Date: December 30, 2011

Bulletin Number: 1124



2011 Division of Military and Naval Affairs (DMNA) (BU46 and BU47) Uniform Maintenance Allowance.


To explain the procedures for processing the DMNA Uniform Maintenance Allowance payments.

Affected Employees

Eligible DMNA employees in the following titles:

  • Airport Firefighter Apprentice
  • Airport Firefighter 1
  • Airport Firefighter 2
  • Airport Firefighter 3
  • Training and Safety Officer
  • Senior Air Base Security Guard
  • Air Base Security Guard Inspector


Pursuant to Article 39 of the 2007-2011 Agreement between the State of New York, the DMNA Unit and the Civil Service Employees Association, Inc., agency funds will be allocated for a DMNA Uniform Maintenance Allowance until a cleaning service is provided.

Effective Date(s)

This payment will be included in the regular paychecks dated 2/1/12 (Pay Period 21).


As indicated in the 12/20/11 GOER memo, the payment to individuals is limited to $52.00 for 2011. In order to be eligible for the allowance, the employee must be:

  • A full-time DMNA Unit employee working in an eligible title;
  • On the payroll on 10/1/11; and
  • Employed by the State at the time of the issuance of the allowance

Individuals who are not employed by DMNA at the time of the allowance issuance are not entitled to the Uniform Maintenance Allowance.
Employees on approved leave status, including Workers’ Compensation Leave, on the effective payroll period ending dates who otherwise satisfy the eligibility criteria are entitled to the allowance upon the employee’s return to duty provided the return date does not extend beyond 3/31/11.

Employees on Military Stipend on 10/1/11 are eligible for the payment on the payment dated noted above.

Employees who receive a regular uniform service are not eligible for the Uniform Maintenance Allowance. The term “regular uniform service” refers to the periodic (e.g. daily, weekly) provision of laundered uniforms.

Agency Actions

Effective Pay Period 21L, DMNA may submit transactions on the Time Entry page using the following procedure:

2011 – Uniform Maintenance Allowance

Earnings Begin Date:

Enter 10/1/11 or the date the employee returned to the payroll.

Earnings End Date:

Enter the same date as the Earning Begin Date.

Earn Code:




Payment Information

The 2011 Uniform Maintenance Allowance payment is not pensionable and is not included in the calculation of overtime.

Tax Information The Tool Allowance payment will be included in employees’ taxable gross income.  This payment is subject to income and employment taxes and will be reported on the employees’ Form W-2 in box 14 under code UTA (Uniform/Tool Allowance).

Payroll Register
and Employee’s

The Earn Code UA9 and the amount will be displayed on the payroll register. The earnings description “Uniform Allowance NU46 and 47” and the amount will be displayed on the employee’s paycheck or direct deposit advice statement.


Questions about eligibility should be directed to the Governor’s Office of Employee Relations.

Questions about payment processing should be directed to the Payroll Earnings Mailbox.