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 |
C - Compensatory (Comp) Time
What supervisors need to know about this leave code:
- This is time off in lieu of monetary overtime compensation
- For more information on how compensatory time is earned, please refer to the FLSA Supervisor Training
- FLSA non-exempt employees:
- May choose whether to receive monetary compensation for overtime or to accrue compensatory time
- Never lapses
- Will be paid down upon transfer between agencies, promotion or separation
- Comp time limited to 80 hours unless DHRM Executive Director has authorized an exception - DHRM Rule 477-8-4(3)(b)
- FLSA exempt employees:
- May only receive compensatory time for hours worked over 80 in a pay period
- Lapses yearly on a date selected by the agency
- Use or lose
- Once earned, compensatory time is used like annual leave (A), including the requirement for pre-approval
Before time records are submitted, supervisors should:
- DHRM Rules require management to arrange for use of compensatory time as soon as possible without unduly disrupting agency operations.
When supervisors see this code on employee time records, they should:
- Ensure the leave was properly approved
What if something is wrong? Who do I call?
- For questions about accrual, contact HR and/or payroll
- For questions about employees using comp time inappropriately (without pre-approval), contact HR
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