Purpose

To inform agencies of OSC’s automatic processing and to provide instructions to agencies for processing transactions not processed automatically.

Affected Employees

Eligible employees in Bargaining Unit 68

Background

GOER memorandum dated 10/29/10 provides for Uniform Cleaning and Maintenance Allowance payments to eligible employees in Bargaining Unit 68.

Effective Date(s)

Payments will be made in separate checks for the Uniform and Clothing Allowances dated 12/2/10 (Institution)

Eligibility Criteria

Employees must be in a “Lifeguard” title, Bargaining Unit 68, and be either a full or part time annual employee.

Employees must have been on the payroll at the end of the pay period in which 11/1/10 falls.

The Eligibility date is 11/3/10 for Institution agencies.

Eligible employees must have had a status of Active, Paid Leave or Leave of Absence with a reason of Military Stipend on 11/3/10.

Employees who otherwise met the eligibility requirements but were on an approved Leave Without Pay on the eligibility date, except for those on Military Stipend, are eligible for the payment, provided the employee returns to the payroll within one (1) year of the eligibility date.The payment is based on the work percentage before the employee was placed on leave.

Eligible employees working part-time on the eligibility date are entitled to receive a prorated payment based on the employee’s part-time percentage on the eligibility date.

Eligible full-time employees on Sick Leave at 50 percent pay on the eligibility date are entitled to the full payment.

Eligible part-time employees on Sick Leave at 50 percent on the eligibility date are entitled to a prorated payment based on the employee’s work percentage prior to their leave.

Eligible employees on Military Stipend Leave (paid or unpaid) on the eligibility date are entitled to the payment based on the work percentage before the employee was placed on leave.

Eligible employees who are on a Paid Leave of Absence for reasons other than Sick or Military Leave on the eligibility date are eligible for the payment based on the employee’s percentage on the eligibility date.

OSC Actions

OSC will automatically process the 2010 Uniform and Clothing Allowance payments for eligible employees who were Active on the payroll, on a Leave of Absence with a reason of Military Stipend or on a Paid Leave of Absence on 11/3/10 (Institution agencies).

Agency Actions

Agencies must submit the payment for employees who otherwise meet the eligibility requirements but are on a Leave of Absence for a reason other than Military Stipend on the eligibility date and return to work within one (1) year of the eligibility date.

The amounts below must be prorated for part-time employees based on their part-time percentage on the eligibility date.

The agency must enter the following information in the Time Entry page:

Control-D Reports

Time Entry Payment report NPAY771 will be available after the automatic payment is loaded into the Time Entry page (11/20/10 for Institution agencies).

The report contains the following data:

DeptID
EmplID
Empl Record
Name
Earn Code
Earns End Date
Grade
Barg Unit
Part Time %
Amount
Number of Payments Processed
Total Payment Amount

Miscellaneous Payment Information

The Uniform Allowance and Clothing Allowance payments are not pensionable and are not included in the calculation of overtime. There is no direct deposit for these payments.

Tax Information

This payment is subject to all tax withholdings. If there is an additional tax amount in the employee’s record, the additional tax will be deducted from both the regular paycheck and the separate check.

Payroll Register and Employee's Paycheck

The Earn Code and the amount will be displayed on the payroll register. The Earnings Description and the amount will be displayed on the employee’s paycheck stub.

Questions

Questions regarding this Bulletin should be directed to the Payroll Audit mailbox.