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Date: December 3, 2004 Bulletin Number: UCS-80
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Subject

December 2004 Uniform Allowance Payment

Purpose
To explain OSC’s automatic Uniform Allowance Payment processing and Time Entry procedures.
Affected Employees
Eligible employees in Bargaining Units SY, SR, S9, DR, F8, 87, G9 and 86.
Effective Date(s)

Payment for represented employees will be made in a separate check dated December 15, 2004.

Payment for unrepresented employees (BU 86) will be made in a separate check dated January 26, 2005.

Background

Uniform and Equipment Allowance Payments to eligible employees are authorized under Chapter 203 of the Laws of 2004 that implements agreements between the State of New York and various bargaining units in the Unified Court System.

In addition, various side letters reached at negotiations for the 2003-2007 agreements specify a one-time payment of $125.00 to certain employees in Bargaining Units DR, 87 and F8.

Eligibility

There are various Uniform Allowance Payments for employees in Bargaining Units SY, SR, S9, DR, F8, 87 and G9. Employees must be in an eligible title on November 30, 2004 and Active on the payroll (including Paid Leave of Absence), on Workers’ Compensation Disability Leave (WDL), Military Leave (MLL), Military Leave Stipend (MLS), or Military Training Stipend (MTS).

Employees in unrepresented titles (Bargaining Unit 86) must be in an eligible title on December 31, 2004 and Active on the payroll (including Paid Leave of Absence), on Workers’ Compensation Disability Leave (WDL), Military Leave (MLL), Military Stipend (MLS), or Military Training Stipend (MTS).

Agencies should refer to Teri Collins’ memo dated November 18, 2004 for a list of eligible titles and payment amounts.

Eligible full-time employees who are on Sick Leave at 50 percent pay on the eligibility date are entitled to the full payment.

Eligible employees on an approved Leave Without Pay on the eligibility date are entitled to the payment upon return from leave, provided the return to the payroll is prior to May 30, 2005.

Eligible employees on Workers' Compensation Leave, Military Leave, Military Leave Stipend and Military Training Stipend may be paid immediately.

Part-time employees are eligible for the full Uniform Allowance Payment and no prorated amount will be applied.

OSC Actions

On December 3, 2004, OSC will automatically add the Uniform Allowance Payment (Earn Code UA5) in the Time Entry page for all employees in Bargaining Units SY, SR and S9 who were active or on paid leave of absence on November 30, 2004. The payment amounts will be $575.00 for Bargaining Units SY and SR and $850.00 for Bargaining Unit S9. The Earnings Begin and End Dates will be November 30, 2004. OSC will notify OCA when the automatic processing is complete.

Employees in Bargaining Units SY, SR and S9 who are on Workers’ Compensation Disability Leave without pay (WDL) or on paid or unpaid Military Leave Stipend (MLS), Military Leave (MLL), or Military Training Stipend (MTS) on November 30, 2004 will not receive an automatic payment.

Agency Actions

Agencies are responsible for deleting the payment in Pay Period 18-L for employees in Bargaining Units SY, SR and S9 who are ineligible to receive the payment. The agencies must delete the UA5 Earn Code from the Time Entry page for ineligible employees.

In Pay Period 18-L, agencies may submit the Uniform Allowance Payment for eligible employees in Bargaining Units DR, F8, 87, and G9 and for those employees in Bargaining Units SY, SR and S9 who were not processed automatically, including those on Workers’ Compensation Disability Leave without pay (WDL) and employees on paid or unpaid Military Leave Stipend (MLS), Military Leave (MLL) or Military Training Stipend (MTS), using the procedures stated below.

In Pay Period 21-L, agencies may submit the Uniform Allowance Payment for eligible unrepresented employees in Bargaining Unit 86 using the procedures stated below:

Earnings Begin Date: Enter 11/30/04 for represented employees or 12/31/04 for unrepresented employees. If employee is on a Leave Without Pay on the eligibility date, enter the return from leave date.
Earnings End Date: Enter the same date as the Earnings Begin Date
Earn Code: Enter UA5
Amount: Enter applicable amount*

*The new one-time payment of $125.00 must be included in the amount entered for certain employees in DR, F8 and 87. The amount entered for eligible Sergeants and Court Officers is $700.00 and the amount for eligible Driver Messengers is $625.00.

 

Miscellaneous Payment Information

If an employee has an additional tax amount in his/her record, the additional tax will be deducted from both the regular and the separate checks.

The Uniform Allowance Payment is not prorated for part-time employees.

The Uniform Allowance Payment is not pensionable and is not included in the calculation of overtime.

There will be no direct deposit for this payment.

Payroll Register and Employee Paycheck
The Earn Code UA5 and the amount paid will be displayed on the payroll register. The Earn Code description “Uniform Allowance UCS” and the amount will be printed on the employee’s pay stub.
Questions

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