Purpose:
The purpose of this bulletin is to provide the Division of Homeland Security and Emergency Services instructions for processing the 2024-2025 PEF Office of Fire Prevention and Control (OFPC) Uniform Maintenance Allowance.
Affected Employees:
Employees in the Fire Protection Specialist title series in the OFPC at the Division of Homeland Security and Emergency Services who meet the eligibility criteria are affected.
Background:
The OFPC Uniform Allowance Side Letter contained in the 2023-2026 Agreement between the State of New York and PEF provides for an annual maintenance allowance.
Effective Dates:
The 2024-2025 PEF OFPC Uniform Maintenance Allowance may be submitted beginning Administration Pay Period 2L, paychecks dated 05/07/2025.
Eligibility Criteria:
Employees in Bargaining Unit 05 on:
- 04/01/2025 are eligible to receive the 2024-2025 PEF OFPC Uniform Maintenance Allowance,
Provided the employee on the above eligibility date:
- 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 had a Payroll Status of Leave With Pay with an Action/Reason code of Paid Leave of Absence/MLS); and
- Worked in a Fire Protection Specialist title and was required to wear a uniform; and
- Does not receive a regular uniform service.
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) and who returns to the payroll prior to 09/30/2025, may receive the 2024-2025 payment upon the return from leave.
Agency Actions:
Agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Code UAP to pay eligible employees the PEF OFPC Uniform Maintenance Allowance:
2024-2025 PEF OFPC Uniform Maintenance Allowance
| Earnings Begin Date: | 04/01/2025 or the date employee returned to the payroll |
|---|---|
| Earnings End Date: | Same as Earnings Begin Date |
| Earn Code: | UAP |
| Amount: | $106.00 – full-time employees $82.00 – part-time employees |
Tax Information:
The PEF OFPC Uniform Maintenance 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. Yonkers Flat Rate Withholding is 1.95975% for Yonkers residents and 0.50% for Yonkers non-residents.
Payroll Register and Employee’s Paycheck/Advice:
Earnings Code UAP and amount paid will be displayed on Payroll Register. The Earnings Description Uniform Allowance – BU05 OFPC and 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 Governor’s Office of Employee Relations.
Questions regarding this bulletin may be directed to the Payroll Earnings mailbox.
ings mailbox.