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Date: November 25, 2013

Bulletin Number: 1283

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Subject

2013 Uniform Cleaning and Maintenance Allowance Payment and Clothing Allowance Payment for Certain Employees in Bargaining Units 21 and 31

Purpose

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

Affected Employees

Seasonal/temporary part-time employees in the Security Services Unit (SSU – BU21) and employees classified as investigators or detectives in the Agency Police Services Unit (APSU – BU31).

Effective Date(s)

Automatic Clothing Allowance Payments will be made in a separate check dated 12/18/13 (Administration).

Agency submitted Uniform Cleaning and Maintenance Allowance Payments and Clothing Allowance Payments can be made in separate checks beginning with checks dated 12/12/13 (Institution) or 12/18/13 (Administration).

Background

Appendix D of Chapter 67 of the Laws of 2012 and a GOER memorandum dated 11/14/13 provide for a Uniform Cleaning and Maintenance Allowance Payment to eligible seasonal/temporary part-time employees in the SSU (Bargaining Unit 21).

Chapter 15 of the Laws of 2012 and a GOER memorandum dated 11/04/13 provide for a Clothing Allowance Payment to eligible employees classified as investigators or detectives in the APSU (Bargaining Unit 31).

Eligibility Criteria

Bargaining Unit 21 Uniform Cleaning and Maintenance Allowance (UA8)

Seasonal/temporary part-time employees who work more than 520 hours in a fiscal year and who meet the eligibility criteria are eligible to receive one-quarter of the $1075 Uniform Cleaning and Maintenance Allowance (rounded to the nearest dollar).  Seasonal/temporary part-time employees who work more than 1,040 hours in a fiscal year and who meet the eligibility criteria are eligible to receive one-half of the $1075 Uniform Cleaning and Maintenance Allowance (rounded to the nearest dollar).

All seasonal/temporary part-time Bargaining Unit 21 titles are eligible.

Employees who otherwise meet the eligibility requirements but are on an approved Leave of Absence, except for those on Military Stipend, are eligible for the payment upon their return to the payroll. The payment is based on the number of hours worked in a fiscal year before the employee was placed on leave.

Eligible employees on Military Stipend are entitled to the payment based on the number of hours worked in a fiscal year before the employee was placed on leave and can receive the payment on the payment dates noted above.

Bargaining Unit 31 Clothing Allowance (CA1)

Employees must be in Bargaining Unit 31 and have a status of Active, Leave with Pay or Leave of Absence with a reason of Military Stipend on the eligibility date of 11/06/13 (Administration).

Employees in the following titles who meet the eligibility criteria are eligible for a Clothing Allowance Payment of $400:

Environmental Conservation Investigator 1
Environmental Conservation Investigator 2
Environmental Conservation Investigator 3
Environmental Conservation Investigator 4
University Police Investigator 1
University Police Investigator 2

In addition, those employees who work as plain clothes detectives in the following titles and who meet the eligibility criteria are also eligible for a Clothing Allowance Payment of $400:

Park Police Officer
Sergeant Park Police
Lieutenant Park Police
Captain Park Police

Employees who otherwise meet 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 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 on Military Stipend on 11/06/13 (Administration) 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 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 2013 Clothing Allowance Payment for eligible employees in Bargaining Unit 31 who were Active, on Leave with Pay or on a Leave of Absence with a reason of Military Stipend on 11/06/13 (Administration).

Agency Actions

Agencies must submit a Time Entry transaction for all eligible employees in Bargaining Unit 21 and those employees in Bargaining Unit 31 that 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.

Agencies must determine the payment amount based on the eligibility criteria explained above.

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

Earnings Begin Date:

BU21
11/27/13* (Institution)
12/4/13* (Administration)

BU31
11/6/13* (Administration)

*or date the employee returned to the payroll

Earnings End Date:

Same as Earnings Begin Date.

Earn Code:

BU21
UA8 – Uniform Allowance – BU 21

BU31
CA1 – Clothing Allowance – BU 31

Amount:

Enter appropriate payment amount as determined.


Agency Actions - Office of Parks, Recreation and Historic Preservation

The Office of Parks, Recreation and Historic Preservation agencies must enter a CA1 transaction on the Time Entry page to pay employees the full or prorated amount, as appropriate, in the titles of Park Police Officer, Sergeant Park Police, Lieutenant Park Police, and Captain Park Police who work as plain clothes detectives and who meet the eligibility criteria.

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 (12/06/13 for Administration agencies).

The report contains the following data:
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 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 income and payroll withholding taxes. If an additional tax amount is in the employee’s tax data record, the additional tax will be deducted from both the regular paycheck and the separate paycheck.

Payroll Register and Employee’s Paycheck/Advice

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.