Time Collection -Table of Codes

Time Collection—Table of Codes

Time collection has two processes:

  1. Time Entry
  2. One-Time Payment

TIME ENTRY batches are used to enter the following ongoing types of payments and leave usage:

  • Salaried Employees—Payment for exception hours and entering leave usage:

    • Exception hours: The standard university reporting period for exception hours such as overtime, shift, on-call, etc., is from the first of the prior month through the end of the prior month. So Time Collection managers record these hours in the month after they were accrued. For additional information, see the guide, Reporting Period—Employee Paid Monthly.
    • Leave usage: Leave usage should be reported the month after the leave was used. For example, the pay period end date of June (06/30/yy) is used for reporting leave usage for the period ending as of the last day of May (05/31/yy). You cannot enter May usage in May, because the May leave reporting period ends 5/31/yy (unless your campus has made an alternate leave reporting schedule). The May payroll will already have been closed before 5/31/yy to ensure employees are paid on the last working day of May.
    • Less than 100 percent time: For monthly salaried employees who have a less than 100 percent time appointment, extra hours worked above their salaried appointment percentage should be paid using the XRG earnings code, up to 100 percent. Hours above 100 percent time (40 hours per week) should either be paid as overtime using the OTM earnings code (if the employee has already worked 40 hours for the week), or as additional time straight ATS (if the employee was on any type of leave during the week and has not yet worked 40 hours).For more information on entering exception hours, payments, and leave usage in Time Collection, refer to the appropriate Time Collection Step-by-Step Guide.
  • Hourly employees—Hours worked and leave usage (where applicable):

    • Positive time entry: All hours worked must be entered in Time Collection, or no biweekly or monthly paycheck will be generated.
    • Students: University student workers are paid hourly via the positive time entry process, using the Student Hourly (STH) earnings code. This applies for both the biweekly and monthly pay cycles.
    • Hourly employees paid monthly (non-students): When employees are paid hourly on the monthly pay cycle, the REG earnings code is used to enter the number of hours worked. This applies to all job classifications except students and medical fesidents.If no hours are entered, the employee is not paid. If the employee has leave usage in addition to the hours worked, include the number of leave hours in the total number of hours to be paid. Report the total hours paid using the REG earnings code, and then insert a row to enter the number of leave hours taken, using the appropriate leave earnings code. In this case there will be two or more entries (REG and leave earnings code).Hours above 100 percent time (40 hours per week) should be paid as overtime using the OTM earnings code. The standard university time reporting period for hourly employees paid monthly is from the first of the prior month through the end of the prior month.For more information on the appropriate use of earnings codes, see the HRMS Earnings Codes Training Course.For more information on entering exception hours, payments and leave usage in Time Collection, see the Time Collection section of our Step-by-Step Guide.

 

ONE-TIME PAYMENT batches are used to enter infrequent additional pay amounts, such as signing bonuses, awards, incentive pay, moving reimbursements, etc.

 

    • Off-line Process: Before entering amounts into Time Collection—One-Time Payment batches, the Additional Pay Form must be completed and routed (off line) for approval. This off-line process is used to approve amounts paid to an employee for additional work, awards, etc., which are not a part of the employee's regular compensation, as approved in HRMS Job Data. See the Additional Pay section below for more information. For guidance on creating one-time payment batches in Time Collection, refer to the One-Time Payment Step-by-Step Guide.
    • Time Entry Earnings Codes: The earnings code assigned in Time Collection determines how payments are calculated. Based on an employee’s job code, only relevant earnings codes will be available for input of hours or amounts. The following charts define the earnings codes used by type of payment (docks, leave, etc.).

Time Entry Earnings Codes—Descriptions and Definitions

Earnings Code

Description

Definition

Type (Hourly, Salaried)

Docks (Reductions from Pay)Enter hours to two decimal places in quarter hours (example: 2 hours and 17 minutes is rounded to the closest quarter hour, and entered as -2.25). Docks must be entered as negative numbers.

DK1

DOCK CURR

Dock Unpaid Other Current Month. Dock current month for hours of leave-without-pay taken during current month. This entry will reduce current month pay by the number of docked hours times the current monthly hourly rate, and reduce current month vacation/sick leave accruals. Docks must be entered as negatives.

Hourly or Salaried

DK2

DOCK PRIOR

Dock Unpaid Other Previous Month. Dock prior month for hours of leave-without-pay taken the preceding month, but not reported until the current month. This entry will reduce current month pay by the number of docked hours, times the preceding month hourly rate, and reduce current month vacation/sick leave accruals. Docks must be entered as negatives.

Hourly or Salaried

DK3

FURLOUGH

Dock Furlough Leave. Hours of furlough leave taken due to a temporary reduction in work hours at the employer's request. This entry will reduce current month pay by the number of docked hours times the annualized hourly rate (annual salary divided by 2,080 hours). The employee accrues vacation/sick leave based on regular appointment percentage.  Limit: 72 fiscal-year days. Vacation/sick leave and length of service is earned. Docks must be entered as negatives.

Hourly or Salaried

FLD

FAMLV DOCK

Dock Overuse of Family Leave. Hours that exceed allowable limit for family leave, which are docked from current pay. This entry will reduce the current month pay by the number of docked hours times the current month hourly rate, and reduce current month vacation/sick leave accruals. Docks must be entered as negatives.

Salaried

FSD

FAMSK DOCK

Dock Overuse of Family Sick. Hours that exceed allowable limit for family sick leave and which are docked from current pay. This entry will reduce current month pay by the number of docked hours times the current month hourly rate, and reduce current month vacation/sick leave accruals. Docks must be entered as negatives.

Salaried

SDK

SICK DOCK

Dock Overuse Sick Leave. Hours of sick leave thatexceed available sick leave accrual balance and result in a dock from current pay. This entry will reduce current month pay by the number of docked hours times the current month hourly rate, and reduce current month vacation/sick leave accruals. Docks must be entered as negatives.

Hourly or Salaried

ST1

STDDCKCURR

Dock Short-Term Disability – Current.  Dock of approved short-term disability leave during the current month. This entry will reduce current month pay by the number of docked hours times the current month hourly rate, and reduce current month vacation/sick leave accruals. Docks must be entered as negatives.

Hourly or Salaried

ST2

 

STDDCKPREV

Dock Short-Term Disability – Previous.  Dock of approved short-term disability leave during the previous month. This entry will reduce current month pay by the number of docked hours times the current month hourly rate, and reduce current month vacation/sick leave accruals. Docks must be entered as negatives.

Hourly or Salaried

VDK

VAC DOCK

Dock for Overuse Vacation Leave.  Hours of vacation leave, which exceed available vacation leave accrual balance and result in a dock from current pay. This entry will reduce current month pay by the number of docked hours times the current month hourly rate, and reduce current month vacation/sick leave accruals. Docks must be entered as negatives.

Hourly or Salaried

Leave Usage Hours (Monthly)The standard university reporting period is the first through last day of the prior month for leave usage including vacation, sick, staff development, etc. Enter hours to two decimal places in quarter hours (example: 2 hours and 17 minutes is rounded to the closest quarter hour, and entered as 2.25).

ADM

ADM LEAVE

Administrative Leave. Paid leave hours approved by the appointing authority. Vacation/sick will accrue.

Note: Do not enter vacation, sick, staff development or other leave hours by using this earnings code.

Hourly or Salaried

CMP

COMP TIME

Compensatory Time Leave.  Usage of overtime hours worked, taken as compensatory time at a rate of overtime hours times 1.5.  Compensatory time off is taken in lieu of receiving overtime pay.  Only employees eligible for overtime payments are eligible for compensatory time.  Vacation/sick will accrue.

NOTE: TIME COLLECTION IS USED ONLY TO RECORD THE NUMBER OF COMPENSATORY (CMP) HOURS AN EMPLOYEE HAS TAKEN.  COMPENSATORY TIME EARNED IS NOT RECORDED IN TIME COLLECTION.  IT MUST BE TRACKED MANUALLY BY THE DEPARTMENT.

Note: Per State Personnel Rules and Procedures P-3-28, compensatory time shall not exceed 240 hours (480 hours for law enforcement).  Any comp time in excess of 240 (480 for law enforcement) hours must be paid on the next regular pay period.

Salaried

FLH

FLOAT HOL

Alternate Holiday Leave.  Paid leave taken in lieu of regularly scheduled holiday. Vacation/sick leave will accrue.

Hourly or Salaried

FLV

FAMILY LV

Family Leave.  Hours of family leave taken.  Vacation leave accruals will be reduced until exhausted, and then the employee will be docked from current month pay. This entry will reduce current month vacation/sick leave accruals if hours are docked.

Hourly or Salaried

FNL

FUNERAL LV

Funeral Leave.  Hours of funeral leave taken. Vacation/sick leave will accrue.

Hourly or Salaried

FSK

FAM SK LV

Family Sick Leave.  Hours of family sick leave taken.  The employee's sick leave accrual will automatically be reduced.  If the employee has exhausted sick leave, then the employee will be docked from current month pay.  This entry will reduce current month vacation/sick leave accruals if hours are docked.

Hourly or Salaried

JRY

JURY LEAVE

Jury Leave.  Hours of paid leave provided to permanent classified employee for jury duty. Hours reported include any or all of a portion of a day the employee serves on jury duty.  Vacation/sick Leave will accrue.

Note:  For jury pay distribution, see Jury Leave section.

Hourly or Salaried

 

 

LBA

LV BANK AWARD

Leave Bank Award. Leave share hours awarded (added) to the employee’s sick leave balance.  Awarded leave hours are to be entered as a positive ( + ) number to increase the sick leave hours available for the employee to use.

Note:  LBA can be entered in the same pay period as the usage.

Hourly or Salaried

 

LBU

LV BANK USAGE

Leave Bank Usage. Leave share hours used by an employee.  Input is to be entered as hours only (not amounts).

Note:  LBU can only be used if the employee is in an ACTIVE pay status.

Hourly or Salaried

 

LVS

LV SHARING

Leave Sharing. Vacation hours donated by an employee.  Leave hours are to be entered as a negative ( - ) number to reduce the employee’s vacation balance. 

Hourly or Salaried

MLP

MILITARY

Paid Military Leave. Military leave hours (not to exceed 15 work days annually) paid to employees on temporary military leave (national guard, reserve). Vacation/sick leave will accrue.

Hourly or Salaried

OJI

 

ON JOB INJ

 

On-the-Job-Injury-Leave. University of Colorado Risk Management,

Hourly or Salaried

SCA

SCKHRSADJ

Sick Hours Balance Adjustment.  Used to adjust sick leave accrual hours balance.  Enter positive or negative number as appropriate.

Hourly or Salaried

SCK

SICK LEAVE

Sick Leave Taken.  Hours of sick leave accrual used by employee for personal sick leave. Vacation/sick leave will accrue. New employees are eligible to use sick leave accrual after the completion of one month's service from the date of employment.

Note:  If usage exceeds sick leave accrual, the payroll system automatically docks the employee for the excess hours and automatically changes the earnings code to SDK.

Hourly or Salaried

SCL

SCHOOL LV

School Leave.  Hours of administrative leave used for educational purposes. 

Hourly or Salaried

SDV

STAFF DEV

Staff Development.  Hours of staff development activities for the employee. This entry does not reduce current pay. Vacation/sick leave will accrue.

Hourly or Salaried

VAA

VACHRSADJ

Vacation Hours Balance Adjustment.  Used to adjust vacation leave accrual hours balance.  Enter positive or negative number as appropriate.

Hourly or Salaried

VAC

VACATION

Vacation Leave Taken.  Hours of vacation accrual taken by the employee. The employing department enters the number of leave hours taken through the end of the prior month. This entry does not reduce current pay.  Vacation/sick leave will accrue.

Note:  If usage exceeds vacation accrual, the payroll system automatically docks the employee for the excess hours and automatically changes the earnings code to VDK.

Hourly or Salaried

VOL

VOLUNTEER

Volunteer-Administrative Leave.  Hours of approved volunteer leave.

Hourly or Salaried

Shift Differential Employees who are eligible for shift differential payments have those hours entered by use of the following earnings codes.  Enter hours to two decimal places in quarter hours (example: 2 hours and 17 minutes is rounded to the closest quarter hour, and entered as 2.25).  * See end of Shift Differential Health Care Services section for definitions of shift.

SHH

SHIFT HRLY

Shift Differential – Hourly. Pays regular hourly rate + .075 times hourly rate, per shift differential hour to eligible employees when half or more of the scheduled work hours are from 4 - 11 p.m.  (multiplication factor is 1.075).

Note:  Regular hours plus shift differential hours = total hours worked.  If total hours worked equal shift differential hours, enter 0.00 (zero) for regular hours.

Hourly

SHF

SHIFT SAL

Shift Differential – Salaried.  Additional differential of .075 times annualized hourly rate, paid to eligible employees when half or more of the scheduled work hours are from 4:00 p.m. until 11:00 p.m.  (multiplication factor is 0.075).

Salaried

SHT

SHIFT @ OT

Shift Differential Overtime.  Additional differential paid to eligible employees for overtime hours worked from 4:00 p.m. to 11.00 p.m.  Overtime hours in addition to regular hours paid at (hourly rate + .075 times hourly rate) x 1.50, which equals annualized rate x 1.613 per hour (multiplication factor is 1.613)

Hourly or Salaried
3SH

3RD HOURLY

Third Shift Differential – Hourly.  Additional differential paid to eligible employees when half or more of the scheduled work hours are from 11.00 p.m. to 6.00 a.m. the next day.  Pays regular hourly rate + .10 times hourly rate, per shift differential hour. (multiplication factor is 1.10)Note:  Regular hours plus shift differential third shift hours = total hours worked.  If total hours equal shift differential third shift hours, enter 0.00 (zero) regular hours.

Hourly
3SS

3RD SALARY

Third Shift Differential – Salaried.  Additional differential of .10 times annualized hourly rate, paid to eligible employees when half or more of the scheduled work hours are from 11:00 p.m. to 6.00 a.m. (multiplication factor is 0.1000).

Salaried

3ST

3RD OT

Third Shift Differential Overtime Hours.  Additional differential paid to eligible employees for overtime hours worked from 11:00 p.m. to 6.00 a.m. the next day.  Overtime hours in addition to regular hours paid at hourly rate x 1.65. (multiplication factor is 1.65).

Hourly or Salaried

Shift Differential Health Care ServicesEmployees who are eligible for health care shift differential payments have those hours entered by use of the following earnings codes. Enter hours to two decimal places in quarter hours (example: 2 hours and 17 minutes is rounded to the closest quarter hour, and entered as 2.25). See end of Shift Differential Healthcare Services section for definition of shift.

1HW

1 HOL/ WKND

First Shift Differential – Salaried - Healthcare Services. First Shift Holiday/Weekend 7.5% differential rate. Pays an additional differential of 0.075 x annualized hourly rate for working first shift on a holiday or weekend (multiplication factor 0.0750).

Salaried

 

1OW1OTHOL/WKND

First Shift Differential – Salaried/Hourly - Healthcare Services.  First Shift Overtime Holiday/Weekend 11.3% differential rate.Pays an additional differential for working overtime on the first shift on a holiday or weekend.  Pays hourly rate plus overtime differential of 0.5 plus shift differential of 0.113 for a total of 1.613 x annualized hourly rate for each overtime hour worked (multiplication factor 1.6130).

Salaried or Hourly

 

1SW

1SFHOLWKND

First Shift Differential – Hourly – Healthcare ServicesFirst Shift Hourly Holiday/Weekend 7.5% differential rate.Pays 1.075 x annualized hourly rate for each hour worked during first shift on a holiday or weekend (multiplication factor 1.075).

Hourly

2HW

2HOL/ WKND

Second Shift Differential – Salaried - Healthcare Services.  Second Shift Holiday/Weekend 14.0% differential rate. Pays an additional differential of 0.14 x annualized hourly rate for each hour of working second shift on a holiday or weekend (multiplication Factor 0.14).

Salaried

2OT

2NDSHF/OT

Second Shift Differential – Salaried/Hourly - Healthcare Services.  Second Shift Overtime Weekday 11.3% differential rate. Pays an additional differential for working overtime on the second shift.  Pays hourly rate plus overtime differential of 0.5 plus shift differential of 0.113 for a total of 1.613 x annualized hourly rate for each overtime hour worked (multiplication factor 1.6130).

Salaried or Hourly

2OW

2OTHOLWKND

Second Shift Differential – Salaried - Healthcare Services.Second Shift Overtime Holiday/Weekend 21.0% differential rate. Pays an additional differential for working overtime on the second shift on a holiday or weekend.  Pays hourly rate plus overtime differential of 0.5 plus shift differential of 0.21 for a total of 1.71 x annualized hourly rate for each overtime hour worked (multiplication factor 1.7100).

Salaried or Hourly

2SH

2NDSHFHRLY

Second Shift Differential – Hourly – Healthcare Services.  Second Shift Hourly/Weekday 7.5% differential rate.Pays an additional differential of 0.075 for each hour worked during the second shift on a weekday.  Pays 1.075 x annualized hourly rate for each hour worked during the second shift on a weekday (multiplication factor 1.0750).

Hourly

2SP

2NDSHF

Second Shift Differential – Salaried –Healthcare Services. Second Shift Weekday 7.5% differential rate.Pays an additional differential of .075 x annualized hourly rate for each hour worked during second shift on a weekday (multiplication factor .0750).

Salaried

2SW

2SFHOLWKND

Second Shift Differential – Hourly – Healthcare Services.  Second Shift Hourly/Holiday/Weekend 14.0% differential rate. Pays an additional differential of 0.14 for each hour worked during the second shift on a holiday or weekend.  Pays 1.14 x annualized hourly rate for each hour worked during the second shift on a holiday or weekend (multiplication factor 1.1400)

Hourly

3HH

3HRLYWKDAY

Third Shift Differential – Hourly – Healthcare Services.  Third Shift Hourly Weekday 14.0% differential rate. Pays an additional differential of 14% for each hour worked during the third shift on a weekday.  Pays 1.14 x annualized hourly rate for each hour worked during the third shift on a weekday (multiplication factor 1.14).

Hourly

3HW

3HOL/ WKND

Third Shift Differential – Salaried – Healthcare Services.  Third Shift Holiday/Weekend 20.0% differential rate. Pays an additional differential of 0.20 x annualized hourly rate for each hour worked during third shift on a holiday or weekend (multiplication factor 0.2000)

Salaried

3OT

3RDSHF/OT

Third Shift Differential – Salaried/Hourly – Healthcare Services.  Third Shift Overtime Weekday 21.0 % differential rate. Pays an additional differential for working overtime on the third shift on a weekday.  Pays hourly rate plus overtime differential of 0.5 plus shift differential of 0.21 for a total of 1.71 x annualized hourly rate for each overtime hour worked (multiplication factor 1.7100)

Salaried or Hourly

3OW

3OTHOLWKND

Third Shift Differential – Salaried – Healthcare Services.  Third Shift Overtime Holiday/Weekend 30.0% differential rate.Pays an additional 30% differential for working overtime on the third shift on a holiday or weekend.  Pays hourly rate plus overtime differential of 0.5 plus shift differential of 0.30 for a total of 1.8 x annualized hourly rate for each overtime hour worked (multiplication factor 1.800).

Salaried or Hourly

3SP

3RDSHF

Third Shift Differential – Salaried - Healthcare Services. Third Shift Weekday 14.0% differential rate.Pays an additional differential of .014 x annualized hourly rate for each hour worked on the third shift on a weekday (multiplication factor 0.1400).

Salaried

3SW

3RDSHFHRL

Third Shift Differential – Hourly – Healthcare Services. Third Shift Hourly/Holiday/Weekend 20.0% differential rate. Pays an additional differential of 20% for each hour worked during the third shift.  Pays 1.2 x annualized hourly rate for each hour worked during the third shift (multiplication factor 1.2000).

Hourly

3SO

3RDSHFHRLY

Third Shift Differential – Hourly – Healthcare ServicesPays hourly rate + .14 times hourly rate, per shift differential hour (annualized hourly rate x 1.14)   (multiplication factor 1.14).

Note:  Regular hours plus shift differential third shift = total hours worked.  If total hours equal shift differential third shift hours, enter 0.00 (zero) regular hours.

Hourly

3SN

3RDSHF@OT

Nurses, Third Shift Differential w/Overtime – Salaried.Additional differential paid to eligible employees.  Overtime hours in addition to regular hours, paid at annualized hourly rate x 2.10   (multiplication factor is 2.1000).

Salaried or Hourly

 

* First Shift applies to hours worked when at least half of the scheduled work hours fall between 6 a.m. and 4 p.m.  Regular hours worked are considered to be in the first shift unless they qualify for second or third shift.*Second shift applies to all hours worked when at least half of the scheduled work hours fall between 4 and 11  p.m.  *Third shift applies to all hours worked when at least half of the scheduled work hours fall between 11 p.m. and 6 a.m.  If the scheduled work hours are evenly split between shifts, the higher shift differential rate applies to all hours worked. (Per state of Colorado publication, Technical Assistance-Shift Differential, On-Call, and Call-Back Premium Pay)

Wage Payments (Hours or Amounts)Enter hours to two decimal places in quarter hours (example: 2 hours and 17 minutes is rounded to the closest quarter hour, and entered as 2.25). Enter amounts including dollars and cents.

ATS

ADDSTIME

Additional Time @ Straight. Additional hours paid beyond 40 hours for classified staff employees whose hours worked equal 40 hours or less.

Hourly or Salaried

CBS

CALLBCK ST

Call-Back @ Straight. Call-back hours paid at hourly rate.                     

Hourly or Salaried

CBT

CALLBCK OT

Call-Back @ Overtime.  Call-back overtime hours paid at hourly rate x 1.50.       

Hourly or Salaried

LTP

LATE PAY

Late Payment. Entry of hours that were not paid for a prior pay period. 

Hourly or Salaried

MLS

CURR MEALS

Current Pay Meals. Meals paid from current pay – Boulder Housing only.   

Hourly or Salaried

MUC

MEALS UMC

Current Pay Meals Reductions.  Boulder UMC use only.

Hourly or Salaried

MLT

TUIT MEALS

Tuition Paid Meals. Tuition Paid Meals - used by Housing and Food Service.

Hourly

ONC

ON CALL

On-Call Hours. On-call hours paid at hourly rate.

Hourly or Salaried

OTM

OVERTIME

Overtime. Overtime hours worked paid at hourly rate x 1.50. 

Note:  Student employees – use SOT for entry of overtime hours (see below).

Hourly or Salaried

REG

REGULAR

Regular Earnings. Regular hours worked times hourly rate.

Note:  Student employees – use STH for entry of hours (see below).

Hourly

RESMED RESMedical Residents. Hours or dollar amounts paid to Medical Residents.Hourly or Salaried

RGS

REG SALARY

Regular Earnings Salary. Salary paid.

Salaried

RPF

RED FLAT

Reduction Flat Amount. A flat amount reduction from current pay.

Hourly or Salaried

SKS

SICK @ SEP

Sick Leave @ Retirement Payoff (Separation). Subject to limit of 25% of employee’s maximum sick balance.  Paid at retirement, death, or separation. Employee must be eligible for an immediate, full, or reduced annuity under a university retirement plan (PERA or Faculty/Exempt Professional Optional Retirement Plan) to qualify for this buyout. Taxed at federal and state supplemental rate.

Hourly or Salaried

STH

STDTHRLY

Student Hourly. Student hours worked times hourly rate (includes Work-Study)

Hourly

SOT

OVERTIME

Student Overtime. Overtime hours worked paid at hourly rate times 1.50.

Note: Overtime payments cannot be paid with work-study funds. Student employees who work overtime must be paid with departmental funds.      

Hourly

STP

STIPEND

Stipend. Amount for stipend payment.

Salaried

STS

STUDT FAC

Student Faculty Salary. Salary amounts paid to student faculty.

Salaried

VCT

VAC @ SEP

Vacation @ Separation. Maximum vacation leave paid at retirement or death or at separation.  Taxed at federal and state supplemental rate.

Hourly or Salaried

XRG

ADD REG HR

Additional Regular Hours.  Used to report the following:

Additional regular hours worked by salaried classified staff who are less than full-time employees and whose hours exceed their normal work schedule (but not to exceed 100% time for the month).

Note:  Enter the ‘XRG’ earnings type and number of extra hours worked.  This amount, when added to the regular hours worked, cannot exceed the total work hours in the month.  XRG increases vacation/sick accruals. Example:  A 50% classified staff employee works 100% (full-time) during a month with 160 work hours.  Since this employee’s salaried appointment automatically pays him/her for 80 hours, the department would report 80 additional regular hours (XRG).  The additional regular hours are paid at the annualized hourly rate (annual full-time salary divided by 2,080 hours).

If this same employee worked overtime hours (greater than 40 during any work week), the hours exceeding 40 would be paid as overtime (OTM – see above).

Hourly or Salaried

ES Use Only 

ATH

ATH TICKET

Athletic Tickets.  Employee Services use only

Hourly or Salaried

BEX

BUS EXP

Business Expense.  Employee Services use only.

Hourly or Salaried

CAR

CAR USE

Auto Allowance.  Employee Services use only

Hourly or Salaried

TKT

TICKETS

Complimentary Tickets.  Employee Services use only

Hourly or Salaried

DPS

DEP SVCS

Dependent Personal Services – NRA.  Employee Services use only

Hourly or Salaried

ICA

NON-CASH AWARD

Imputed Cash Award.  Employee Services use only 

Hourly or Salaried

RIN

RETIRE INC

Retirement Incentive.  Employee Services use only

Salaried

SEV

SEVERANCE

Severance Payment. Employee Services use only

Salaried

Additional Pay Earnings Codes can be used for paying special and infrequent amounts outside of base compensation, as follows:

One-Time Payment Earnings Codes – Descriptions and Definitions

Earnings Code

Description

Definition

ADP

Add’l Pay – Student / Med Res

Additional pay amount due to student employee or medical resident  

ALW

Allowances - Uniform

Payment of allowances (uniforms, tools, etc.). Used by Procurement Service Center only.

APF

Additional Pay Flat Amount

To be used for additional pay of a flat amount for additional work or services. Documentation is required. Payments for classified staff should be referred to HR before using this code.

Example: Faculty member or OEP performs an additional job, e.g. overload teaching w/ expectation of payment.

AWR

Awards - Taxable

To be used to pay awards (e.g., Teaching, Service or Research, etc).

Recognition/award programs must be pre-approved by appropriate campus entities (HR, Provost, VC, Org Principal) in accordance with PSC Procedural Statement: Recognition and Training.

BON

Bonus

To be used to pay bonuses.                                                      

Example: As part of signed agreement, used for payment of a bonus according to terms and conditions of offer letter or classified discretionary pay differential agreement form. 

DPD

Discretionary Pay Differential

To be used to pay temporary / discretionary pay differentials.  Additional documentation is required.

HN1

Honorarium - One Time Payment

This payment may be given to a professional person for services beyond normal job duties for which fees are not legally or traditionally required.

INC

Incentive Pay

To be used to pay incentive pay.                                           

Example: As part of signed offer letter agreement, used for payment of incentive at completion of agreed upon terms and conditions.

LEG

UPI Med Legal

Job code series 1100 and 1200 only, with UPI approval.

MVN

Moving Expense - Non Taxable

To be used to pay non-taxable moving expenses.                      

Example: To pay non-taxable moving expenses, such as mileage and lodging, up to maximum included in offer letter.  See ES Procedures Guide and related forms.

MVT

Moving Expense - Taxable

To be used to pay taxable moving expenses.                                 

Example: To pay taxable moving expenses, such as meals and other out of pocket expenses, up to maximum included in offer letter.  See ES Procedures Guide and related forms.

PPN

Pay for Performance /                           Non-Base Building Award

MUST REQUEST HANDDRAWN WARRANT - not available in Time Collection

Salary Survey Increase payment amount that could not be added to base, because employee is at pay range maximum.

PPO

Pay for Performance / Achievement Pay

To be used to issue performance-based achievement pay for classified staff.   Human Resources approval is required.

REC

Recruitment Incentive

To pay recruitment incentive amounts.  Incentive must be documented in the offer letter.

Example: Faculty housing payment set in offer letter

REF

Referral Award

To be used to pay referral awards to current classified employees upon the referral and subsequent hire of a new state employee. Does not contribute to PERA.

Approved Discretionary Pay Differential agreement form is required.

RIN

Retirement Incentive

MUST REQUEST HANDDRAWN WARRANT - not available in Time Collection

Example: Payment of a separation incentive resulting from a classified layoff where the employee is eligible for retirement.

SEV

Severance

MUST REQUEST HANDDRAWN WARRANT - not available in Time Collection

Example: Payment of a separation incentive resulting from a classified layoff.

SP1

Stipend - One Time Payment

Use is restricted.  Do not use to pay for services performed (to use this earn type no services can be required of the employee).  Check with faculty affairs, academic affairs, or dean’s office for appropriate use.

Exempt from Medicare/OASDI taxes.

UOC

UPI On-Call Incentive

To pay UPI on-call incentive amounts, limited to job code series 1100 and 1200 only.

Rev. 08-06-13