Date: July 25, 2014

Bulletin Number: 1333



2014 Tool Allowance Payment


To provide agency instructions for processing the 2014 Tool Allowance Payment.

Affected Employees

Employees in the Operational Services Unit (BU03) of the Department of Transportation, the Division of State Police or the Office of Parks, Recreation and Historic Preservation who meet the eligibility criteria.


Pursuant to Article 49.2(c) of the 2011-2016 Operational Services Unit Agreement between the State of New York and the Civil Service Employees Association (CSEA), employees required by the State to provide a personal tool inventory for use in the performance of their jobs shall receive an annual allowance.

In addition, a memorandum dated 07/16/14 from the Governor’s Office of Employee Relations (GOER) authorizes the 2014 payment for the period 04/01/13 through 03/31/14.

Effective Date(s)


Eligibility Criteria


Employees who meet the following criteria are eligible for the 2014 Tool Allowance Payment:

  • Perform automotive repair duties in an eligible title; and
  • Are required by the State to provide a personal tool inventory for use in the performance of their job; and
  • Have a Payroll Status of Active on 06/30/14.

Hourly employees must meet the following additional criteria to be eligible for the 2014 payment:

  • Have Attendance Rules coverage; and
  • Have worked for at least nine (9) continuous months at half time or more prior to 06/30/14.

An employee who otherwise meets the eligibility criteria but is on an approved leave of absence, including Workers’ Compensation Leave, with a Payroll Status of Leave of Absence on 06/30/14 may receive the 2014 payment upon the return from leave, provided the return is prior to 04/01/15.

Eligible Titles

  • Motor Equipment Mechanic
  • Maintenance Assistant Mechanic
  • Automotive Body Mechanic
  • Motor Equipment Maintenance Supervisor 1
  • Construction Equipment Mechanic
  • Aircraft Mechanic
  • Employees in General Mechanic and Park Worker titles who perform motor equipment repair duties
Agency Actions

Employees may choose whether or not to provide receipts for tool purchases.

Tool Purchase Receipts Provided

Employees who submit tool purchase receipts dated 04/01/13 through 03/31/14 must be issued a separate check as explained in the 07/16/14 GOER memorandum.  Agencies must make the payments to individual employees and submit one journal entry reimbursement for all affected employees using the following Statewide Financial System chart field.

SFS Business Unit

Dept. Value

Program Value

Fund Value

Acct Code

Budget Reference







No Receipts Provided

To pay eligible employees who do not submit tool purchase receipts the 2014 Tool Allowance Payment of $175.00, agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) in PayServ using Earnings Code TOL.

Earnings Begin Date:

06/30/14 or the date the employee returned from leave

Earnings End Date:

Same as above

Earn Code:




Cost Center Information

The following cost center information will be used for those 2014 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






Overtime and Retirement Information

The 2014 Tool Allowance Payment is not included in the calculation of overtime and is not included as salary for retirement purposes.

Tax Information

If an employee submits tool purchase receipts and the payment is processed through the Statewide Financial System using a voucher, the monies are not considered taxable income and are not subject to employment or income taxes.

If an employee does not submit tool purchase receipts and the payment is processed through PayServ, the monies are considered taxable income, will be included in the employee’s taxable gross and are subject to all employment and income taxes.  As a result, the payment will be reported on the employee’s Form W-2 in Box 14 using code UTA (Uniform/Tool Allowance).

Payroll Register and Employee’s Paycheck/Advice

The Earnings Code TOL and the amount paid will be displayed on the Payroll Register.  The Earnings Description Tool Allow and the amount paid will appear on the employee’s paycheck stub or direct deposit advice.


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

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