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Date: November 12, 2004 Bulletin Number: 516
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Subject
CSEA 2003 and 2004 Work Related Clothing Allowances for Bargaining Units 03 and 04; and 2003 and 2004 Uniform Maintenance Allowances for Bargaining Unit 04
Purpose
To explain the procedures for processing the Work Related Clothing Allowance and the Uniform Maintenance Allowance payments.

Affected Employees
Eligible employees in Bargaining Unit 03 and 04.
Effective Date(s)
Administration checks dated December 1, 2004.
Institution checks dated December 9, 2004.

Background
The Governor’s Office of Employee Relations has approved funding for the payment of Work Related Clothing Allowances for Bargaining Units 03 and 04 and Uniform Maintenance Allowances for Bargaining Unit 04, pursuant to Article 49 of the OSU 2003-2007 Agreement and Articles 49.1 and 49.2 of the ISU 2003-2007 Agreement.

Eligibility for BU 03

CSEA Operational Services Unit (BU 03)

2003 - $52.00 Work Related Clothing Allowance

The Work Related Clothing Allowance of $52.00 per year is to be paid either through the Payroll System using the Time Entry page or on a Standard Voucher. Standard Vouchers are to be used to reimburse employees when receipts are provided. If no receipts are provided, the payment is taxable and must be paid through the Payroll System.

To be eligible for the payment, the employee must have been in Active status as a full-time employee in BU 03 on October 1, 2003 for employees in Institution agencies or October 8, 2003 for employees in Administration agencies.

Employees who are in Active status and are part-time or hourly on the eligibility dates are eligible for the payment provided they worked in Bargaining Unit 03 for at least nine (9) continuous months and half-time or more.

Eligible employees who were on an approved Leave (With or Without Pay) on October 1, 2003 (Institution) or October 8, 2003 (Administration) are entitled to the allowance provided the employee returned to the payroll by March 31, 2004.

Eligible employees on Military Stipend as a result of the September 11, 2001 events may receive the payment immediately.

2004 - $52.00 Work Related Clothing Allowance

The Work Related Clothing Allowance of $52.00 per year is to be paid either through the Payroll System using the Time Entry page or on a Standard Voucher. Standard Vouchers are to be used to reimburse employees when receipts are provided. If no receipts are provided, the payment is taxable and must be paid through the Payroll System.

To be eligible for the payment, the employee must be on the payroll in Active status as a full-time employee in BU 03 on October 6, 2004 for employees in Administration agencies or October 13, 2004 for employees in Institution agencies.

Employees who are in Active status and are part-time or hourly on the eligibility dates are eligible for the payment provided the employee worked in Bargaining Unit 03 for at least nine (9) continuous months and half- time or more.

Eligible employees who were on an approved Leave (With or Without Pay) on October 6, 2004 (Administration) or October 13, 2004 (Institution), are entitled to the allowance provided the employee returns to the payroll by March 31, 2005.

Eligible employees on Military Stipend as a result of the September 11, 2001 events may receive the payment immediately.

Eligibility for BU 04

CSEA Institutional Services Unit (BU 04)

2003 - $68.00 or $48.00 Uniform Maintenance Allowance

Full-time eligible employees are entitled to a Uniform Maintenance Allowance of $68.00 per year. Part-time eligible employees who work at least twenty (20) hours per week are entitled to a Uniform Maintenance Allowance of $48.00 per year. Part-time and full-time status is determined by the employee’s employment status on October 1, 2003.

To be eligible for the payment, the employee must be in an eligible title on October 1, 2003; and have completed six (6) months of service in an eligible title during the Fiscal Year 2002-2003; and be Active on the payroll October 1, 2003 for employees in Institution agencies or October 8, 2003 for employees in Administration agencies.

Agencies should refer to the Memorandum dated 10/13/04 from the Governor’s Office of Employee Relations for a list of eligible titles.

Employees who were on an approved Leave (With or Without Pay) on October 1, 2003 (Institution) or October 8, 2003 (Administration) are entitled to the allowance provided the employee returned to the payroll by March 31, 2004.

Eligible employees on Military Stipend as a result of the September 11, 2001 events may receive the payment immediately.

2004 - $68.00 or $48.00 Uniform Maintenance Allowance

Full-time eligible employees are entitled to a Uniform Maintenance Allowance of $68.00 per year. Part-time eligible employees who work at least twenty (20) hours per week are entitled to a Uniform Maintenance Allowance of $48.00 per year. Part-time and full-time status is determined by the employee’s employment status on October 1, 2004.

To be eligible for the payment, the employee must be in an eligible title on October 1, 2004; and have completed six (6) months of service in an eligible title during the Fiscal Year 2003-2004; and be Active on the payroll October 6, 2004 for employees in Administration agencies or October 13, 2004 for employees in Institution agencies.

Agencies should refer to the Memorandum dated 10/13/04 from the Governor’s Office of Employee Relations for a list of eligible titles.

Employees who were on an approved Leave (With or Without Pay) on October 6, 2004 (Administration) or October 13, 2004 (Institution) are entitled to the allowance provided the employee returns to the payroll by March 31, 2005.

Eligible employees on Military Leave as a result of the September 11, 2001 events may receive the payment immediately.

2003 Work Related Clothing Allowance

The Work Related Clothing Allowance of $38.00 is paid to eligible employees in Bargaining Unit 04 based on the following eligibility criteria:

The employee must be working in an eligible title on October 1, 2003; and have completed six (6) months of service in an eligible title during the Fiscal Year 2003-2004; and be Active on the payroll October 1, 2003 for employees in Institution agencies or October 8, 2003 for employees in Administration agencies.

Employees who were on an approved Leave (With or Without Pay) on October 1, 2003 (Institution) or October 8, 2003 (Administration) are entitled to the allowance provided the employee returned to the payroll by March 31, 2004.

Eligible employees on Military Stipend as a result of the September 11, 2001 events may receive the payment immediately.

2004 Work Related Clothing Allowance

The Work Related Clothing Allowance of $38.00 is paid to eligible employees in Bargaining Unit 04 based on the following eligibility criteria:

The employee must be in an eligible title on October 1, 2004; and have completed six (6) months of service in an eligible title during the Fiscal Year 2004-2005; and be Active on the payroll October 6, 2004 for employees in Administration agencies or October 13, 2004 for employees in Institution agencies.

Employees who were on an approved Leave (With or Without Pay) on October 6, 2004 (Administration) or October 13, 2004 (Institution) are entitled to the allowance provided the employee returns to the payroll by March 31, 2005.

Eligible employees on military leave as a result of September 11, 2001 events may receive the payment immediately.

Agencies should refer to the Memorandum dated 10/13/04 from the Governor’s Office of Employee Relations for a list of eligible titles.

Receipts
Agencies should refer to the Memorandum dated 10/13/04 from the Governor’s Office of Employee Relations for applicable procedures when an employee provides a receipt.

Agency Actions

Effective Pay Period 17L/18C, agencies may submit transactions on the Time Entry page using the following procedures. The agency the employee was employed by on 10/1/03 and 10/1/04 must enter the payment.

2003 - Work Related Clothing Allowance (BU 03)

The agency must report the Earn Code UA2 in the Time Entry page as follows:

Earnings Begin Date: Enter 10/01/03 or the date the employee returned to the payroll.
Earnings End Date: Enter the same date as the Earnings Begin Date
Earn Code: UA2
Amount: Enter $52.00

2003 - Uniform Maintenance Allowance and Work Related Clothing Allowance (BU 04)

The agency must report the Earn Code UA4 in the Time Entry page as follows:

Earnings Begin Date: Enter 10/01/03 or date returned to the payroll.
Earnings End Date: Enter the same date as the Earnings Begin Date
Earn Code: UA4
Amount: Enter the appropriate amount of the payment.

2004 - Work Related Clothing Allowance (BU 03)

The agency must report the Earn Code UA2 in the Time Entry page as follows:

Earnings Begin Date: Enter 10/01/04 or the date the employee returned to the payroll.
Earnings End Date: Enter the same date as the Earnings Begin Date
Earn Code: UA2
Amount: Enter $52.00

2004 - Uniform Maintenance Allowance and Work Related Clothing Allowance (BU 04)

The agency must report the Earn Code UA4 in the Time Entry page as follows:

Earnings Begin Date: Enter 10/01/04 or date returned to the payroll.
Earnings End Date: Enter the same date as the Earnings Begin Date.
Earn Code: UA4
Amount: Enter the appropriate amount of the payment.

Miscellaneous Payment Information
The amounts will be included in the employee’s regular paycheck, subject to payroll taxes and reported as ordinary income on the employee’s W-2.
Payroll Register and Employee Paycheck/Advice
The Earn Code UA2 or UA4 and the amount will be displayed on the payroll register. The earnings description ‘Uniform Allowance NU03' or ‘Uniform Allowance NU04' and the amount will be displayed on the employee’s paycheck or advice.
Questions

Questions on eligibility should be directed to the Governor’s Office of Employee Relations.

Questions about payment processing may be directed to your Payroll Auditor.