NYS Comptroller Seal


Bureau of State Payroll Services


  Date: July 28, 2004  Bulletin No.  493


Tool Allowance Payments for CSEA Operational Services Unit (Bargaining Unit 03)


To explain the procedures for payment of the 2003-2004 Tool Allowances for salaried and hourly employees.

Affected Employees CSEA employees in Bargaining Unit 03 who meet the eligibility criteria defined below.

Payment may be submitted in Pay Period 9L, checks dated 8/11/04 for Administration and 8/19/04 for Institution.


Article 49.2(c) of the 2003-2007 Agreement between the State of New York and the CSEA Operational Services Unit calls for Tool Allowances to be paid to eligible employees for 2003 and 2004.

Eligibility and Payment Amounts

Salaried Employees

Pursuant to the terms of the State/CSEA 2003-2007 Agreement, a Tool Allowance of $175.00 for each fiscal year is payable to eligible salaried employees who are Active on the payroll in an eligible agency and title on 6/30/03 or 6/30/04 .

Employees who are on an approved Leave (including those on Workers' Compensation Leave) on 6/30/03 are eligible for the 2003 payment provided they returned to work by 4/01/04 .


Employees who are on an approved Leave (including those on Workers' Compensation Leave) on 6/30/04 are eligible for the 2004 payment when they return to work, provided they return by 4/01/05 .

Eligible Titles

  • Motor Equipment Mechanic
  • Maintenance Assistant Mechanic

  • Auto Body Mechanic

  • Motor Equipment Maintenance Supervisor

  • Aircraft Mechanic

  • Construction Equipment Mechanic

  • Employees in General Mechanic and Park Worker titles who perform motor equipment repair duties and are required to provide a personal tool inventory.

Eligible Agencies

  • Department of Environmental Conservation

  • Department of Transportation

  • Division of State Police

  • Office of General Services

  • Office of Parks, Recreation and Historic Preservation

Hourly Employees

According to an understanding between the Governor's Office of Employee Relations and the Civil Service Employees Association, the Tool Allowance provision in Article 49.2 of the Agreement shall apply to hourly employees who meet the following criteria:

  • Worked at least nine (9) continuous months or more at half time prior to June 30, 2003 for the 2003 payment or June 30, 2004 for the 2004 payment;

  • Performed duties of automotive repair;
  • Required by the State to provide a personal tool inventory for use in the performance of the employee's job; and

  • Active on the payroll at the time of payment.


Agency Actions

Agencies must process the Tool Allowance payment through PayServ or by Standard Voucher.


Standard Vouchers are used to reimburse employees when receipts are provided.


If no receipts are provided, the agency must submit the Earn Code TOL in the Time Entry page using the following procedures:


If the employee is eligible for both the 2003 and 2004 payments, each payment must be entered on separate rows.


To pay the 2003 payment:

Earnings Begin Date: Enter 06/30/2003
Earnings End Date: Enter 06/30/2003
Earn Code: TOL
Units: 1


To pay the 2004 payment:

Earnings Begin Date: Enter 06/30/2004
Earnings End Date: Enter 06/30/2004
Earn Code: TOL
Units: 1

The Tool Allowance is not pensionable and is not included in the calculation of overtime.

Payroll Register and Employee Paycheck/Advice

The payment will be included in the employee's regular paycheck, is subject to payroll taxes, and is reported as ordinary income on the employee's W-2.


The Earn Code TOL and the amount will be displayed on the payroll register. The Earn Code description "Tool Allow" and the amount will be printed on the employee's pay stub or direct deposit advice.

Questions on eligibility should be directed to Mary Ackley at the Governor's Office of Employee Relations at (518) 473-7233.


Questions about payment processing may be directed to your Payroll Auditor.