State Agencies Bulletin No. 2002

Subject
Annual Stipend for Canine Handlers Represented by the Public Employees Federation (PEF) Working at the Division of Homeland Security and Emergency Services (DHSES)
Date Issued
March 1, 2022

Purpose:

The purpose of this bulletin is to provide information and processing instructions regarding a new stipend for canine handlers represented by PEF at DHSES.

Affected Employees:

Employees in the Professional, Scientific, and Technical Services Unit (BU05) assigned by DHSES to be a canine handler are affected.

Background:

The Memorandum of Understanding (MOU) between the State of New York and PEF provides for an annual stipend of $5,500 for employees who are assigned by DHSES to be a canine handler and who spend time caring for DHSES canines outside of regular working hours.

The stipend shall be paid on a biweekly basis at approximately 1/26th of the annual value. Employees remain eligible to receive this payment during an authorized paid or unpaid leave of absence so long as the employee continues to care for the DHSES canine. Employees can only be paid for those pay periods in which the employee was eligible for the entire pay period.

The MOU expires on 03/31/2023 unless extended by mutual agreement of the parties.

Effective Dates:

The annual stipend is effective on 10/19/2017 for employees deemed eligible as outlined in the MOU.

Agencies should begin using the new Additional Pay and Time Entry Earnings codes in Administration Pay Period 24L, checks dated 03/16/2022.

Eligibility Criteria:

The annual canine handler stipend of $5,500 shall be paid using the following criteria:

  • The employee must be assigned by DHSES to be a canine handler and spend time caring for a DHSES canine outside of regular working hours.
  • The stipend shall be paid so long as the employee remains assigned to canine handler duties and bears responsibility to care for a DHSES canine outside of regular working hours.
  • The stipend shall not be reduced if the employee is placed on an authorized paid or unpaid leave of absence unless the employee is no longer required or able to care for a DHSES canine.
  • The stipend shall only be paid for those pay periods during which the employee is eligible for the entire pay period.

OSC Actions:

OSC has created Additional Pay Earnings Code HSC – DHSES Canine Handler Stipend to process canine handler stipend payments effective and submitted in a current pay period. These payments will continue until the agency submits a new transaction including an End Date. In addition, OSC has created Time Entry Earnings Code CHM – DHSES Canine Stipend Manual to process payments effective in a prior pay period and to adjust previously processed payments. These are one-time payments or adjustments.

Agency Actions:

Beginning in Administration Pay Period 24L, the agency may submit transactions to process canine handler stipend payments for current and future pay periods by entering the following information on the Additional Pay page:
 

Earnings Code: HSC
Effective Date:

The pay period begin date of the first full pay period the employee is eligible.

Please note: The Effective Date cannot be prior to the current pay period begin date.

Earnings:

Non-leap year amount: $210.96

Leap year amount: $210.38

End Date: Leave blank unless the employee becomes ineligible for the payment. If the employee becomes ineligible, enter the pay period end date of the last full pay period the employee was eligible for the payment.

Please note: Earnings Code HSC cannot be used when submitting a canine handler stipend payment for a prior pay period and will not generate a retroactive adjustment if a change is made to the Earnings.

To process canine handler stipend payments for a prior pay period or to adjust a previously processed payment, the agency must enter the following information on the Time Entry page or the Time Entry Interface (NPAY502):

Earnings Begin Date: Pay period begin date associated with the first complete prior pay period in which the employee was eligible OR the pay period begin date of the pay period requiring an adjustment.
Earnings End Date: Pay period end date associated with the last complete prior pay period in which the employee was eligible OR the pay period end date of the pay period requiring an adjustment.
Earn Code: CHM
Amount:

Amount is manually calculated by the agency

  • Payment for a prior pay period
    • $210.96 x # of complete pay periods (non-leap year)
    • $210.38 x # of complete pay periods (leap year)
  • Adjustment amount entered as a negative or positive value

Agencies must include an explanation in General Comments or Time Entry Comments explaining the CHM calculation of monies owed or adjusted.

Retirement and General Deductions:

Monies paid using Earnings Codes HSC and CHM are included as salary for retirement purposes and are included in the calculation of percentage-based dues for PEF members.

Tax Information:

These earnings are taxable income, will be included in the employee’s taxable gross and are subject to all employment and income taxes. Income taxes will be calculated using the employee’s current withholding elements in PayServ.

Questions:

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

Questions regarding general deductions may be directed to the Payroll Deduction mailbox.