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Date: October 22, 2015

Bulletin Number: 1428

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Subject

2015 Uniform Cleaning and Maintenance Allowance for Employees Designated Management or Confidential (M/C)

Purpose To provide agency instructions for processing the 2015 M/C Uniform Cleaning and Maintenance Allowance.

Affected Employees Employees designated management or confidential in Bargaining Unit 06 or Bargaining Unit 46 who meet the eligibility criteria.

Background

The Governor’s Office of Employee Relations (GOER) memorandums dated 10/6/15 to the Department of Environmental Conservation; Office of Parks, Recreation and Historic Preservation; Department of Corrections and Community Supervision; and Division of Military and Naval Affairs authorize a 2015 Uniform Cleaning and Maintenance Allowance to eligible M/C employees.

Effective Date(s)

The 2015 M/C Uniform Cleaning and Maintenance Allowance should be processed in Administration Pay Period 17L, paychecks dated 12/02/15 or Institution Pay Period 17L, paychecks dated 12/10/15.

Eligibility Criteria

Employees in Bargaining Unit 06 or Bargaining Unit 46 on the eligibility date (pay period end date of the period including 11/01/15) are eligible to receive the 2015 M/C Uniform Cleaning and 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 and an Action/Reason code of Paid Leave of Absence/MLS); and
  • Is working in a security related position and is required to wear a uniform in the performance of their jobs on a daily basis; and
  • Is in an eligible department and title (see below).

An employee who otherwise meets the eligibility criteria but is 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 eligibility date and who returns to the payroll within one year of the eligibility date may receive the 2015 payment upon the return from leave.  The payment amount is based on the employee’s percentage prior to the leave.

Eligible Departments/Payment Amounts and Titles/Job Codes

Department of Environmental Conservation:  $625

Director, Division of Law Enforcement – 001330
Assistant Director, Division of Law Enforcement – 001329
Director, Forest Ranger Services – 017698
Assistant Director, Forest Ranger Services – 017699

Office of Parks, Recreation and Historic Preservation: $625

Director of Park Police – 020866
Assistant Director of Park Police – 017163
Major Park Police – 007958

Department of Corrections and Community Supervision:  $1200

Deputy Superintendent for Security Services 2 – 007977
Deputy Superintendent for Security Services 3 – 007978
Correction Captain – 007930
Director of C.E.R.T. Operations in DOCCS – 008001

Division of Military and Naval Affairs:  $52

Airport Firefighter 3 – 008010
Training and Safety Officer 2 - 015801

Payment Calculation

The 2015 M/C Uniform Cleaning and Maintenance Allowance payment amount should be determined as follows:

  • Employees with a Payroll Status of Leave With Pay and an Action/Reason code of Paid Leave of Absence/SKL (Sick Lv) on the eligibility date receive an amount based on the employee’s percentage prior to the leave.  The full payment amount based on the employee’s department is multiplied by the employee’s Empl Work Percent on the Job Data/Job Information page in effect prior to the leave.
  • All other employees (including employees on a Leave With Pay, Paid Military Stipend Leave and Unpaid Military Stipend Leave) receive an amount based on the employee’s percentage in effect on the eligibility date.  The full payment amount is multiplied by the employee’s Empl Work Percent on the Job Data/Job Information page in effect on 11/04/15 (Administration) or 11/11/15 (Institution).

Agency Actions

Bargaining Unit 06

To pay the 2015 M/C Uniform Cleaning and Maintenance Allowance to eligible employees in Bargaining Unit 06, agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Code UA7.  The agency where the employee was employed on the eligibility date must submit the payment.

Earnings Begin Date:

11/04/15 - Administration
11/11/15 – Institution
Or the date the employee returned to the payroll

Earnings End Date:

Same as Earnings Begin Date

Earn Code:

UA7

Amount:

As determined above

Bargaining Unit 46

To pay the 2015 M/C Uniform Cleaning and Maintenance Allowance to eligible employees in Bargaining Unit 46, agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Code UA9.  The agency where the employee was employed on the eligibility date must submit the payment.

Earnings Begin Date:

11/04/15 - Administration
11/11/15 – Institution
Or the date the employee returned to the payroll

Earnings End Date:

Same as Earnings Begin Date

Earn Code:

UA9

Amount:

As determined above


Miscellaneous Payment Information The 2015 M/C Uniform Cleaning and Maintenance Allowance is not pensionable and is not included in the calculation of overtime.

Tax Information

These monies are taxable income and are subject to all employment taxes and income taxes.  Income taxes will be calculated using the employee’s current Tax Marital Status and Withholding Allowances on the Update Employee Tax Data page.  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

As appropriate, the following earnings codes and the associated amount paid will be displayed on the Payroll Register.  The earnings code description and amount paid will be displayed on the employee’s paycheck stub or direct deposit advice.

Earnings Code

Description

UA7

Uniform Allowance NU 06

UA9

Uniform Allowance NU46 and 47


Questions

Questions regarding eligibility for this payment should be directed to your Agency Labor Relations Office.

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

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