Date: August 15, 2012

Bulletin Number: 1176



2012 Tool Allowance Payment for CSEA Operational Services Unit (Bargaining Unit 03)


To explain the procedures for processing the 2012 Tool Allowance Payment.

Affected Employees

Certain salaried and hourly employees in the CSEA Operational Services Unit (BU03) in eligible agencies and titles.

Effective Date(s)

Payments may be made in Pay Period 11L, paychecks dated 9/12/12 (Administration) and 9/20/12 (Institution).


Pursuant to the GOER Memorandum dated 8/14/12 and Article 49.2c of the 2011-16 CSEA Operational Services Unit (BU03) Agreement an annual Tool Allowance payment is provided.

Contract Provisions and Eligibility Criteria

Payment Amount/Eligibility Period
A $175.00 Tool Allowance payment is payable for the period of 4/1/11 through 3/31/12.

Salaried Employees
A Tool Allowance is payable to eligible salaried employees who are active on the payroll in an eligible agency and title on the effective date of payment, 6/30/12.

Employees who are on an approved Leave (including those on Workers’ Compensation Leave) on 6/30/12 are eligible for the 2012 payment upon return to work, provided the return to the payroll is prior to 4/1/13.

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 at least nine (9) continuous months, half or more time, prior to 6/30/12:
  • 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
  • Are Active on the payroll at the time of payment

Eligible Agencies

  • Department of Transportation
  • Division of State Police
  • Office of Parks, Recreation & Historic Preservation

Eligible Titles

  • Motor Equipment Mechanic
  • Maintenance Assistant Mechanic
  • Auto Body Mechanic
  • Aircraft Mechanic
  • Construction Equipment Mechanic
  • Employees in General Mechanic and Park Worker titles that 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

  • The agency will issue a separate check to reimburse employees who submit tool purchase or tool insurance 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:




Cost Center Information

The following cost center information will be used for those Tool Allowance Payments processed through PayServ.

For Employees in Payroll Pool code 50101


Cost Center



Object Code






For Employees in all Other Payroll Pool Codes


Cost Center



Object Code






Miscellaneous Payment Information

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

Tax Information

The Tool Allowance payment using the unreceipted method will be included in the employee’s taxable gross income.   This payment is subject to income and employment taxes and will be reported on the employee’s Form W-2 in box 14 under code UTA (Uniform/Tool Allowance).

Tool Allowance payments using the receipted method, paid by Standard Voucher will not be included in the employee’s taxable gross income.


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

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