Purpose:
The purpose of this bulletin is to provide agency instructions for processing the 2024 CSEA ISU Uniform Maintenance Allowance and 2024 CSEA ISU Work-Related Clothing Allowance.
Affected Employees:
All employees in the Institutional Services Unit (ISU) – BU04 represented by CSEA who meet the eligibility criteria are affected.
Background:
Article 49.1 and Article 49.2 of the 2021-2026 ISU Agreement between the State of New York and the Civil Service Employees Association (CSEA) and the Office of Employee Relations (OER) memorandum dated 10/11/2024 provide for a Uniform Maintenance Allowance and Work-Related Clothing Allowance, respectively.
Effective Dates:
The 2024 CSEA ISU Work-Related Clothing Allowance may be processed beginning in Institution Pay Period 17L paychecks dated 12/12/2024, or Administration Pay Period 18L paychecks dated 12/18/2024.
Eligibility Criteria:
Uniform Maintenance Allowance
Employees in Bargaining Unit 04 on 10/01/2024 are eligible to receive the 2024 CSEA ISU 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 Comp Rate 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 in a food service or direct care title (see GOER memorandum for a list of eligible titles) and is required to wear a uniform on a daily basis in their performance of their job; and
- Does not receive a regular uniform service; and
- Has completed six (6) months of service in the eligible title during fiscal year 2024-2025.
- Works in an eligible title as listed in the OER memorandum dated 10/11/2024.
In addition, part-time employees must have worked at least twenty (20) hours per week to be eligible.
Employees who otherwise meet the eligibility criteria but are 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 10/01/2024 and who returns on or before 03/31/2025 is eligible for the payment upon the return from leave.
Work-Related Clothing Allowance
Employees in Bargaining Unit 04 on 10/01/2024 are eligible to receive the 2024 CSEA ISU 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 Comp Rate 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 in an eligible title (see OER memorandum for a list of eligible titles); and
• Does not receive work related clothing; and
• Has completed six (6) months of service in the eligible title during fiscal year 2024-2025.
In addition, part-time employees must have worked at least twenty (20) hours per week to be eligible.
Employees who otherwise meet the eligibility criteria but are 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 10/01/2024 and who returns on or before 03/31/2025 is eligible for the payment upon the return from leave.
Agency Actions:
To pay the 2024 ISU Work-Related Clothing Allowance Payment to eligible employees as follows:
Employee Reimbursement Distribution Method
If an employee provides purchase receipts dated 04/01/2024 through 03/31/2025 for the 2024 CSEA ISU Work-Related Clothing, the allowance (up to $70.00) is paid by separate check as explained in the 10/11/2024 OER 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 | 24118 | 10050 | 54001 | 2024-25 |
Direct Employee Allowance Distribution Method
To pay eligible employees the 2024 CSEA ISU Uniform Maintenance Allowance of $106.00 (full-time employees) or $82.00 (part-time employees), agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Code UA4:
| Earnings Begin Date: | 10/01/2024 or the date the employee returned to the payroll |
|---|---|
| Earnings End Date: | Same as Earnings Begin Date |
| Earn Code: | UA4 |
| Amount: | $106.00 – full-time employees $82.00 – part-time employees who work at least 20 hours per week |
To pay the 2024 CSEA ISU Work-Related Clothing Allowance of $70.00 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 UAC:
| Earnings Begin Date: | 10/01/2024 or the date the employee returned to the payroll |
|---|---|
| Earnings End Date: | Same as Earnings Begin Date |
| Earn Code: | UAC |
| Amount: | $70.00 |
Miscellaneous Payment Information:
The 2024 CSEA ISU Uniform Maintenance Allowance and the 2024 CSEA ISU Work-Related Clothing Allowance are not pensionable and are not included in the calculation of overtime.
Tax Information:
The 2024 CSEA ISU Work-Related Clothing Allowance is supplemental taxable income, will be included in the employee’s taxable gross and is subject to all employment and income taxes.
Federal, State, and New York City income tax withholding will be calculated using the Aggregate method. Yonkers income tax withholding will be calculated using the Flat Rate method (1.95975% for Yonkers residents and 0.50% for Yonkers non-residents).
Payroll Register and Employee’s Paycheck/Advice:
Earnings Code UA4 and UAC and the amount paid will be displayed on the Payroll Register. The Earnings Description Uniform Allowance NU 04 and Uniform Allowance Clothing ISU and the amount paid will appear on the employee’s paycheck stub or direct deposit advice.
Undeliverable Checks:
When a valid payroll check is undeliverable due to the agency’s inability to locate the employee, the agency should follow the Agency Actions identified in Payroll Bulletin No. 1786 – Non-Negotiated and/or Undeliverable New York State Payroll Checks.
Checks issued to eligible employees who are now deceased should be submitted as a stop payment request with a reason of Exchange in PayServ. The Report of Check Exchange (AC 1476-P), Next of Kin Affidavit (AC 934-P) and original death certificate should be submitted to the Payroll Reversal and Exchange mailbox at the same time as the stop payment request. If a Next of Kin Affidavit has been previously submitted for a deceased employee’s payroll check, OSC will accept a photocopy of this form along with a new Report of Check Exchange.
Questions:
Questions regarding eligibility for this payment may be directed to the 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.