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 |
DX (1-7) - Shift Differential Pay
What supervisors need to know about this leave code:
- These codes increase the value of an employee's hourly wage for working certain shifts as directed by policy and/or agency management
- Working a swing or graveyard shift does not automatically qualify a person for this extra pay
- Example:
- An employee whose normal hourly wage is $15 per hour works a shift for which a $0.60/hour premium is to be paid by policy
- The employee should record all hours worked normally then add the hours to which the premium applies with the appropriate D code - the hours for which the employee will receive premium pay will be recorded on two separate lines
- The D codes pay as follows:
- D1 pays $0.30/hour
- D2 pays $0.60/hour
- D3 pays $0.90/hour
- D4 pays $0.45/hour
- D5 pays $0.75/hour
- D6 pays $1.20/hour
- D7 pays $1.80/hour
Before time records are submitted, supervisors should:
- If your agency uses shift differentials, make sure your employees know what shifts carry what differential
When supervisors see this code on employee time records, they should:
- Ensure that the differential is properly approved and is consistent with agency policy
What if something is wrong? Who do I call?
- Contact payroll, HR or your agency's finance team
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