Date: November 25, 2013

Bulletin Number: 1286



2013 Division of Military and Naval Affairs (DMNA) (BU46 and BU47) Uniform Maintenance Allowance


To explain the procedures for processing the DMNA Uniform Maintenance Allowance payments.

Affected Employees

Eligible DMNA employees in the following titles:

  • Airport Firefighter Apprentice
  • Airport Firefighter 1
  • Airport Firefighter 2
  • Airport Firefighter 3
  • Training and Safety Officer
  • Air Base Security Guard
  • Senior Air Base Security Guard
  • Air Base Security Guard Inspector

Effective Date(s)

Payments may be made in Pay Period 18L, paychecks dated 12/18/13 (Administration).


Pursuant to the GOER Memorandums dated 11/14/13 Article 39 of the 2011-2016 Agreement between the State of New York, the DMNA Unit and the Civil Service Employees Association, Inc., agency funds will be allocated for a DMNA Uniform Maintenance Allowance until a cleaning service is provided.

Eligibility Criteria

As indicated in the 11/14/13 GOER memo, the payment to individuals is limited to $52.00 for 2013. In order to be eligible for the allowance, the employee must be:

  • A full-time DMNA Unit employee working in an eligible title;
  • On the payroll on 10/01/13; and
  • Employed by the State at the time of the issuance of the allowance

Individuals who are not employed by DMNA at the time of the allowance issuance are not entitled to the Uniform Maintenance Allowance.

Employees on approved leave status, including Workers’ Compensation Leave, on the effective payroll period ending dates that otherwise satisfy the eligibility criteria are entitled to the allowance upon the employee’s return to duty provided the return date does not extend beyond 3/31/14.

Employees on Military Stipend on 10/01/13 are eligible for the payment on the payment date noted above.

Employees who receive a regular uniform service are not eligible for the Uniform Maintenance Allowance. The term “regular uniform service” refers to the periodic (e.g. daily, weekly) provision of laundered uniforms.

Agency Actions

Effective Pay Period 18L, DMNA may submit transactions on the Time Entry page using the following procedure:

2013 – Uniform Maintenance Allowance

Earnings Begin Date:

Enter 10/01/13 or the date the employee returned to the payroll.

Earnings End Date:

Enter the same date as the Earning Begin Date.

Earn Code:





The 2013 Uniform Maintenance Allowance payment is not pensionable and is not included in the calculation of overtime.

Tax Information

The Uniform Maintenance Allowance payments will be included in the employee’s taxable gross income. The payments are subject to income and employment taxes and will be reported on employees’ Form W-2 under code UTA (Uniform/Tool Allowance).

Payroll Register and Employee’s Paycheck/Advice

The Earn Code UA9 and the amount will be displayed on the payroll register. The earnings description “Uniform Allowance NU46 and 47” and the amount will be displayed on the employee’s paycheck or direct deposit advice statement.


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

Questions about this bulletin should be directed to the Payroll Earnings Mailbox.