State Agencies Bulletin No. 1027

Subject
2010 CSEA Work Related Clothing Allowance for Bargaining Units 03 and 04; and 2010 Uniform Maintenance Allowance for Bargaining Unit 04
Date Issued
November 5, 2010

Purpose

To explain the procedures for processing the Work Related Clothing Allowance and the Uniform Maintenance Allowance payments.

Affected Employees

Eligible employees in CSEA  Bargaining Units 03 and 04

Background

The Governor’s Office of Employee Relations has approved funding for the payment of the Work Related Clothing Allowance for CSEA Bargaining Units 03 and 04 and the Uniform Maintenance Allowance for Bargaining Unit 04, pursuant to Article 49 of the OSU 2007-2011 Agreement and Articles 49.1 and 49.2 of the ISU 2007-2011 Agreement and the GOER Memorandum dated 10/28/10.

Effective Date(s)

This payment will be included in the regular paychecks dated 11/24/10 (Administration) and 12/2/10 (Institution)

Eligibility for BU 03

CSEA Operational Services Unit (BU03)
$52.00 Work Related Clothing Allowance

The Work Related Clothing Allowance of $52.00 per year is to be paid either through the payroll system using the Time Entry page or on a standard voucher.  Standard vouchers are to be used to reimburse employees when receipts are provided. If no receipts are provided, the payment is taxable and must be paid through the payroll system.

To be eligible for the payment, the employee must be in an eligible title on 10/1/10 and in Active status as a full-time employee in BU03 on 9/29/10 for Administration agencies or 10/6/10 for Institution agencies.

Employees who are in Active status and are part-time or hourly on the eligibility dates are eligible for the payment provided the employee worked in Bargaining Unit 03 for at least nine (9) continuous months, half-time or more.

Eligible employees who were on an approved Leave Without Pay on 9/29/10 (Administration) or 10/6/10 (Institution) are entitled to the allowance provided the employee returns to the payroll by 3/31/11.

Eligible employees on Military Stipend on 9/29/10 (Administration) or 10/6/10 (Institution) are eligible for the payment on the payment dates noted above.

Eligibility for BU 04

CSEA Institutional Services Unit (BU04)
$58.00 Work Related Clothing Allowance

The Work Related Clothing Allowance of $58.00 is paid to eligible employees in Bargaining Unit 04 based on the following eligibility criteria.

The employee must be in an eligible title on 10/1/10 and have completed six (6) months of service in an eligible title during the Fiscal Year 2010-11 and be Active on the payroll 9/29/10 (Administration) or 10/6/10 (Institution).

Employees who were on an approved Leave Without Pay on 9/29/10 (Administration) or 10/6/10 (Institution) are entitled to the allowance provided the employee returns to the payroll by 3/31/11.

Eligible employees on Military Stipend on 9/29/10 (Administration) or 10/6/10 (Institution) are eligible for the payment on the payment dates noted above.

Agencies should refer to the memorandum dated 10/28/10 from the Governor’s Office of Employee Relations for a list of eligible titles.

$88.00 or $68.00 Uniform Maintenance Allowance

Full-time eligible employees are entitled to a Uniform Maintenance Allowance of $88.00 per year. Part-time eligible employees who work at least twenty (20) hours per week are entitled to a Uniform Maintenance Allowance of $68.00 per year.  Part-time and full-time status is determined by the employee’s employment status on 10/1/10. To be eligible for the payment, the employee must be in an eligible title on 10/1/10; have completed six (6) months of service in an eligible title during the Fiscal Year 2010-11; and be Active on the payroll on 9/29/10 (Administration) or 10/6/10 (Institution).

Agencies should refer to the memorandum dated 10/28/10 from the Governor’s Office of Employee Relations for a list of eligible titles.

Employees who were on an approved Leave Without Pay on 9/29/10 (Administration) or 10/6/10 (Institution) are entitled to the allowance provided the employee returns to the payroll by 3/31/11.

Eligible employees on Military Stipend on 9/29/10 (Administration) or 10/6/10 (Institution) are eligible for the payment on the payment dates noted above.

Receipts

Agencies should refer to the 10/28/10 memorandum from the Governor’s Office of Employee Relations for applicable procedures when an employee provides a receipt.

Agency Actions

Effective Pay Period 16L (Administration) and 17L (Institution), agencies may submit transactions on the Time Entry page using the following procedures. The agency where the employee was employed on 10/1/10 must enter the payment.

2010 - Work Related Clothing Allowance (BU03)

The agency must report the Earn Code UA2 in the Time Entry page as follows:

Earnings Begin Date: Enter 10/1/10 or the date the employee returned to the payroll.
Earnings End Date: Enter the same date as the Earnings Begin Date.
Earn Code: UA2
Amount: $52.00
2010 - Uniform Maintenance Allowance and Work Related Clothing Allowance (BU04)

The agency must report the Earn Code UA4 in the Time Entry page as follows:

Earnings Begin Date: Enter 10/1/10 or date returned to the payroll.
Earnings End Date: Enter the same date as the Earnings Begin Date.
Earn Code: UA4
Amount: Enter the appropriate amount of the payment.

Miscellaneous

The 2010 Work Related Clothing Allowance and Uniform

Payment Information

Maintenance Allowance payments are not pensionable and are not included in the calculation of overtime.

Payroll Register and Employee’s Paycheck/Advice

The Earnings Code UA2 or UA4 and the amount will be displayed on the payroll register.  The earnings description “Uniform Allowance NU03” or “Uniform Allowance NU04” and the amount will be displayed on the employee’s paycheck stub or direct deposit advice.

Questions

Questions about eligibility should be directed to the Governor’s Office of Employee Relations.

Questions about payment processing may be directed to the Payroll Audit mailbox.