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Date: February 17, 2015

Bulletin Number: 1378

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Subject

2013 and 2014 Uniform Maintenance Allowance for Employees in the Fire Protection Specialist Title Series Represented by the Public Employees Federation (PEF)

Purpose

To provide the Division of Homeland Security and Emergency Services instructions for processing the 2013 and 2014 PEF OFPC Uniform Maintenance Allowance.

Affected Employees

Employees in the Fire Protection Specialist title series at the Office of Fire Prevention and Control (OFPC) in the Division of Homeland Security and Emergency Services who meet the eligibility criteria.

Background

The OFPC Uniform Allowance Side Letter contained in the 2011-2015 Agreement between the State of New York and the Public Employees Federation (PEF) and the Memorandum of Agreement Regarding Policy on Wearing Department Supplied Uniforms signed 09/26/14 provide for a Uniform Maintenance Allowance.

Effective Date(s)

The 2013 and 2014 PEF OFPC Uniform Maintenance Allowance may be processed beginning in Administration Pay Period 24L, paychecks dated 03/11/15.

Eligibility Criteria

Employees in Bargaining Unit 05 on 04/01/13 are eligible to receive the 2013 PEF OFPC Uniform Maintenance Allowance and employees in Bargaining Unit 05 on 04/01/14 are eligible to receive the 2014 PEF OFPC Uniform Maintenance Allowance provided the employee: 

  • Has a Payroll Status of Active, Leave With Pay or Leave of Absence with an Action/Reason code of Leave of Absence/MLS (Mil Stip); and
  • Has a Pay Basis Code of ANN or BIW (only if the employee has a Payroll Status of Leave With Pay with an Action/Reason code of Paid Leave of Absence/MLS); and
  • Works full-time in a Fire Protection Specialist title and is required to wear a uniform; and
  • Does not receive a regular uniform service.

An employee who otherwise meets the eligibility criteria but was on an authorized leave of absence with a Payroll Status of Leave of Absence (except with an Action/Reason code of Leave of Absence/MLS) on the payment eligibility dates noted above and who returned by 09/30/13 for the 2013 payment or 09/30/14 for the 2014 payment is eligible for the specified payment upon the return from leave.

New Earnings Code

OSC has created a new Time Entry Earnings Code to process the PEF OFPC Uniform Maintenance Allowance.

Earnings Code

Description

UAP

Uniform Allowance – BU05 OFPC


Agency Actions

To pay eligible employees the PEF OFPC Uniform Maintenance Allowance of $88.00 (full-time employees) or $68.00 (part-time employees), agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Code UAP.

2013 PEF OFPC Uniform Maintenance Allowance

Earnings Begin Date:

04/01/13 or the date the employee returned to the payroll

Earnings End Date:

Same as Earnings Begin Date

Earn Code:

UAP

Amount:

$88.00 – full-time employees
$68.00 – part-time employees

2014 PEF OFPC Uniform Maintenance Allowance

Earnings Begin Date:

04/01/14 or the date the employee returned to the payroll

Earnings End Date:

Same as Earnings Begin Date

Earn Code:

UAP

Amount:

$88.00 – full-time employees
$68.00 – part-time employees


Miscellaneous Payment Information

The 2013 and 2014 PEF OFPC Uniform Maintenance Allowance are not pensionable and are not included in the calculation of overtime.

Tax Information

These monies are taxable income and are subject to all employment taxes and income taxes.  The monies will be included in the employee’s taxable gross and will be reported on the employee’s Form W-2 using code UTA (Uniform/Tool Allowance).

Payroll Register and Employee’s Paycheck/Advice

The Earnings Code UAP and the amount paid will be displayed on the Payroll Register.  The Earnings Description Uniform Allowance – BU05 OFPC and the amount paid will appear on the employee’s paycheck stub or direct deposit advice.

Questions

Questions regarding eligibility for this payment may be directed to the Governor’s Office of Employee Relations.

Question regarding this bulletin may be directed to the Payroll Earnings mailbox.

Questions regarding taxes may be directed to the Tax and Compliance mailbox.