Purpose

The purpose of this bulletin is to provide agency instructions for processing the 2020 SSU Uniform Cleaning and Maintenance Allowance.

Affected Employees

Interest arbitration ineligible employees in the Security Services Unit (SSU) – BU21 who meet the eligibility criteria are affected.

Background

Chapter 24 of the Laws of 2019, which implemented the 2016-2023 Agreement, including Appendix D (Seasonal/Temporary Part-Time employees Agreement), between the State of New York and the NYS Correctional Officers and Police Benevolent Association, Inc. provides for a uniform allowance.

A Governor’s Office of Employee Relations (GOER) memorandum dated October 22, 2020 authorizes the 2020 payment.

Effective Dates

The 2020 SSU Uniform Cleaning and Maintenance Allowance should be processed in Institution Pay Period 17L, paychecks dated 12/03/2020 or Administration Pay Period 17L, paychecks dated 12/09/2020.  The payment is made in a separate check and there will be no direct deposit for this payment.

Eligibility Criteria

Seasonal/temporary part-time employees in Bargaining Unit 21 who are covered under Appendix D are eligible to receive the 2020 SSU Uniform Cleaning and Maintenance Allowance.  Employees who have a Payroll Status of Active, Leave With Pay or Leave of Absence with an Action/Reason code of Leave of Absence/MLS (Mil Stip) may receive the payment as noted above.  Employees 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) may receive the payment upon the return from leave.

Eligible employees who work more than 520 hours in a fiscal year, are eligible to receive one-quarter (1/4) of the $1,075 allowance (rounded up to the nearest dollar).  Eligible employees who work more than 1,040 hours in a fiscal year are eligible to receive one-half (1/2) of the $1,075 allowance (rounded up to the nearest dollar).  The number of hours for employees who have a Payroll Status of Leave of Absence are based on the number of hours worked in the fiscal year prior to the leave of absence.

Agency Actions

To pay the 2020 SSU Uniform Cleaning and Maintenance Allowance to eligible employees, agencies must submit the following information on the Time Entry page or Time Entry Interface (NPAY502) using Earnings Code UA8:

Miscellaneous Payment Information

The 2020 SSU Uniform Cleaning and Maintenance Allowance is not pensionable and is not included in the calculation of overtime.

Tax Information

The 2020 SSU Uniform Cleaning and Maintenance 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

The Earnings Code UA8 and the amount paid will be displayed on the Payroll Register.  The Earnings Description Uniform Allowance – BU21 and the amount paid will appear on the employee’s paycheck stub and direct deposit advice (if applicable).

This payment will be made in a separate check regardless of when it is paid. The separate check will be issued with the employee’s regular paycheck or direct deposit advice based on information for that check date. There is no direct deposit for this payment. Agencies should verify the employee’s mailing address is up to date.

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.