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 |
NF - Leave Without Pay - FMLA
What supervisors need to know about this leave code:
- Make sure to review the LWOP information in the General Leave Information section
- FMLA leave is unpaid leave by nature (although employee may use accrued leave if they choose - see AF, CF, SF, XF and VF)
- The Family Medical Leave Act (FMLA) requires employers to maintain an employee's medical, dental and life insurance benefits as if they were still working while on FMLA leave
- This code will not put any money in the employee's check, but it triggers the system to pay the state's portion of the employee's benefits
- The employee will still have to pay the portion of benefits premiums they normally pay through payroll deductions
- PEHP will bill them directly
- Non-payment may result in cancellation of coverage
- FMLA is limited, so using proper payroll codes makes tracking the number of hours used easy
Before time records are submitted, supervisors should:
- Advise employees of the availability of FMLA leave and refer them to HR anytime leave is requested for reasons that may qualify them for FMLA
When supervisors see this code on employee time records, they should:
- Ensure HR has approved the employee for FMLA leave
What if something is wrong? Who do I call?
- Contact HR for questions about FMLA
- Payroll and/or HR can answer questions about how many FMLA hours have been used
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