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 |
NM - Leave Without Pay - Medical
What supervisors need to know about this leave code:
- Make sure to review the LWOP information in the General Leave Information section
- Functionally, this code is identical to N (leave without pay - no benefits) - This one just carries the notation that it is for medical reasons
- NM should ONLY be used if:
- The employee is ineligible for FMLA
- The employee has exhausted their FMLA entitlement, or
- The employee has declined to take FMLA leave
- 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 running low on accrued leave, but have a continuing medical need to be absent:
- The possibility of FMLA leave
- The need to discuss with HR additional leave and/or job options due to medical conditions
When supervisors see this code on employee time records, they should:
- Ensure the leave was properly approved
- Ensure the employee has been advised of FMLA availability and referred to HR
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)
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