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Date: May 13, 2010

Bulletin Number: 991

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Subject

2009 Uniform Cleaning and Maintenance Allowance for Lifeguards

Purpose

To inform agencies of a new Time Entry code and to provide instructions for payment of the 2009 Uniform Cleaning and Maintenance Allowance for Lifeguards.

Affected Employees

Eligible employees in Bargaining Unit 68

Background

GOER memorandum dated February 5, 2010 provides for Uniform Cleaning and Maintenance Allowance payments to eligible employees in Bargaining Unit 68.

Effective Date(s)

Payments may be submitted beginning in Pay Period 4L (Institution), paychecks dated 6/3/10.

Payments will be made in a separate check.

There will be no direct deposit for this payment.

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 November 1st, 2009 fell.

The Eligibility date is November 4, 2009 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 11/4/09.

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

New Time Entry Code

OSC has created a new Time Entry earnings code to pay the 2009 Retroactive Uniform Cleaning and Maintenance Allowance for Lifeguards for those eligible employees in Bargaining Unit 68 who qualified for the payment.

U68 – Uniform Allowance BU68

Agency Actions

Beginning in Pay Period 3L, agencies may submit transactions on the Time Entry page using the following procedures:

Earnings Begin Date:

11/4/09 or date employee returned to the payroll for Institution agencies.

Earnings End Date:

 

11/4/09 or date employee returned to the payroll for Institution agencies.

Earn Code:

U68 - Uniform Allowance BU68

Amount:

$550 or prorated amount.

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

Undeliverable Paychecks

Inactive employees may be eligible for a payment as a result of the salary adjustment.  If the agency has made an effort to deliver the check to the employee but the check has been returned and is undeliverable, the agency should forward the check to the NYS Department of Tax and Finance, Division of Treasury, per instructions in Payroll Bulletin No. 908.

Checks issued to eligible employees who are now deceased should be returned with a completed Next of Kin Affidavit (Form AC 934-P) and a Report of Check Exchange (Form AC 1476-P).

For recipients of a previously deceased employee’s payroll checks where the Next of Kin Affidavit and Report of Check Exchange forms have been submitted, OSC will accept a photocopy of these forms to process the exchange.

Miscellaneous Payment Information

The Uniform Cleaning and Maintenance Allowance is not pensionable and is not included in the calculation of overtime.

There is no direct deposit for this payment.

Tax and Deductions Information

This payment is subject to Federal, State, and Local income taxes and Social Security/Medicare employment taxes.  Deductions will be taken for garnishments and Federal levies.

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.