date.

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