Purpose

The purpose of this bulletin is to provide agency instructions for processing the 2020 CSEA ASU Work-Related Clothing Allowance.

Affected Employees

Employees in the Administrative Services Unit (ASU) – BU02 who meet the eligibility criteria are affected.

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 10/14/2020 provide for a Work-Related Clothing Allowance.

Effective Dates

The 2020 CSEA ASU Work-Related Clothing Allowance may be processed beginning in Institution Pay Period 17L paychecks dated 12/03/2020, or Administration Pay Period 17L paychecks dated 12/09/2020.

Eligibility Criteria

Employees in Bargaining Unit 02 on 10/01/2020 are eligible to receive the 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 ANN, HRY or BIW (only if the employee has a Payroll Status of Leave With Pay with an Action/Reason code of Paid Leave of Absence/MLS); and
• Has completed six (6) months of service in the eligible title during fiscal year 2020-2021
• Works in an eligible title as listed in the GOER memorandum dated 10/14/2020.

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 03/31/2021 is eligible for the payment upon the return from leave.

*Note:  Bulletin No. 1849 addressed the CSEA ASU Work-Related Clothing Allowance for employees in the title of Racing Inspector.

Agency Actions:
Employee Reimbursement Method

If an employee provides work-related clothing purchase receipts dated 04/01/2020 through 03/31/2021, the allowance (up to $58.00) is paid by separate check as explained in the 10/14/2020 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:

Direct Employee Allowance Distribution Method

To pay the 2020 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:

Miscellaneous Payment Information

The 2020 CSEA ASU Work-Related Clothing Allowance is not pensionable and is not included in the calculation of overtime.

Tax Information

The 2020 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. 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.