State Agencies Bulletin No. 909

June 2009 Tool Allowance Payment for CSEA Operational Services Unit (Bargaining Unit 03)
Date Issued
May 12, 2009


To explain the procedures for processing the June 2009 Tool Allowance payment.

Affected Employees

Certain salaried and hourly employees in the CSEA Operational Services Unit (BU03) in eligible agencies and titles

Effective Date(s)

Payment may be submitted in Pay Period 7L, paychecks dated 7/16/09 (Institution) and 7/22/09 (Administration)


Article 49.2c of the 2007-2011 CSEA Operational Services Unit (BU03) Agreement provides for an annual Tool Allowance payment during June of each year.

Payment Amount and Eligibility Criteria

Payment Amount/Eligibility Period

A $175.00 Tool Allowance payment is payable for the period April 1, 2008 through March 31, 2009.

Salaried Employees

A Tool Allowance payment is payable to eligible salaried employees who are Active on the payroll in an eligible agency and title on the effective date of payment, June 30, 2009.

Employees who are on an approved Leave (including those on Workers’ Compensation Leave) on June 30, 2009 are eligible for the 2009 payment upon return to work, provided the return to the payroll is prior to April 1, 2010.

Hourly Employees

Pursuant to an understanding between the Governor’s Office of Employee Relations and the Civil Service Employees Association, the Tool Allowance provision in Article 49.2c of the Agreement shall apply to hourly employees who meet the following criteria:

  • Worked for at least nine (9) continuous months, half or more time, prior to June 30, 2009;
  • Performed duties of automotive repair;
  • Are required by the State to provide a personal tool inventory for use in the performance of his or her job; and
  • Are Active on the payroll at the time of the payment.
Eligible Agencies
  • Department of Transportation
  • Division of State Police
  • Office of General Services
  • Office of Parks, Recreation & Historic Preservation
Eligible Titles
  • Motor Equipment Mechanic
  • Maintenance Assistant Mechanic
  • Auto Body Mechanic
  • Motor Equipment Maintenance Supervisor
  • Motor Equipment Maintenance Supervisor 1
  • Aircraft Mechanic
  • Construction Equipment Mechanic
  • Employees in General Mechanic and Park Worker titles who perform motor equipment repair duties and are required to provide a personal tool inventory.

Agency Actions

Agencies must process the annual Tool Allowance payment through PayServ or by Standard Voucher:

Standard Voucher
  • The agency will issue a separate check to reimburse employees who submit tool purchase receipts during the eligibility period.
  • For eligible employees who do not submit tool purchase receipts during the eligibility period, the agency must enter the payment in the Time Entry page as follows:
    Earnings Begin Date: 6/30/09
    Earnings End Date: 6/30/09
    Earnings Code: TOL
    Units: 1

Deduction and Tax Information

The Tool Allowance payment is not pensionable and is not included in the calculation of overtime.

The Tool Allowance payment using the receipted method, paid by Standard Voucher, is not subject to income and employment taxes and will not be included as ordinary income.

The Tool Allowance payment using the unreceipted method will be included in the employee’s regular paycheck, is subject to payroll taxes and is reported as ordinary income on the employee’s Form W-2.

Payroll Register and Employee Paycheck/Advice

The Earn Code TOL and the amount will be displayed on the payroll register.

The Earnings description “Tool Allow” and the amount will be printed on the employee’s paycheck stub or direct deposit advice.


Questions about eligibility may be directed to Mary Ackley of the Governor’s Office of Employee Relations at (518) 473-7233.

Questions about payment processing may be directed to the Payroll Audit mailbox.