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Rev. 8/2004 1 TMS Codes and Explanations For Timekeepers ADM (Administrative Leave Banked) –Used when an employee works as an essential employee when the.

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Presentation on theme: "Rev. 8/2004 1 TMS Codes and Explanations For Timekeepers ADM (Administrative Leave Banked) –Used when an employee works as an essential employee when the."— Presentation transcript:

1 Rev. 8/ TMS Codes and Explanations For Timekeepers ADM (Administrative Leave Banked) –Used when an employee works as an essential employee when the University or unit is officially closed or when an employee is granted administrative leave for merit. –Banks the administrative leave for future use ADO (Administrative Leave) –Used to reflect administrative leave granted and taken at the same time –Does not require a corresponding banked entry ADT – Administrative Leave Taken –Used when an employee takes the administrative leave worked which was previously banked ANT – Anniversary Leave Taken –Granted yearly to an employee on the 5 th anniversary date of UTHSC-H service and each year thereafter –Must be used within 12 months or it is forfeited –Corresponding banked entry is automated to coincide with employee’s UTHSC-H anniversary date BRV – Bereavement/Funeral –Granted to allow employees to attend the funeral of an immediate family member –Immediate family is defined as a spouse, or the employee's or spouse's parents, children, brothers, sisters, grandparents, or grandchildren. –Granted only for scheduled work days –Does not require a corresponding banked entry

2 Rev. 8/ CAS – Casual –Hours worked by casual employees CMP – Comp Time Worked –Must be granted to non-exempt employees to bank compensatory time for overtime earned. Not used when employee is to be paid for the overtime. –Limitations for non-exempt employees: Must be paid If older than 12 months –To pay this, include hours greater than 12 months as overtime hours on the next exception time file for payment. Must pay excess of 240 total hours earned –To pay this, include excess hours to be paid as overtime hours on the next exception time file for payment. Must pay this balance if the non-exempt employee leaves The UTHSC-H or the department in which the employee earned the compensatory time. Notify Payroll with the number of hours to include with the vacation pay at termination. In the event of a transfer, this balance must be coded as OTS and/or OVT as appropriate to pay the transferring employee. CMT – Comp Time Taken –Code used to reflect use of compensatory time previously worked. –Must have a corresponding Comp Time Worked to be used CDY – Civic Duty –Used when summoned to serve on a jury or when subpoenaed to serve as a witness in a court or administrative proceeding to which the employee is not a party

3 Rev. 8/ COT – Casual Overtime 1.5 –Used to pay non-exempt casual employees for overtime at a time and a half rate. –Applies when a casual employee is ‘suffered or permitted’ to work in excess of 40 hours in the standard work week. This applies to any work performed for UTHSC-H during the standard workweek whether in multiple departments or just within one. The department in which the employee incurred the overtime is the department responsible for paying the overtime. ECA – Casual – EDU –Used for payment to casual employees who are non-residents in the EDU Pay Group and receive a 1042s annual tax statement. ELW - Non-resident Leave Without Pay –Used when an employee who is a non-resident in the EDU Pay Group has no applicable leave to cover an absence from work. –Only to be used for unpaid leaves for a short duration. Longer leaves should be processed through PeopleSoft transaction. FMH – FMLA Holiday Worked –Used by employee on FMLA when the employee has previously banked holiday time –Drawn from banked holiday worked. –FMLA code may be used only when the employee has been placed on FMLA for a serious health condition of the employee or the spouse, child, or parent of the employee, placement of a child for adoption or foster care, or the birth of a child and the care after the birth. To qualify, the employee must have worked at least 12 months with the State of Texas and worked at least 1250 hours at UTHSC-H within the past 12 months. –FMLA may not exceed 12 weeks in any 12 month period.

4 Rev. 8/ FML – FMLA LWOP –Used by employee on FMLA when the employee has no applicable leave and will be in an unpaid status –Should only be used for FMLA unpaid leaves of a short duration. Longer leaves should be processed through PeopleSoft. –Hours coded as FML will create a docking on the next paycheck. –FMLA code may be used only when the employee has been placed on FMLA for a serious health condition of the employee or the spouse, child, or parent of the employee, placement of a child for adoption or foster care, or the birth of a child and the care after the birth. To qualify, the employee must have worked at least 12 months with the State of Texas and worked at least 1250 hours at UTHSC-H within the past 12 months. –FMLA may not exceed 12 weeks in any 12 month period. FMP – FMLA Sick Pool –Used by employee on FMLA when the employee is using granted sick leave pool hours. –FMLA code may be used only when the employee has been placed on FMLA for a serious health condition of the employee or the spouse, child, or parent of the employee, placement of a child for adoption or foster care, or the birth of a child and the care after the birth. To qualify, the employee must have worked at least 12 months with the State of Texas and worked at least 1250 hours at UTHSC-H within the past 12 months. –FMLA may not exceed 12 weeks in any 12 month period. FMS – FMLA Sick –Used by employee on FMLA when the employee is using sick leave hours. –Drawn from sick leave balance. –FMLA code may be used only when the employee has been placed on FMLA for a serious health condition of the employee or the spouse, child, or parent of the employee, placement of a child for adoption or foster care, or the birth of a child and the care after the birth. To qualify, the employee must have worked at least 12 months with the State of Texas and worked at least 1250 hours at UTHSC-H within the past 12 months. –FMLA may not exceed 12 weeks in any 12 month period.

5 Rev. 8/ FMV – FMLA Vacation –Used by employee on FMLA when the employee is using vacation leave hours. –Drawn from vacation leave balance –FMLA code may be used only when the employee has been placed on FMLA for a serious health condition of the employee or the spouse, child, or parent of the employee, placement of a child for adoption or foster care, or the birth of a child and the care after the birth. To qualify, the employee must have worked at least 12 months with the State of Texas and worked at least 1250 hours at UTHSC-H within the past 12 months. –FMLA may not exceed 12 weeks in any 12 month period. FMW – FMLA Police Holiday –Used only by police employees on FMLA when the employee is taking holiday hours. –FMLA code may be used only when the employee has been placed on FMLA for a serious health condition of the employee or the spouse, child, or parent of the employee, placement of a child for adoption or foster care, or the birth of a child and the care after the birth. To qualify, the employee must have worked at least 12 months with the State of Texas and worked at least 1250 hours at UTHSC-H within the past 12 months. –FMLA may not exceed 12 weeks in any 12 month period. FMX – FMLA Holiday –Used when employee is in a paid status while on FMLA leave to reflect a holiday earned and taken. –FMLA code may be used only when the employee has been placed on FMLA for a serious health condition of the employee or the spouse, child, or parent of the employee, placement of a child for adoption or foster care, or the birth of a child and the care after the birth. To qualify, the employee must have worked at least 12 months with the State of Texas and worked at least 1250 hours at UTHSC-H within the past 12 months. –FMLA may not exceed 12 weeks in any 12 month period.

6 Rev. 8/ HLT – Holiday Taken for Holiday Worked –Code to use previously banked holiday worked hours –Maximum of 8 hours per holiday may be banked HLW – Holiday Worked –Code used to bank holiday worked hours –Maximum of 8 hours per holiday may be banked. HOL – Holiday –Code used to reflect holiday taken –Maximum of 8 hours may be used LWO – Leave Without Pay –Used when an employee has no applicable leave to cover an absence from work. –Only to be used for unpaid leaves of a short duration. Longer leaves should be processed through PeopleSoft transaction. –Hours coded LWO will create a docking on the next paycheck. MIL – Military Leave Taken –Used for authorized training or duty for members of the state military forces and members of any of the reserve components of the United States Armed Forces, call to National Guard active duty by the Governor, or national emergency active duty for members of the United States Armed Forces. –Maximum time to be used is 15 workdays within a federal fiscal year (October 1 through September 30)

7 Rev. 8/ OTS – Overtime 1.0 –Used to pay non-exempt employees for overtime at straight time rate. –Straight time is granted when a non-exempt employee has not actually worked in excess of 40 hours in a work week but is entitled to be paid for more than 40 hours. OVT – Overtime 1.5 –Used to pay non-exempt employees for overtime at a time and a half rate. –Applies when an employee is "suffered or permitted" to work in excess of 40 hours in the standard work week. PHE – Police Holiday Earned –Used only by police employees to bank holiday hours. PHT – Police Holiday Earned Taken –Code used only by police employees to take holiday worked hours –Maximum of 8 hours per holiday may be banked PLH – Parental Holiday –Used when employee is in a paid status while on parental leave to reflect a holiday earned and taken. –May be used only by regular employees who do not otherwise qualify for FMLA and who must be out for the birth of a natural child or the adoption or foster care placement of a child under three years of age. –Begins with the date of birth or adoption or placement. May not exceed 12 weeks.

8 Rev. 8/ PLS – Parental Sick Taken –Used by employee on parental leave when the employee is using sick leave hours. –May be used only by regular employees who do not otherwise qualify for FMLA and who must be out for the birth of a natural child or the adoption or foster care placement of a child under three years of age. –Begins with the date of birth or adoption or placement. May not exceed 12 weeks. –Drawn from sick leave balance. PLT – Parental Holiday Worked Taken –Used by employee on parental leave when the employee has previously banked holiday time. –May be used only by regular employees who do not otherwise qualify for FMLA and who must be out for the birth of a natural child or the adoption or foster care placement of a child under three years of age. –Begins with the date of birth or adoption or placement. May not exceed 12 weeks. –Drawn from banked holiday worked. PLV – Parental Vacation Taken –Used by employee on parental leave when the employee is using vacation leave hours. –May be used only by regular employees who do not otherwise qualify for FMLA and who must be out for the birth of a natural child or the adoption or foster care placement of a child under three years of age. –Begins with the date of birth or adoption or placement. May not exceed 12 weeks. –Drawn from vacation leave balance.

9 Rev. 8/ PLW – Parental LWOP –Used by employee on parental leave when the employee is in an unpaid leave. –May be used only by regular employees who do not otherwise qualify for FMLA and who must be out for the birth of a natural child or the adoption or foster care placement of a child under three years of age. –Begins with the date of birth or adoption or placement. May not exceed 12 weeks. –Should only be used for unpaid leaves of a short duration. Longer leaves should be processed through PeopleSoft. –Hours coded as PLW will create a docking on the next paycheck. PRT – Preventive Taken –Used for scheduled preventive health care appointments for the employee or immediate family members. –Limitations: May be used only by benefits eligible employee who have successfully completed probationary period. Automated banked entry grants up to 8 hours each year. Less than full time benefits eligible employees are entitled to leave based upon percentage of time worked. Unused hours will lapse if not taken by the end of the fiscal year RWA – Regular Work Away from Office –Used by an employee to reflect regular pay for hours worked away from the employees standard work location. REG – Regular Earnings –Reflects regular pay for hours worked during employees standard work week.

10 Rev. 8/ S01 – Shift Diff 0.65 –Pay for classified employees whose work day differs from the normal 8:00 a.m. to 5:00 p.m –Refer to Classified Compensation Manual for further information S02 – Shift Diff 1.00 –Pay for classified employees whose work day differs from the normal 8:00 a.m. to 5:00 p.m –Refer to Classified Compensation Manual for further information S03 – Shift Diff 1.25 –Pay for classified employees whose work day differs from the normal 8:00 a.m. to 5:00 p.m –Refer to Classified Compensation Manual for further information SCD – Sick Pool Donated –Used to reflect sick pool hours donated to the sick pool. SCK – Sick –Used by regular employees for absences necessitated by personal illness, injury, or pregnancy and confinement, or when the employee is needed to assist a member of his/her immediate family who is actually ill. –May only be used after 30 days of employment with UTHSC-H unless a direct transfer from another state agency. –Negative balances of sick leave cannot be carried forward from one month to the next. Rather than reflect a negative balance, LWOP must be used.

11 Rev. 8/ SCS – Casual –SDY –Used for payment to casual employees who are non-residents in the SDY Pay Group and receive a 1042s annual tax statement. SLW - Non-resident Leave Without Pay –Used when an employee who is a non-resident in the SDY Pay Group has no applicable leave to cover an absence from work. –Only to be used for unpaid leaves for a short duration. Longer leaves should be processed through PeopleSoft transaction. SPT – Sick Pool Taken –Hours used from those granted by sick leave pool. –May only be used when time keeper has received documentation from the sick leave pool administrator granting this time. VAC – Vacation –Used to reflect vacation hours used. –Accrued with first day of employment. May not be taken until the employee has completed six months of continuous state service. Direct transfers and rehires who have at least six months of continuous state service, are eligible for vacation leave immediately. –Vacation is granted by the supervisor in advance. W01 – Weekend Differential.75 –Pay for classified employees whose work day differs from the normal 8:00 a.m. to 5:00 p.m –Refer to Classified Compensation Manual for further information

12 Rev. 8/ W02 – Weekend Differential 1.00 –Pay for classified employees whose work day differs from the normal 8:00 a.m. to 5:00 p.m –Refer to Classified Compensation Manual for further information W03 – Weekend Differential 1.25 –Pay for classified employees whose work day differs from the normal 8:00 a.m. to 5:00 p.m –Refer to Classified Compensation Manual for further information Prepared by Human Resources and Payroll August, Contact Kay Williamson or Debbie Norris for code explanations. Contact Payroll for TMS procedures deadlines, etc.


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