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 |
N - Leave Without Pay - No Benefits
What supervisors need to know about this leave code:
- Make sure to review the LWOP information in the General Leave Information section
- Employee receives no pay, but they are still an employee with access to benefits
- Anything funded by payroll deduction will not be paid as there is nothing from which to deduct those funds
- This code is used for disciplinary suspension without pay
- If your employee is on FMLA, they can select leave without pay, but it must be coded NF so that the state will pay the appropriate benefits premiums!!
Before time records are submitted, supervisors should:
- Discuss with employees who are asking to be absent and have no paid leave:
- Compliance with leave rules
- Making a written request for LWOP
- Advise employees with medical issues of the availability of FMLA
- Refer employees with medical needs to HR
When supervisors see this code on employee time records, they should:
- Ensure the leave without was requested in writing and properly approved
- If the employee will recieve no pay for an entire pay period, contact HR or payroll to ensure benefits are handled properly
What if something is wrong? Who do I call?
- Payroll and/or HR can answer questions about the affects of leave without pay
- HR should be contacted if an employee is marking leave without pay inappropriately in their time record (without requesting in writing and receiving pre-approval)
.jpg)