Purpose
The purpose of this job aid is to provide a list of all attendance and absence types and a description.
Attendance/Absence Types
The Attendance/Absence (A/A) Types are used when coding time in the Employee Self Service (ESS) Portal, on a payroll time sheet and in the Integrated HR-Payroll System. A/A types are available from a drop down on Time Entry screens in ESS and the Integrated HR-Payroll System. If you are not sure which A/A type to use during a given situation, please contact your agency’s Time Administrator.
Active A/A Types
| Code | Name | Description |
|---|---|---|
| 9000 | Approved Leave | Use this code to reflect a normal absence. This code will deduct from the employee’s leave balances in the following order: Holiday Comp, Overtime Comp, Gap Hours Comp, Callback Comp, On Call Comp, Travel Comp, Emergency Closing Comp, Incentive Leave, Vacation Leave, and Advanced Vacation Leave. |
| 9100 | Bonus Leave | Use this code when the objective is to use bonus leave prior to vacation leave. Bonus leave cannot be used prior to comp leave. |
| 9128 | CDE Comp Leave | Use this code to reflect an absence. This code will deduct from the employee's Communicable Disease Comp Time. |
| 9200 | Sick Leave | Use this code to reflect an absence due to illness. It will deduct from an employee’s Sick Leave quota, then received Shared Leave and Advanced Sick Leave, if those are available to the employee. |
| 9238 | Parental Leave (8 wks) | Shall be used by eligible State employees who have given birth for recuperation during the disability period and bonding with a newborn. |
| 9239 | Parental Leave (4 wks) |
Shall be used by other eligible State employees to care for and bond with a newborn or newly adopted, fostered, or otherwise legally placed child. |
| 9250 | Bereavement Leave Family | Use this code to reflect up to forty (40) hours of paid leave for an absence related to the loss of an immediate family member. This leave must be used within 180 days of the loss. |
| 9255 | Bereavement Leave Other | Use this code to reflect an absence to attend a colleague’s funeral or memorial event. Not to exceed eight (8) hours. |
| 9300 | Holiday Leave | Positive Time employees should record 9300 in the 30 days prior to a holiday, on the holiday, or 30 days following a holiday, to designate a holiday absence. Note: Time worked on a holiday will reduce the Holiday Quota automatically by the number of hours worked, up to 8 hours, and apply those hours to the Holiday Comp quota. Employees using Holiday Comp (not Holiday Leave) should use A/A type 9000. Negative Time employees do not record 9300. |
| 9400 | Leave Without Pay | Use this code to reflect an unpaid absence. This will result in docking of pay for the number of hours recorded. |
| 9500 | Time Worked |
Use this code to record hours worked including regular hours, additional hours and time worked on a holiday. |
| 9511 | Remote Callback | Use this code to reflect the actual amount of time worked remotely. Do not add time to meet the 30-minute minimum, just actual time worked. If less than 30 minutes, the difference will be computed and added to the employee’s pay automatically. |
| 9512 | Liability Leave Makeup | Use this code to reflect hours worked specifically to pay back a leave liability. Recorded hours of 9500 in excess of the employee’s work schedule in an OT period also will pay back an outstanding liability. |
| 9514 | Work During Emergency Closing | Results in hour-for-hour comp time for hours worked during a designated emergency. Management will designate when this code applies. |
| 9515 | Travel Time 1X |
Results in hour-for-hour comp time in accordance with state policy. |
| 9516 | Callback | Use this code to reflect the actual amount of time worked, if eligible for Callback. Do not add time to reach the 2-hour minimum, just actual time worked. If less than 2 hours, the difference will be computed and added to the employee’s pay automatically. |
| 9517 | On-call | Use this code to reflect time spent On-Call, but not at work. On-Call hours are accrued as Comp Time or paid at the On-Call rate specified for the position. Employee must be On-Call eligible. |
| 9530 | OMAL – Non-Discretionary |
To be used for non-discretionary types of leave (1-8 listed in the OMAL policy), service on State Boards and Emergency Services. |
| 9531 | OMAL - Discretionary | To be used for any reason. |
| 9532 | OMAL – Emergency Closing | To be used when a worksite is ordered closed due to unsafe working conditions or due to a natural disaster. |
| 9533 | OMAL – Relief Efforts | To be used when the governor has provided leave to state employees for the rebuilding and cleanup of their properties after a natural disaster. |
| 9534 | OMAL - Medical | To be used for Smallpox, American Red Cross or Blood, Bone Marrow, and Organ Donation. |
| 9545 | Adverse Weather Leave |
Use this code to reflect time off during an Adverse Weather Leave event. Using this code will result in a liability being generated from the employee to the State for hours the employee must make-up in the next 90 days. Employees who do not satisfy their liability will be required to forfeit leave or be docked if sufficient leave is not available to recover the liability. Note: The Adverse Weather liability aging period was updated from 365 days to 90 days in the Adverse Weather policy revision effective 1/1/15. All liabilities incurred prior to 1/1/15 will show the 365-day aging period. |
| 9550 | Civil Leave – Jury Duty | Use this code to reflect an absence for Jury Duty. |
| 9560 | Community Service Leave | Use this code to reflect an absence for Community Service. May be used in full day increments, not to exceed 24 hours in a year. |
| 9565 | Community Service Tutoring | Use this code to reflect a Community Service absence for Tutoring. May be used in one-hour increments only, not to exceed 36 hours per year. Employees can have Community Service or Community Service for Tutoring, not both. |
| 9566 | Literacy Volunteer Leave |
Use this code to reflect a Community Service absence for Literacy Volunteer Leave. Can be used in five-hour increments only, not to exceed 45 hours per year. Employees can have Community Service or Literacy Volunteer Leave, not both. |
| 9570 | Educational Leave | Use this code to reflect an absence for Approved Educational Purposes. |
| 9571 | Personal Observance Leave | Eligible employees in participating agencies use this code for up to 8 hours for any single shift or calendar day of personal significance, including but not limited to days of cultural or religious importance. Effective beginning 6/16/2022. |
| 9620 | Military Training Leave | Use this code to reflect an absence for Military Training. |
| 9630 | Military Active Duty | Use this code to reflect the first 30 days of leave for an employee who has been called to Active Duty. |
| 9680 | Injury Absence WC | Use this code to reflect an absence to attend to medical matters related to an on-going Workers’ Comp case (e.g., Doctor/PT appointments when employee has returned to work). |
| 9685 | Injury Leave | Use this code to reflect an absence due to injury on the job for law enforcement, teachers and custody officers before the matter has been turned over for Workers’ Comp. |
| 9690 | Investigatory Leave | Use this code in conjunction with Action Code Z5 – Investigatory W/Pay and Reason Code 01 (Investigatory Placement Leave) or Reason Code 02 (Extended). Effective 7/1/2013. |
| 9718 | Special Bonus FY2018 | A one-time three day (24 hours) of special bonus leave, effective July 1, 2017. The leave shall remain available during the length of the employee’s employment. This leave has no cash value and is not eligible for cash-in. If not used prior to the time of separation or retirement, the special bonus leave cannot be paid out and is lost. Special Bonus FY2018 is tied to quota 56 and is reportable. |
| 9719 | Special Bonus FY19-20 | Five days of Special Annual Leave Bonus, effective July 1, 2018, and an additional five days of Special Annual Leave Bonus, effective July 1, 2019, to eligible State employees. The leave shall remain available during the length of the employee's employment, notwithstanding any other limitation on the total number of days of annual leave that can be carried forward. This leave has no cash value and is not eligible for cash-in. If not used prior to the time of separation or retirement, the special annual leave bonus cannot be paid out and is lost. |
Inactive A/A Types
| Code | Name | Description |
|---|---|---|
| 9513 | CDE 1.50 Worked |
This attendance code is used for compensation of an additional 1.5 of compensatory time for hours worked onsite for mandatory employees when the Communicable Disease Emergency is in effect. 9513 is valid through 12/31/2021. |
| 9518 | CDE 1.25 Worked |
This attendance code is used for compensation of an additional 1.25 of compensatory time for hours worked onsite for mandatory employees when the Communicable Disease Emergency is in effect. 9518 is valid through 12/31/2021. |
| 9519 | CDE 1.20 Worked | This attendance code is used for compensation of an additional 1.20 of compensatory time for hours worked onsite for mandatory employees when the Communicable Disease Emergency is in effect. 9519 is valid through 12/31/2021. |
| 9520 | CDE 1.10 Worked | This attendance code is used for compensation of an additional 1.10 of compensatory time for hours worked onsite for mandatory employees when the Communicable Disease Emergency is in effect. 9520 is valid through 12/31/2021. |
| 9521 | CDE 1.05 Worked | This attendance code is used for compensation of an additional 1.05 of compensatory time for hours worked onsite for mandatory employees when the Communicable Disease Emergency is in effect. 9521 is valid through 12/31/2021. |
| 9540 | Other Mgmt. Approved Leave | This code is to be used only with the explicit consent of management to reflect time paid, not worked under a limited set of circumstances. 9540 is valid through 9/30/2019. |
| 9547 | Administrative Leave-CDE** | This absence code is used when the Communicable Disease Emergency is in effect and an employee is quarantined by a Public Health official. 9547 is valid through 5/25/2020 & 01/01/2021 - 8/14/2022. Reinstated for some agencies 8/15/22- 12/31/22. |
| 9548 | State of Emergency Leave | Up to 10 days of paid leave to be used when an employee is requesting leave due to having symptoms potentially related to COVID-19. 9548 is valid 3/10/2020-5/25/2020. |
| 9549 | CDE Care Leave | Use this code to reflect time off for CDE Care Leave aligned with a FFCRA/CDE event. Using this code will result in a liability being generated from the employee to the State for hours the employee must make-up in the next 730 days. Employees who do not satisfy their liability will be required to forfeit leave or be docked if sufficient leave is not available to recover the liability. 9549 is valid through 8/14/2022. |
| 9580 | FFCRA Employee Care | FFCRA reasons 1, 2, 3 (Employee Illness). 9580 is valid 5/26/2020-12/31/2020. |
| 9581 | FFCRA Family Care | FFCRA reasons 4 & 5 First 80 hours only (if planning to use existing paid leave balances to supplement or if not supplementing leave). 9581 is valid 5/26/2020-12/31/2020. |
| 9582 | FFCRA w/Care Leave Supp* | FFCRA reason 5 First 80 hours only (if planning to use CDE Care Leave w/make-up provision to supplement). 9582 is valid 5/26/2020-12/31/2020. |
| 9583 | FFCRA EFMLEA | FFCRA reason 5 remaining FML entitlement not to exceed 10 weeks (if planning to use existing paid leave balances to supplement or if not supplementing leave). 9583 is valid 5/26/2020-12/31/2020. |
| 9584 | FFCRA EFMLEA w/Care Lv* | FFCRA reason 5 remaining FML entitlement not to exceed 10 weeks (if planning to use CDE Care Leave w/make-up provision to supplement). 9584 is valid 5/26/2020-12/31/2020. |
| 9585 | CDE Eldercare/No TLW | For Eldercare and/or employees whose work cannot be performed remotely (telework), or reasonable alternate work is not feasible. Note: these reasons are not covered under FFCRA (if planning to use existing paid leave balances to supplement or if not supplementing leave). 9585 is valid 5/26/2020-6/30/2020. |
| 9586 | CDE Eldercare/No TLW w/CL* | For Eldercare and/or employees whose work cannot be performed remotely (telework), or reasonable alternate work is not feasible. Note: these reasons are not covered under FFCRA (if planning to use CDE Care Leave w/make-up provision to supplement). 9586 is valid 5/26/2020-6/30/2020. |
| 9587 | CDE Elder/No TLW 1/3 | For Eldercare and/or employees whose work cannot be performed remotely (telework), or reasonable alternate work is not feasible. Note: these reasons are not covered under FFCRA (if planning to use existing paid leave balances to supplement or if not supplementing leave). 9587 is valid 7/1/2020 – 7/31/2020. |
| 9588 | CDE Elder/No TLW w/CL 1/3 | Use this code when an employee attends authorized medical appointments related to ongoing workers’ compensation claim during work hours after returning to work following injury due to Communicable Disease Emergency. May also be used for any injury resulting from or arising out of Communicable Disease Emergency that occurs while the employee is performing official duties. 9681 is valid through 8/14/2022. |
| 9681 | CDE Injury Absence WC | Use this code when an employee attends authorized medical appointments related to ongoing workers’ compensation claim during work hours after returning to work following injury due to Communicable Disease Emergency. May also be used for any injury resulting from or arising out of Communicable Disease Emergency that occurs while the employee is performing official duties. 9681 is valid through 8/14/2022. |
| 9710 | Flexible Furlough Leave | Allows for the flexible furlough time off to be reported on employees’ time sheets valid for the period of 6/1/2009 – 12/31/2009. This absence type is not tied to a quota. Usage of this absence type can be reported through the Working Times Report in MSS or PT_BAL00 for Time Administrators. Usage is displayed on the Time Statement also. |
| 9711 | FY2012–2013 Special Leave | Absence type, 9711 – FY2012-2013 Special Leave, can be used against leave for the period of 07/01/2012 – 06/30/2013. Like flexible furlough time (9710), it is not tied to a quota. PT_BAL00 (TSL*) can be utilized for reporting, along with ZNCTIME for time administrators. Working Time Report through the portal is available for MSS reporting. |
| 9712 | Special Leave | A one-time 40-hour award to be used for the period of 07/01/2013 – 06/30/2014. Unused leave as of 06/30/2014 will expire. This leave type can be used prior to earned compensatory time (holiday comp, overtime comp, gap comp, callback comp and travel comp), regular leave, bonus leave and sick leave. Special Leave is tied to quota 55 and is reportable through PT50, ZNCTIME, and PT_BAL00 (T55*). MSS users can report on Special Leave through the Working Times Report. |
*The Integrated HR-Payroll System will supplement 1/3 of pay with CDE Care Leave automatically. There are several helpful documents on OSC’s HR-Payroll System Help Documents page that can be found by filtering on COVID19 under Topic.
**Agencies should verify with their management staff if they have an approved OSHR exception to use A/A 9547 after 8/14/22.