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Date: December 17, 2004 Bulletin Number: 527
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Subject

Department of Military and Naval Affairs (DMNA) Uniform Maintenance Allowance

Purpose
To explain the procedures for processing the DMNA Uniform Maintenance Allowance payments.
Affected Employees
Eligible DMNA employees in the following titles:
  • Airport Firefighter Apprentice
  • Airport Firefighter 1
  • Airport Firefighter 2
  • Airport Firefighter 3
  • Training and Safety Officer
  • Air Base Security Guard
  • Air Base Security Guard Inspector
  • Senior Air Base Security Guard
Effective Date(s)
Administration checks dated December 29, 2004.
Background
Pursuant to Article 39 of the 2003 – 2007 DMNA Unit State/Civil Service Employees Association, Inc. (CSEA) Agreement, agency funds will be allocated for a DMNA Uniform Maintenance Allowance until a cleaning service is provided. The State and the CSEA have agreed to combine the DMNA Uniform Maintenance Allowance appropriation for Fiscal Year 2003 – 2004 and Fiscal Year 2004 – 2005 to certain eligible DMNA employees (see above titles).

Eligibility Criteria and Payment

The payment to individuals is limited to $52.00 per fiscal year. In order to be eligible for the allowance in a given fiscal year, the employee must be:

  • A full-time DMNA Unit employee working in an eligible title
  • On the payroll on October 1, 2003 for Fiscal Year 4/1/03-3/31/04 and/or
  • On the payroll on October 1, 2004 for fiscal year 4/1/04-3/31/05
  • Employed by DMNA at the time of the issuance of the allowance.

Individuals who are not employed by DMNA at the time of allowance issuance are not entitled to the Uniform Maintenance Allowance.

Employees on approved Leave status, including employees on Workers’ Compensation Leave, on the effective payroll period ending dates, and who otherwise satisfy the eligibility criteria, are entitled to the allowance upon their return to duty as long as the return date does not extend beyond March 31, 2005.

Employees who receive a regular uniform service are not eligible for the uniform maintenance allowance. The term “regular uniform service” refers to the periodic (e.g., daily, weekly) provision of laundered uniforms.

Eligible employees who were hired in Fiscal Year 4/1/03-3/31/04 and who were on the payroll on October 31, 2003 and/or hired in Fiscal Year 4/1/04-3/31/05 and who were on the payroll on October 1, 2004 can receive a maximum allowance of $52.00 for each fiscal year.

Agency Actions

Effective Pay Period 20L, DMNA may submit transactions on the Time Entry page using the following procedures:

2003 - Uniform Maintenance Allowance

The agency must report the Earn Code UA9 in the Time Entry page as follows:

Earnings Begin Date: 10/01/03 or date the employee returned to the payroll.
Earnings End Date: Same as the Earnings Begin Date
Earn Code: UA9
Amount: $52.00

2004 - Uniform Maintenance Allowance

The agency must report the Earn Code UA9 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: Same as the Earnings Begin Date
Earn Code: UA9
Amount: $52.00

Payroll Register and Employee Paycheck/Advice
The Earn Code UA9 and the amount will be displayed on the payroll register. The earnings description ‘Uniform Allowance NU46 and 47' 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.