State Agencies Bulletin No. 1952

Subject
Uniform Maintenance Allowance for Employees in Nursing Titles Represented by the Public Employees Federation (PEF)
Date Issued
October 25, 2021
Status
Attachment Updated
Status Date
November 3, 2021

Purpose

The purpose of this bulletin is to provide agencies with information and processing instructions regarding the PEF Nurse Uniform Maintenance Allowance.

Affected Employees

Employees in certain Professional, Scientific, and Technical Service Unit (BU05) nursing titles who meet the eligibility criteria are affected.

Background

Chapter 150 of the Laws of 2021 and Article 7.18 of the 2019-2023 Agreement between the State of New York and PEF provide for a one-time lump sum $500 Nurse Uniform Maintenance Allowance.

Effective Dates

The PEF Nurse Uniform Maintenance Allowance may be submitted beginning in Institution or Administration pay period 16L, using the following effective dates and check dates:

Pay Cycle/Period/Type Effective Date Check Date
Institution 16L 10/21/2021 11/18/2021
Administration 16L 10/28/2021 11/24/2021

Eligibility Criteria

Employees in Bargaining Unit 05 who meet the following requirements are eligible to receive the PEF Nurse Uniform Maintenance Allowance:

  • Works in an eligible title; and
  • Has a Comp Rate Code of ANN 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) on both the Ratification Date of 07/27/2021 and the payment effective date; and
  • 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), Leave of Absence/MLL (Mil Lv), Leave of Absence/MTS (Military Stipend Leave), Leave of Absence/WDL (WC Dis Lv), or Leave of Absence/WPS (WC 60% SUP) on the Ratification Date of 07/27/2021; and
  • Has a Payroll Status of Active on the payment effective date; or
  • Has a Payroll Status of Leave With Pay or a Payroll Status of Leave of Absence with an Action/Reason Code of Leave of Absence/MLS (Mil Stip), Leave of Absence/MLL (Mil Lv), Leave of Absence/MTS (Military Stipend Leave), Leave of Absence/WDL (WC Dis Lv), or Leave of Absence/WPS (WC 60% SUP) on the payment effective date and subsequently returns to the payroll.

Note: An employee who otherwise meets the eligibility criteria but is on an approved paid or unpaid leave of absence as described above may receive the payment upon the return from leave.

OSC Actions

OSC has created the following new Time Entry Earnings Code to process the PEF Nurse Uniform Maintenance Allowance payment:

New Earns Code Description
UNA Uniform Allowance BU05 Nurse

Agency Actions

Determining Payment Amount

Agencies must average the employee’s work percent on the ratification date and the payment effective date or the employee’s return from leave date to determine the percent used in calculating the uniform payment amount. The percent average is then multiplied by $500 to determine the payment amount.

The applicable work percent for each date is determined based on the employee’s Payroll Status and work percent on Job Data as follows:

Payroll Status and Work Percent on Applicable Date Percent Used in Determining the Average Work Percent
Active at 100% 100%
Active at less than 100% (e.g. 75%) Reduced percent (e.g. 75%)
Active on VRWS at less than 100% 100%
Leave With Pay at 100% 100%
Leave With Pay at less than 100% (Military Leave or Workers’ Compensation Leave only) Percent immediately prior to leave
Leave With Pay at less than 100% (leave other than Military Leave or Workers’ Compensation Leave) Reduced percent
Leave of Absence (Military Leave or Workers’ Compensation Leave only) Percent immediately prior to leave
Leave of Absence (leave other than Military Leave or Workers’ Compensation Leave) N/A – Employee is not eligible for payment*

*Employees on Leave of Absence not related to Military Leave or Workers’ Compensation Leave on either the ratification date or payment effective date are not eligible for the PEF Nurse Uniform Maintenance Allowance.

Submitting Payment

To pay eligible employees the must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Code UNA:

Earnings Begin Date: 10/21/2021 (Institution) or 10/28/2021 (Administration) if the Employee Status is Active on the payment effective date; otherwise use the date the employee returns to the payroll
Earnings End Date: Same as the Earnings Begin Date
Earn Code: UNA
Amount: Appropriate amount as determined above

Miscellaneous Payment Information

The PEF Nurse Uniform Maintenance Allowance is not pensionable and is not included in the calculation of overtime.

Tax Information

The PEF Nurse Uniform Maintenance Allowance is supplemental taxable income and will be included in the employee’s taxable gross 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 (2.30815% for Yonkers residents and 0.50% for Yonkers non-residents).

Payroll Register and Employee’s Paycheck/Advice

Earnings Code UNA and the amount paid will be displayed on the Payroll Register. The Earnings Description Uniform Allowance BU05 Nurse 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 NYS Governor’s Office of Employee Relations.

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