This bulletin supersedes Payroll Bulletin No. 1952

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 for employees who have a Comp Rate Code of ANN or BIW may be submitted beginning in Institution or Administration pay period 16L using the following effective dates and check dates:

The PEF Nurse Uniform Maintenance Allowance for employees who have a Comp Rate Code of HRY or FEE may be submitted beginning in Administration or Institution pay period 10L using the following effective dates and check dates:

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, HRY, FEE 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 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; and
• For employees with a Comp Rate Code of HRY or FEE, hours must be worked in the pay periods inclusive of the ratification date and the payment effective date or the employee’s return from leave date. 
  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:

Agency Actions

Determining Payment Amount

For employees with a Comp Rate Code of ANN or BIW, 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:

*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.

For employees with a Comp Rate Code of HRY or FEE, agencies must determine the employee’s work percent in the pay periods inclusive of the ratification date and the payment effective date or the employee’s return from leave date. To determine each percentage, the total number of hours worked during these pay periods is divided by 75 or 80 hours, as applicable.  Agencies must average these two percentages to determine the percent used in calculating the uniform payment amount. The percent average is then multiplied by $500 to determine the payment amount.

Submitting Payment

To pay eligible employees the PEF Nurse Uniform Maintenance Allowance, the agency must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Code UNA:

Agencies must submit a General Comment providing the calculation used in determining the percentage for employees with a Comp Rate Code of HRY or FEE.

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).

Please note that for payments made in checks dated on or after 01/01/2022, the Yonkers income tax withholding will be calculated using the Flat Rate method (1.95975% 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 Office of Employee Relations.

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