Payroll Code Information
Revision Date: August 2011
This information is designed for use by supervisors who need information about leave codes used for proper time reporting in the state's payroll system. These codes are the same whether time is entered and approved through ESS, paper timesheets, Changepoint or AiM. Proper understanding by supervisors of the different leave codes helps state agencies comply with the Fair Labor Standards Act (FLSA) and ensures effective use of payroll expenditures. Please take the time to make sure you understand what you are looking at when you see leave codes and learn what you should do when you see certain codes. For additional information about your responsibilities as a supervisor under the FLSA, please refer to the FLSA Supervisor training.
To familiarize you with the content of this resource, we recommend that you review the General Leave Information that covers general principles that apply to many or all leave types.
Next, please use the table on the left to explore additional detail about each leave or work code including what you need to know about it, how to plan for it before you see it, what to do when you see it and who you should call when something is wrong. Finally, you may want to print (front and back) this Leave Cheat Sheet which is a quick reference for the most common leave issues.
| Code | Description |
|---|---|
| A | Annual |
| AF | Annual - FMLA |
| AS | Annual - Sick Exhausted |
| C | Compensatory (Comp) Time |
| CF | Comp - FMLA |
| D1 | Shift 1 $0.30/hour |
| D2 | Shift 2 $0.60/hour |
| D3 | Shift 3 $0.90/hour |
| D4 | Shift 4 $0.45/hour |
| D5 | Shift 5 $0.75/hour |
| D6 | Shift 6 $1.20/hour |
| D7 | Shift 7 $1.80/hour |
| D8 | On-Call |
| N | Leave Without Pay - No Benefits |
| NA | Leave Without Pay - Military |
| NF | Leave Without Pay - FMLA |
| NM | Leave Without Pay - Medical |
| OA | Other - Administrative |
| OD | Other - Disaster |
| OE | Other - Emergency |
| OI | Other - Public Safety |
| OJ | Other - Jury |
| OM | Other - Military |
| OO | Other - Organ Donor |
| OP | Other - Protected |
| OR | Other - Reward |
| OS | Other - Student |
| S | Sick |
| SD | Sick - Dependent |
| SF | Sick - FMLA |
| SI | Sick - Industrial |
| V | Converted Sick |
| VF | Converted Sick - FMLA |
| WORK | Normal Hours Worked |
| X | Excess |
| XF | Excess - FMLA |
| YF | Leave Without Pay - Furlough |
| YI | Leave Without Pay - Industrial |
A - Annual Leave
What supervisors need to know about this leave code:
- Accrues depending on service time/position
- 0-4 years, 4 hours per pay period
- 5-9 years, 5 hours per pay period
- 10-19 years, 6 hours per pay period
- 20+ years OR position designated in DHRM rule 477-7-3(2), 7 hours per pay period
- May not be used prior to accrual
- Use must be pre-approved - DHRM Rule 477-7-1(5)
- Employee owns annual leave
- Annual leave is paid out upon separation
- Management must allow use of as much leave as the employee accrues during that year
- Hours accrued in excess of 320 forfeited at leave year end (not calendar year end)
Before time records are submitted, supervisors should:
- Discuss with employees upcoming leave including allowing employees to use as much leave as they earned that year
- Ensure the employee has (or will have) sufficient leave to cover a requested absence
- Discuss, as necessary and appropriate, use of leave to avoid forfeit of hours over 320 at year end
When supervisors see this code on employee time records, they should:
- Ensure the leave was properly approved
- Ensure the employee has sufficient leave to cover absence
What if something is wrong? Who do I call?
- Payroll and/or HR can answer questions about leave accrual
- HR should be contacted if an employee is using annual leave inappropriately (without pre-approval)
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