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Date: November 1, 2016

Bulletin Number: 1519

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Subject 2016 Work-Related Clothing Allowance for OSU Employees Represented by the Civil Service Employees Association (CSEA)

Purpose To provide agency instructions for processing the 2016 CSEA OSU Work-Related Clothing Allowance.

Affected Employees Employees in the Operational Services Unit (OSU) – BU03 who meet the eligibility criteria.

Background Article 49.1 of the 2011-2016 OSU Agreement between the State of New York and the Civil Service Employees Association and the Governor’s Office of Employee Relations (GOER) memorandum dated October 4, 2016 provide for a Work-Related Clothing Allowance.

Effective Date(s) The 2016 CSEA OSU Work-Related Clothing Allowance may be processed beginning in Institution Pay Period 18L, paychecks dated 12/22/16 or Administration Pay Period 18L, paychecks dated 12/28/16.

Eligibility Criteria Employees in Bargaining Unit 03 on 10/01/16 are eligible to receive the 2016 CSEA OSU Work-Related Clothing 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, HRY 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
  • Performs hands-on traditional operational duties.

In addition, part-time and hourly employees must have worked in Bargaining Unit 03 for at least nine continuous months at half-time or greater to be eligible.

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 10/01/16 and who returns on or before 03/31/17 is eligible for the payment upon the return from leave.

Agency Actions Employee Reimbursement Distribution Method

If an employee provides work-related clothing purchase receipts dated 04/01/16 through 03/31/17, the allowance (up to $65.00) is paid by separate check as explained in the 10/4/16 GOER memorandum.  Agencies must make the payment to individual employees and submit one journal entry reimbursement for all affected employees using the following Statewide Financial System chart field.

SFS Business Unit

Dept. Value

Program Value

Fund Value

Acct Code

Budget Reference

OER01

1120220

24114

10050

54001

2016-17

Direct Employee Allowance Distribution Method

To pay the 2016 CSEA OSU Work-Related Clothing Allowance of $65.00 to eligible employees who do not submit work-related clothing purchase receipts, agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Code UA2.

Earnings Begin Date:

10/01/16 or the date the employee returned to the payroll.

Earnings End Date:

Same as Earnings Begin Date

Earn Code:

UA2

Amount:

$65.00


Miscellaneous Payment Information

The 2016 CSEA OSU Work-Related Clothing Allowance is not pensionable and is not included in the calculation of overtime.
Tax Information The 2016 CSEA OSU Work-Related Clothing Allowance is taxable income, will be included in the employee’s taxable gross and is subject to all employment taxes and income taxes.  Income taxes will be calculated using the employee’s current Tax Marital Status and Withholding Allowance 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 Earnings Code UA2 and the amount paid will be displayed on the Payroll Register.  The Earnings Description Uniform Allowance NU 03 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.

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

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