Purpose

To inform agencies of OSC’s automatic processing of the December 2015 Uniform and Uniform Blazer Allowance Payment and provide instructions for payments not processed automatically.

Affected Employees

Employees of the NYS Unified Court System in Negotiating Units SY, SR, S9, DR, F8, 87, G9 and 86 who meet the eligibility criteria

Background

Chapter 400 of the Laws of 2014 and the following agreements between the Unified Court System of the State of New York:

• 2011-2017 Civil Service Employees Association (CSEA)
• 2011-2016 Ninth Judicial District Employees Association (G9)
• 2011-2016 Suffolk County Court Employees Association (F8)

Provide for a Uniform and equipment allowance or maintenance allowance to all eligible members in June and December. In addition, consistent with prior practice, the negotiated changes detailed in Labor Relations memorandum are extended to Management and Confidential Employees (NU86)

Pursuant to Chapter 276 of the Laws of 2008 which implemented the 2007-2011 Agreements between the UCS and Negotiating Units SY, SR, S9 and DR, a uniform and equipment allowance or maintenance allowance must be paid to all eligible employees in June and December.

In addition, the bi-annual Uniform and Uniform Blazer Allowance memorandum dated 11/06/2015, issued by the Office of Court Administration (OCA) Payroll Operations, authorizes the December 2015 payment.

Effective Date(s)

The December 2015 Uniform Allowance Payment and Uniform Blazer Allowance Payment will be processed in a separate check dated 12/16/2015.

There is no direct deposit for this payment.

Eligibility Criteria

Uniform Allowance or Uniform Blazer Allowance Payment

An employee must meet the following criteria on 11/30/15 to be eligible for a December 2015 Uniform Allowance or Uniform Blazer Allowance Payment:

• Be in Negotiating Unit S9, G9 (Uniform Blazer Allowance payment only); or SY, SR, 87, 86 (Uniform Allowance Payment only); or DR, F8 (Uniform or Blazer Allowance payment); and
• Be in an eligible title (refer to the OCA memorandum for a list of eligible titles); and
• Have a Payroll Status of Active, Leave With Pay or Leave of Absence with an Action/Reason code of Leave of Absence/WDL (WC Dis Lv), Leave of Absence/MLS (Mil Stip) or Leave of Absence/MTS (Military Training Stipend).

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/WDL, Leave of Absence/MLS or Leave of Absence/MTS) and who returns to the payroll prior to 05/31/16, may receive the December 2015 payment upon the return from leave.

However, an employee who, as a result of disciplinary action, was on leave without pay and/or had lost time withheld which exceeds five workdays at any time during the six-month period preceding payment of the maintenance allowance shall not be entitled to receive the December 2015 allowance.

OSC Actions

OSC will process the December 2015 Uniform Allowance and Uniform Blazer Allowance Payment for employees who meet the eligibility criteria with the following exceptions:

• Employees in Negotiating Units DR, F8, 87, G9 and 86.
• Employees in Negotiating Units SY, SR and S9 with a Payroll Status of Leave With Pay and an Action/Reason code of Paid Leave of Absence/MLS (Mil Stip).
• Employees in Negotiating Units SY, SR and S9 with a Payroll Status of Leave of Absence and an Action/Reason code of Leave of Absence/WDL (WC Dis Lv), Leave of Absence/MLS (Mil Stip) or Leave of Absence/MTS (Military Training Stipend).
• Employees in Negotiating Unit SR in one of the following Job Codes:
  • 014049 – Court Assistant
  • 014076 – Court Assistant (PT)
  • 014077 – Court Assistant (HND SA PROG)
  • 019364 – Court Assistant JS

A Time Entry transaction will be created automatically for eligible employees with the following information:

OSC will notify the OCA when processing is complete so agencies can begin updating records as necessary.

Agency Actions

Prior to the automatic processing, agencies must review and approve the list of potentially eligible employees and make any necessary additions or deletions as explained in the OCA memorandum.Transactions for these employees will be submitted on the Time Entry Interface (NPAY502) by the OCA.

In addition, agencies are responsible for submitting a Time Entry transaction for the following employees. Agencies should refer to the OCA memorandum for a list of eligible titles and payment amounts.

• Eligible employees, including those in Negotiating Units SY, SR and S9, with a Payroll Status of Leave With Pay and an Action/Reason code of Paid Leave of Absence/MLS (Mil Stip).
• Eligible employees, including those in Negotiating Units SY, SR, and S9, with a Payroll Status of Leave of Absence and an Action/Reason code of Leave of Absence/WDL (WC Dis Lv), Leave of Absence/MLS (Mil Stip) or Leave of Absence/MTS (Military Training Stipend).

Once the automatic processing is complete and OSC has notified the OCA, agencies must delete the Time Entry transaction for employees in Negotiating Units SY, SR and S9 who do not meet the eligibility criteria. The OCA must notify OSC when all deletions are complete.

Agencies are also responsible for entering a Time Entry transaction for eligible employees who are on an authorized leave of absence on 11/30/15 and who return to the payroll prior to 05/31/16 in the pay period the return from leave is processed.

Submitting Payment

To pay the December 2015 Uniform Allowance or Uniform Blazer Allowance to eligible employees not processed automatically or who return from an authorized leave of absence, agencies must submit the following information on the Time Entry page or the Time Entry Interface (NPAY502) using Earnings Code UA5.

Control-D Report

After the automatic processing of the December 2015 Uniform Allowance and Uniform Blazer Allowance Payment is complete and the OCA has notified OSC that all deletions are complete, the following Control-D report will be available for agency use.

NPAY771 – Time Entry Payment Report

This report identifies all employees who received either the Uniform Allowance or Uniform Blazer Allowance Payment.

Retirement and Overtime Information

The Uniform Allowance and Uniform Blazer Allowance Payment is not included as salary for retirement purposes and is not included in the calculation of overtime compensation.

Tax Information

The December 2015 Uniform Allowance and Uniform Blazer Allowance Payment is taxable income 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 Allowances on the Update Employee Tax Data page. If the employee has any additional tax amount on the Update Employee Tax Data page, the additional amount will be deducted from both the employee’s regular paycheck and the separate paycheck. 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

The Earnings Code UA5 and the amount paid will be displayed on the Payroll Register. The Earnings Description Uniform Allowance UCS and the amount paid will appear on the employee’s paycheck stub and direct deposit advice (if applicable).

This payment will be made in a separate check regardless of when it is paid. The separate check will be issued with the employee’s regular paycheck or direct deposit advice based on information for that check date. There is no direct deposit for this payment.

Questions

Questions regarding eligibility for this payment may be directed to the Office of Court Administration Payroll Operations. Questions regarding this bulletin may be directed to the Payroll Earnings mailbox.