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Date: November 27, 2012

Bulletin Number: 1211

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Subject

2012 Uniform Cleaning and Maintenance Allowance Payment for Certain Employees in Bargaining Unit 68

Purpose

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

Affected Employees

Eligible employees in the Lifeguard Unit (BU68).

Background

Pursuant to a GOER memorandum dated 11/21/12, a Uniform Cleaning and Maintenance Allowance Payment is provided to eligible employees in the Lifeguard Unit (BU68).

Effective Date(s)

Automatic Uniform Cleaning and Maintenance Payments will be made in separate checks dated 12/13/12 (Institution).

Eligibility Criteria

Employees must be in Bargaining Unit 68, have a status of Active, Leave with Pay or leave of Absence with a reason of Military Stipend on the eligibility date of 11/14/12 (Institution) and be either a full or part-time annual employee.

Employees who otherwise met the eligibility requirements but are on an approved Leave of Absence on the eligibility date, except for those on Military Stipend, are eligible for the payment, provided the employees 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 on Military Stipend on 11/14/12 (Institution) are eligible for the payment on the payment date noted above.

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 employees on Sick Leave With Pay on the eligibility date are entitled to the payment based on the work percentage before the employee was placed on leave.

Eligible employees on Military Stipend Leave (paid or unpaid) on the eligibility date are entitled to the payment based on the employee’s 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 2012 Uniform Cleaning and Maintenance Allowance Payments for eligible employees In Bargaining Unit 68 who were Active, on Leave with Pay or on a Leave of Absence with a reason of Military Stipend on 11/14/12 (Institution).

Agency Actions

Agencies must submit a Time Entry transaction 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 agency must enter the following information in the Time Entry page:

Earnings Begin Date:

11/14/12 or date the employee returns to the payroll.

Earnings End Date:

Same as the Earnings Begin Date.

Earn Code:

U68 – Uniform Allowance BU68

Amount:

$550 or prorated amount


Control-D Report

Control-D report NPAY771 (Time Entry Payment Report) will be available after the automatic payment is loaded into the Time Entry page (11/30/12).

The report contains the following date:

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

Miscellaneous Payment Information

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

There is no direct deposit for this payment.

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 paycheck.

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 about this bulletin may be directed to the Payroll Earnings mailbox.