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Date: November 18, 2009

Bulletin Number: 940

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Subject

2009 CSEA Work Related Clothing Allowance for Bargaining Units 03 and 04; and 2009 Uniform Maintenance Allowance 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 Units 03 and 04.


Background

The Governor’s Office of Employee Relations has approved funding for the payment of the Work Related Clothing Allowance for Bargaining Units 03 and 04 and the Uniform Maintenance Allowance for Bargaining Unit 04, pursuant to Article 49 of the OSU 2007-2011 Agreement and Articles 49.1 and 49.2 of the ISU 2007-2011 Agreement.

Effective Date(s)

This payment will be included in the regular paychecks dated December 3, 2009 (Pay Period 17L) for Institution agencies and December 9, 2009 (Pay Period 17L) for Administration agencies.

Eligibility for
BU03

CSEA Operational Services Unit (BU03)

$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 in an eligible title on 10/1/09 and in Active status as a full-time employee in BU03 on September 30, 2009 for Administration agencies or October 7, 2009 for 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, half-time or more.

Eligible employees who were on an approved Leave Without Pay on September 30, 2009 (Administration) or October 7, 2009 (Institution) are entitled to the allowance provided the employee returns to the payroll by March 31, 2010.

Eligible employees on Military Stipend on September 30, 2009 (Administration) or October 7, 2009 (Institution) are eligible for the payment on the payment dates noted above.

Eligibility for
BU04

CSEA Institutional Services Unit (BU04)

$58.00 Work Related Clothing Allowance

The Work Related Clothing Allowance of $58.00 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, 2009 and have completed six (6) months of service in an eligible title during the Fiscal Year 2009-10 and be Active on the payroll September 30, 2009 (Administration) or October 7, 2009 (Institution).

Employees who were on an approved Leave Without Pay on September 30, 2009 (Administration) or October 7, 2009 (Institution) are entitled to the allowance provided the employee returns to the payroll by March 31, 2010.

Eligible employees on Military Stipend on September 30, 2009 (Administration) or October 7, 2009 (Institution) are eligible for the payment on the payment dates noted above.

Agencies should refer to the memorandum dated 11/16/09 from the Governor’s Office of Employee Relations for a list of eligible titles.

$88.00 or $68.00 Uniform Maintenance Allowance

Full-time eligible employees are entitled to a Uniform Maintenance Allowance of $88.00 per year. Part-time eligible employees who work at least twenty (20) hours per week are entitled to a Uniform Maintenance Allowance of $68.00 per year.  Part-time and full-time status is determined by the employee’s employment status on October 1, 2009.

To be eligible for the payment, the employee must be in an eligible title on October 1, 2009; have completed six (6) months of service in an eligible title during the Fiscal Year 2009-10; and be Active on the payroll on September 30, 2009 (Administration) or October 7, 2009 (Institution).

Agencies should refer to the memorandum dated 11/16/09 from the Governor’s Office of Employee Relations for a list of eligible titles.

Employees who were on an approved Leave Without Pay on September 30, 2009 (Administration) or October 7, 2009 (Institution) are entitled to the allowance provided the employee returns to the payroll by March 31, 2010.

Eligible employees on Military Stipend on September 30, 2009 (Administration) or October 7, 2009 (Institution) are eligible for the payment on the payment dates noted above.

Receipts

Agencies should refer to the 11/16/09 memorandum from the Governor’s Office of Employee Relations for applicable procedures when an employee provides a receipt.

Agency Actions

Effective Pay Period 17L, agencies may submit transactions on the Time Entry page using the following procedures.  The agency where the employee was employed on 10/1/09 must enter the payment.

2009 - Work Related Clothing Allowance (BU03)

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

Earnings Begin Date:

Enter 10/1/09 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:

$52.00

2009 - Uniform Maintenance Allowance and Work Related Clothing Allowance (BU04)

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

Earnings Begin Date:

Enter 10/1/09 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 2009 Work Related Clothing Allowance and Uniform Maintenance Allowance payments are not pensionable and are not included in the calculation of overtime.

Payroll Register and Employee’s Paycheck/Advice

The Earnings 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 stub or direct deposit advice.

Questions

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

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