Purpose
To provide agency instructions for processing the 2019 CSEA ASU Work-Related Clothing Allowance
Affected Employees
Employees in the Administrative Services Unit (ASU) – BU02 who meet the eligibility criteria
Background
Article 49 of the 2016-2021 ASU Agreement between the State of New York and the Civil Service Employees Association and the Governor’s Office of Employee Relations (GOER) memorandum dated 07/25/2019 provide for a Work-Related Clothing Allowance.
Effective Date(s)
The 2019 CSEA ASU Work-Related Clothing Allowance may be processed beginning in Administration Pay Period 10L, paychecks dated 09/04/2019 or Institution Pay Period 11L, paychecks dated 09/12/2019.
Eligibility Criteria
Employees in Bargaining Unit 02 in the title of Racing Inspector at the Gaming Commission are eligible to receive CSEA ASU Work-Related Clothing Allowance provided the employee:
- Has a Payroll Status of Active, Leave With Pay or Leave of Absence with an Action/Reason code of Leave of Absence/MLS (Mil Stip); and
- Has a Pay Basis Code of FEE and
- Is assigned to a track location in the title of Racing Inspector during the month of July 2019
An employee who otherwise meets the eligibility criteria above but is on an authorized leave of absence with a Payroll Status of Leave of Absence (except with an Action/Reason code of Leave of Absence/MLS) and who returns on or before 03/31/2020 is eligible for the payment upon the return from leave.
*Note: A future bulletin will address the CSEA ASU Work-Related Clothing Allowance for employees in titles other than Racing Inspector.
Agency Actions
Employee Reimbursement Distribution Method
If an employee provides work-related clothing purchase receipts dated 04/01/2019 through 03/31/2020, the allowance (up to $58.00) is paid by separate check as explained in the 07/20/2019 GOER memorandum. Agencies must make the payment 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 |
| OER01 | 1120220 | 24250 | 10050 | 54001 | 2019-20 |
Direct Employee Allowance Distribution Method
To pay the 2019 CSEA ASU Work-Related Clothing Allowance of $58.00 to eligible employees who do not submit work-related clothing purchase receipts, agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Code UA0.
| Earnings Begin Date: | 04/01/2019 or the date the employee returned to the payroll |
| Earnings End Date: | Same as Earnings Begin Date |
| Earn Code: | UA0 |
| Amount: | $58.00 |
Miscellaneous Payment Information
The 2019 CSEA ASU Work-Related Clothing Allowance is not pensionable and is not included in the calculation of overtime.
Tax Information
The 2019 CSEA ASU Work-Related Clothing Allowance is supplemental taxable income, will be included in the employee’s taxable gross and is subject to all employment and income taxes.
Federal, State and New York City income tax withholding will be calculated using the Aggregate method, based on the employee’s current Tax Marital Status and Withholding Allowances on the Employee Tax Data page in PayServ. Yonkers income tax withholding will be calculated using the Flat Rate method. Yonkers Flat Rate Withholding is 1.61135% for Yonkers residents and 0.50% for Yonkers non-residents.
Payroll Register and Employee’s Paycheck/Advice
Earnings Code UA0 and the amount paid will be displayed on the Payroll Register. The Earnings Description Uniform Allowance NU 02 and the amount paid will appear on the employee’s paycheck stub or direct deposit advice.
Questions
Questions regarding eligibility for this payment may be directed to the Governor’s Office of Employee Relations.
Questions regarding this bulletin may be directed to the Payroll Earnings mailbox.
Questions regarding taxes may be directed to the Tax and Compliance mailbox.