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 |
OE - Other Emergency
What supervisors need to know about this leave code:
- Make sure to review the Other Leave information in the General Leave Information section
- OE is typically used for bereavement leave and may be used in other emergency situations
- Bereavement leave is controlled by DHRM Rule 477-7-9
Before time records are submitted, supervisors should:
- Bereavement leave is not an entitlement
- Bereavement leave is limited to 3 days
- 3 days are provided for employees to grieve and handle logistics of a loved one passing, thus it is time, not pay that the employee needs
- If an employee works 8 hour days, they may only receive 24 hours of bereavement leave while someone who works 12 hour shifts may get up to 36
- Bereavement leave may be taken upon the death of a spouse, parent, sibling, child, all levels of grandparents and grandchildren, step relatives and other legally equivalent relationships
- Management may grant exceptions in unique circumstances (for example, an employee was raised by an aunt and uncle and the uncle has passed on)
When supervisors see this code on employee time records, they should:
- Your employees will request this when it occurs, so you should already know about it
- Ensure the hours recorded are appropriate
What if something is wrong? Who do I call?
- Contact HR and/or payroll with any questions
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