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 |
OP - Other Protected
What supervisors need to know about this leave code:
- Make sure to review the Other Leave information in the General Leave Information section
- Another form of Admin leave (OA), protected leave may be used anytime management needs to protect the reason for the paid leave
Before time records are submitted, supervisors should:
- No preparation necessary
When supervisors see this code on employee time records, they should:
- You will be aware of this in consultation with management and/or HR before you see it
- If you see this on a time record where you did not expect to see it, it was probably a mistake - ask the employee to correct it before approving the time
What if something is wrong? Who do I call?
- Contact HR and/or payroll with any questions
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