Purpose:
The purpose of this bulletin is to provide agency instructions for processing the 2023 CSEA ASU Work-Related Clothing Allowance for employees in the Racing Inspector title.
Affected Employees:
Employees in the Administrative Services Unit (ASU) Bargaining Unit 02 who meet the eligibility criteria are affected.
Background:
Article 49 of the 2021-2026 ASU Agreement between the State of New York and the Civil Service Employees Association and the Office of Employee Relations (OER) memorandum dated 08/14/2023 provide for a Work-Related Clothing Allowance.
Effective Dates:
The 2023 CSEA ASU Work-Related Clothing Allowance may be processed beginning Administration Pay Period 11L, paychecks dated 09/13/2023.
Eligibility Criteria:
Employees serving as a Racing Inspector in Bargaining Unit 02 at the NYS Gaming Commission are eligible to receive a 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 Comp Rate Code of FEE; and
- Is assigned to a track location during the month of July 2023.
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 03/31/2024 is eligible for the payment upon the return from leave.
Agency Actions:
Employee Reimbursement Distribution Method
If an employee provides work-related clothing purchase receipts dated 04/01/2023 through 03/31/2024, the allowance (up to $70.00) is paid by separate check as explained in the 08/14/2023 OER 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:
| SFS Business Unit |
Dept. Value |
Program Value |
Fund Value |
Account Code |
Budget Reference |
|---|---|---|---|---|---|
| OER01 | 1120220 | 24250 | 10050 | 54001 | 2023-2024 |
Direct Employee Allowance Distribution Method:
To pay the 2023 CSEA ASU Work-Related Clothing Allowance of $70.00 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 in Pay Period 11L.
| Earnings Begin Date: | 04/01/2023 or the date the employee returned to the payroll |
|---|---|
| Earnings End Date: | Same as Earnings Begin Date |
| Earn Code: | UA0 |
| Amount: | $70.00 |
Miscellaneous Payment Information:
The 2023 CSEA ASU Work-Related Clothing Allowance is not pensionable and is not included in the calculation of overtime.
Tax Information:
The 2023 CSEA ASU Work-Related Clothing Allowance (Earnings Code UA0) is supplemental taxable income, subject to all employment taxes and income taxes, will be included in the employee’s taxable gross, and reported on the employee’s Form W-2.
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 (1.95975% for Yonkers residents and 0.50% for Yonkers non-residents).
Questions:
Questions regarding eligibility for this payment may be directed to the 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.
Questions regarding retirement may be directed to the Payroll Retirement Mailbox.