Purpose:

The purpose of this bulletin is to provide agency instructions for processing the 2023 M/C Uniform Cleaning and Maintenance Allowance.

Affected Employees:

Employees in Bargaining Unit 06 – Management Confidential or Bargaining Unit 46 – Military and Naval Affairs M/C who meet the eligibility criteria are affected.

Background:

The Office of Employee Relations (OER) memorandums dated 10/12/2023 to the Department of Environmental Conservation; Office of Parks, Recreation, and Historic Preservation; Department of Corrections and Community Supervision; and Division of Military and Naval Affairs authorize a 2023 Uniform Cleaning and Maintenance Allowance to eligible M/C employees.

Effective Dates:

The 2023 M/C Uniform Cleaning and Maintenance Allowance should be processed in Institution pay period 16L, paychecks dated 11/30/2023, or Administration pay period 17L, paychecks dated 12/06/2023.

Eligibility Criteria:

Employees in Bargaining Unit 06 or Bargaining Unit 46, on the eligibility date, which is the pay period end date of the period including 11/01/2023 (11/01/2023 (Institution) and 11/08/2023 (Administration)), are eligible to receive the 2023 M/C Uniform Cleaning and Maintenance Allowance provided the employee:

• Has an Employee 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 ANN or BIW (only if the employee has a Payroll Status of Leave With Pay and an Action/Reason Code of Paid Leave of Absence/MLS); and
• Is working in a security related position and is required to wear a uniform in the performance of their job daily; and
• Is in an eligible department and title (see below).

An employee who otherwise meets the eligibility criteria 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) on the eligibility date and who returns to the payroll within one year of the eligibility date may receive the 2023 payment upon the return from leave. The payment amount is based on the employee’s percentage prior to the leave.

Eligible Departments/Payment Amounts and Titles/Job Codes

Payment Calculation

The 2023 M/C Uniform Cleaning and Maintenance Allowance payment amount should be determined as follows:

• Employees with an Employee Status of Leave With Pay with at least half pay and an Action/Reason Code of Paid Leave of Absence/SKL (Sick Lv) on the eligibility date receive an amount based on the employee’s percentage prior to the leave.  The full payment amount based on the employee’s department is multiplied by the employee’s Empl Work Percent on the Job Data/Job Information page in effect prior to the leave.
• All other employees, including employees on a Leave With Pay, Paid Military Stipend Leave, and Unpaid Military Stipend Leave, receive an amount based on the employee’s percentage in effect on the eligibility date.  The full payment amount is multiplied by the employee’s Empl Work Percent on the Job Data/Job Information page in effect on 11/01/2023 (Institution) or 11/08/2023 (Administration).

Agency Actions:

Bargaining Unit 06

To pay the 2023 M/C Uniform Cleaning and Maintenance Allowance to eligible employees in Bargaining Unit 06, agencies must submit the below information on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Code UA7. Payment must be submitted by the agency where the employee was employed on the eligibility date.

Bargaining Unit 46

To pay the 2023 M/C Uniform Cleaning and Maintenance Allowance to eligible employees in Bargaining Unit 46, agencies must submit the information below on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Code UA9. Payment must be submitted by the agency where the employee was employed on the eligibility date.

Miscellaneous Payment Information:

The 2023 M/C Uniform Cleaning and Maintenance Allowance is not pensionable and is not included in the calculation of overtime.

Tax Information:

The 2023 M/C Uniform Cleaning and Maintenance Allowance is supplemental taxable income, will be included in the employee’s taxable gross subject to 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 (1.95975% for Yonkers residents and 0.50% for Yonkers non-residents).

Payroll Register and Employee’s Paycheck/Advice:

As appropriate, the following earnings codes and the associated amount paid will be displayed on the Payroll Register. The earnings code description and amount paid will be displayed on the employee’s paycheck stub or direct deposit advice.

Questions:

Questions regarding eligibility for this payment may be directed to your Agency Labor Relations Office.

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

Questions regarding taxes may be directed to the Tax and Compliance mailbox.