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 |
General Leave Information
For all leave:
- No leave may be used prior to accrual - EVER!
- Management must be careful to ensure that employees have sufficient leave to cover their requested absences
- Employee owns annual, comp earned by FLSA Non-Exempt employees, converted sick and excess hours and will be paid for these hours at some point
- Employee does not own sick leave or comp earned by FLSA Exempt employees
- Leave balances will be carried from one agency to another EXCEPT Comp and Excess:
- Excess hours will be paid for ALL employees prior to transfer
- Comp time earned by FLSA Non-exempt employees will be paid prior to transfer
- Comp time earned by FLSA Exempt employees will be deleted
For leave without pay (LWOP):
- Leave without pay must be requested in writing - DHRM Rule 477-7-13
- Leave without pay is time limited - agency management may separate the person from employment after six months away from the regular position except where prohibited by law
- Leave without pay may be authorized even if the employee still has paid leave balances available
- Leave without pay will reduce or eliminate annual, sick and holiday accrual
- Leave without pay for a pay period or more WILL affect retirement accrual with URS and benefits with PEHP (employee will be responsible for premiums for medical coverage) *
- Leave without pay for less than a pay period MAY affect retirement accrual with URS and benefits with PEHP *
* - Does not apply for NF (leave without pay - FMLA)
Work time:
- All hours worked need to be recorded in the time record as "work" - Thus work will be the most common attendance code you see
- Please reference the FLSA supervisor training for more information and additional details
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