Date:March 3, 2008
Bulletin Number: 797

June 2007 Retroactive Tool Allowance Payment for CSEA Operational Services Unit (Bargaining Unit 03)

To explain the procedures for processing the June 2007 Retroactive Tool Allowance payment.
Affected Employees
Certain salaried and hourly employees in the CSEA Operational Services Unit (BU03) in eligible agencies and titles.

Article 49.2c of the 2007-11 CSEA Operational Services Unit (BU03) Agreement provides for an annual Tool Allowance payment during June of each year.

Effective Date(s)

Payment may be submitted in Pay Period 26L, paychecks dated 4/10/08 (Institution) and 4/16/08 (Administration).

Eligibility Criteria

Payment Amount/Eligibility Period
The $175.00 Tool Allowance payment is payable for the period April 1, 2006 through March 31, 2007.

Salaried Employees
The Tool Allowance payment is payable to eligible salaried employees who were Active on the payroll in an eligible agency and title on the effective date of payment, June 30, 2007.

Employees who were on an approved Leave of Absence (including those on Workers’ Compensation Leave) on June 30, 2007 are eligible for the 2007 payment upon return to work, provided the return to the payroll is prior to April 1, 2008.

Hourly Employees
Pursuant to an understanding between the Governor’s Office of Employee Relations and the Civil Service Employees Association, the Tool Allowance provision in Article 49.2c of the Agreement shall apply to hourly employees who meet the following criteria:

  • Worked for at least nine (9) continuous months, half or more time, prior to June 30, 2006;
  • Performed duties of automotive repair;
  • Are required by the State to provide a personal tool inventory for use in the performance of his or her job; and
  • Were Active on the payroll at the time of the payment.

Eligible Agencies

  • Department of Transportation
  • Division of State Police
  • Office of General Services
  • Office of Parks, Recreation & Historic Preservation
Eligible Titles
  • Motor Equipment Mechanic
  • Maintenance Assistant Mechanic
  • Auto Body Mechanic
  • Motor Equipment Maintenance Supervisor
  • Motor Equipment Maintenance Supervisor 1
  • Aircraft Mechanic
  • Construction Equipment Mechanic
  • Employees in General Mechanic and Park Worker titles who perform motor equipment repair duties and are required to provide a personal tool inventory.
Agency Actions

Agencies must process the annual Tool Allowance payment through PayServ or by Standard Voucher.

Standard Voucher

  • Agencies will issue a separate check to reimburse employees who submit tool purchase receipts during the eligibility period.


  • For eligible employees who do not submit tool purchase receipts during the eligibility period, the agency must enter the payment in the Time Entry page as follows:

Earnings Begin Date:


Earnings End Date:


Earnings Code:






Miscellaneous Payment Information

The Tool Allowance payment is not pensionable and is not included in the calculation of overtime.

The Tool Allowance payment using the receipted method is not subject to income and employment taxes.

The Tool Allowance payment using the unreceipted method will be included in the employee’s regular paycheck, is subject to payroll taxes and is reported as ordinary income on the employee’s Form W-2.
Deduction Information

All general deductions for employees whose status is Terminated, Retired or Deceased will be automatically cancelled by OSC with the exception of the following:




Health Care Spending Account


NY Dependent Care Contribution


Repay State Loans/Debt


Higher Ed Repay State Loan


Dependent Care


Total Unemployment Ins Owed


Medicare Deficiency


Social Security Deficiency




Regular After Tax Health


Special After Tax Health Adj


Regular Before Tax Health


Special Before Tax Health Adj



Undeliverable Checks

Inactive employees may be eligible for a payment as a result of the adjustments. If the agency has made an effort to deliver the check to the employee but the check has been returned and is undeliverable, the agency should forward the check to the NYS Department of Tax and Finance, Division of Treasury, per instructions in Payroll Bulletin No. 456.

Checks issued to eligible employees who are now deceased should be returned with a completed Next of Kin Affidavit (Form AC 934-P) and a Report of Check Exchange (Form AC 1476-P).

For recipients of a previously deceased employee's payroll checks where a Next of Kin Affidavit and Report of Check Exchange forms have been submitted, OSC will accept a photocopy of these forms to process the exchange of the check.

Payroll Register and Employee Paycheck/Advice

The Earn Code TOL and the amount will be displayed on the payroll register.

The Earnings description, Tool Allow, and the amount will be printed on the employee’s paycheck stub or direct deposit advice.

Questions about eligibility may be directed to the Governor’s Office of Employee Relations at (518) 473-7233.

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