State Agencies Bulletin No. 1176

2012 Tool Allowance Payment for CSEA Operational Services Unit (Bargaining Unit 03)
Date Issued
August 15, 2012


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: 6/30/12
Earnings End Date: 6/30/12
Earnings Code: TOL
Units: 1

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
Dept. Cost Center Variable Year Object Code
21 365086 1A 12 50108
For Employees in all Other Payroll Pool Codes
Dept. Cost Center Variable Year Object Code
21 365086 1A 12 50208

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.