3 Appendix E—Paid Hours

and Earned Comp Time

Codes
About Appendix E

This appendix describes the paid hours exceptions codes and earned
comp time codes, in alphabetical order. Please refer to the
appropriate MOU and/or Civil Service Rules for a detailed
explanation and description for each type of paid codes.

AC – Accident Pay AC is used to pay transit operator’s unavoidable accident leave pay.

AC is listed as OTHR LEV on the Pay Statement and Report 10

(Payroll and Deduction Register).

AD – Administrative AD is used to pay administrative leave pay.

Pay
AD is listed as OTHR LEV on the Pay Statement and Report 10
(Payroll and Deduction Register).

AE – Earned AE is used to record earned administrative leave. The AE bank is

Administrative only available in the TESS system. Non-TESS departments
Leave maintain their own internal records. The AE bank is decremented
when AD is used to pay earned administrative leave.

AE is not listed on the Pay Statement and Report 10 (Payroll and

Deduction Register). It is listed on Report C389 (Accrual Balance
Report).

AI – Administrative AI is used to pay employees in the Superior Court while they are on
Investigative administrative investigative leave.
Leave
AI is listed as OTHR LEV on the Pay Statement and Report 10
(Payroll and Deduction Register).
Appendix E—Paid Hours and Earned Comp Time Codes E-2

AP – Assault Pay AP is used to (1) supplement Worker’s Compensation payments to

non-safety employees who are injured on the job by criminal assault,
(2) supplement the employee’s salary if he of she returns to work
part time after such an assault, and /or (3) pay the employee for work
days occurring during the waiting period before Worker’s
Compensation begins. Assault pay is subject to approval by the Civil
Service Commission.

Monitoring the AP Benefit Amount: Your department must ensure

that the sum of the assault pay (and the equivalent hours) plus
Worker’s Compensation benefits (and the equivalent hours) do not
exceed the employee’s normal pay period gross pay and scheduled
hours. See Appendix K for complete information about assault pay
and instructions for posting it.

AP is listed as ASLT PAY on the Pay Statement and on Report 10

(the Payroll and Deductions Register).

BD – Birthday Leave BD is used to pay birthday leave pay to MTA transit operators.
Pay
BD is listed as OTHR LEV on the Pay Statement and Report 10
(Payroll and Deduction Register).

BP – Bereavement BP is used to pay bereavement leave pay to employees in the

Pay Superior Court and to MTA transit operators.

BP is listed as OTHR LEV on the Pay Statement and Report 10

(Payroll and Deduction Register).

DP – Disability Pay DP is used to pay eligible employees who are off work with a work-
related injury or illness. Generally, only employees in safety-related
classification are eligible for DP. Refer to Appendix K for a
complete list of eligible job classes.

DP pays full salary and is not taxed. An employee may receive DP

for up to 12 months. After that, he or she may receive Worker’s
Compensation.

Monitoring DP Hours: Your department is responsible for making

sure that the employee’s total number of DP hours does not exceed
the number of regular work hours in one year.

The Worker’s Compensation Division of the S.F. Employee’s

Retirement System monitors and approves all DP hours.

DP is listed as DISB PAY on the Pay Statement and Report 10

(Payroll and Deduction Register).
Updated February 25, 2008
E-3 Payroll/Personnel Procedures Manual

EP – Educational EP is used to pay employees for the work hours spent on an

Leave Pay approved, paid education leave.

Monitoring EP Hours and Eligibility: Your department is

responsible for verifying that the employee is eligible for EP, and for
keeping track of the total hours available and used.

EP is listed as EDUC PAY on the Pay Statement and Report 10

(Payroll and Deduction Register).

EX – Executive Pay EX is used to pay executive leave pay to executive level employees.

EX is listed as OTHR LEV on the pay statement and Report 10

(Payroll and Deduction Register).

FH – Floating FH is used to pay an eligible employee for a “floating holiday”.

Holiday
Monitoring FH Hours and Eligibility: Your Department is
responsible for verifying that the employee is eligible to receive a
floating holiday and for monitoring the floating holiday balance.

FH is listed as OTHR HOL on the Pay Statement and Report 10 (the

Payroll and Deduction Register).

HE – Earned Holiday HE is used to record the earned holiday comp-time of any employee
Comp-Time who worked on an observed holiday and opted to observe the
Bank holiday on another day. The HE bank is only available in the TESS
system. Non- TESS departments maintain their own internal
records. The HE bank is decremented when HI is used to pay earned
holiday comp time.

HE is not listed on the Pay Statement and Report 10 (Payroll and

Deduction Register). It is listed on Report C389 (Accrual Balance
Report).

HI – Legal Holiday HI is used to pay earned holiday comp time.

In Lieu Pay
In TESS, HI will decrement the HE bank of the employee. In Non-
Tess, department must decrement their own internal records.

HI is listed as LEGL HOL on the Pay Statement and Report 10

(Payroll and Deduction Register).

Updated February 25, 2008

Appendix E—Paid Hours and Earned Comp Time Codes E-4

HP – Holiday HP is used to pay an employee time and a half overtime when they
Work Pay work on a legal holiday. (If your department does not budget this
category of pay as a separate cost item, use OT for this type of
work).

The Payroll System will reject HP hours if the employee is not

eligible for overtime.

HP is listed as HOL OT on the Pay Statement and Report 10 (the

Payroll and Deduction Register).

JD – Jury Duty JD is used to pay employees for the work hours spent on jury duty.

Verifying JD Hours and Deducting the Court Payment:

After an employee finishes jury duty, your department is responsible
for obtaining the court slip from the employee and (1) verifying that
the days of service match the number of JD days posted and (2)
deducting the court payment from the employee’s pay. Some courts
will not pay if they know that the juror is a government employee.
See Appendix K for complete instructions.

JD is listed as OTHR LEV on the Pay Statement and Report 10 (the

Payroll and Deduction Register).

LH – Legal Holiday LH is used to pay employees for legal holidays.

LH is listed as LEGL HOL on the Pay Statement and Report 10 (the

Payroll and Deduction Register).

LP – Longevity LP is used to pay eligible nurses for a longevity leave day.

Leave Pay
Monitoring LP Hours and Eligibility: Your department is
responsible for verifying that the employee is eligible for longevity
leave pay and for keeping track of the available balance.

LP is listed as OTHR LEV on the Pay Statement and Report 10 (the

Payroll and Deduction Register).

Updated February 25, 2008

E-5 Payroll/Personnel Procedures Manual

MP – Military MP is used to pay employees for the work hours that occur during
Leave Pay the first 30 calendar days of a military leave. Military leave that
exceeds this is unpaid, unless the employee has arranged to use some
other form of paid leave, such as vacation.

Monitoring MP Hours and Eligibility: Your department is

responsible for making sure that the employee is eligible for military
leave pay and that the MP hours do not exceed the allowable 30
days.

MP listed as OTHR LEV on the Pay Statement and Report 10 (the

Payroll and Deduction Register).

OA – Overtime – OA is used to record overtime hours earned at the SF International

Police at Airport by SFPD employees.
Airport
OA is listed as OVERTIME on the Pay Statement and Report 10
(Payroll and Deduction Register).

OE – Earned OT OE is used to record earned overtime comp time of a non-Z symbol

Comp-Time employee that opted not to be paid in cash and all Z symbol
Bank employees. The OE bank is only available in the TESS system.
Non- TESS departments maintain their own internal records. The
OE bank is decremented when OU is used to pay earned overtime
comp time.

OE is not listed on the Pay Statement and Report 10 (Payroll and

Deduction Register). It is listed on Report C389 (Accrual Balance
Report).

OP – Overtime – OP is used to pay overtime as defined in Section 10B of the

Police at Events Administrative Code to employees represented by the SFPOA Units
P1 and P2A, effective Payperiod Ending 02-22-2008.

OP is listed as 10BEVENT on Report 10 and the employee pay

statement.

Refer to Bulletin 162 for additional information about this pay.

OS – Overtime Paid OS is used to pay employees straight-time overtime for those hours
At Straight worked in excess of eight hours a day or forty hours a week. The
Time Payroll System will reject OS hours if the employee is not eligible
for overtime.

OS is listed as OVERTIME on the Pay Statement and Report 10 (the

Payroll and Deduction Register).
Updated February 25, 2008
Appendix E—Paid Hours and Earned Comp Time Codes E-6

OT – Overtime Paid OT is used to pay employees time and a half overtime for those
At Time and hours worked in excess of eight hours a day or 40 hours a week. The
a Half Payroll System will reject OT hours if the employee is not eligible
for overtime.

OT is listed as OVERTIME on the Pay Statement and Report 10

(Payroll and Deduction Register).

OU – Overtime Used OU is used to pay eligible employees when they take “comp time” –
(Comp Time) Time-off earned in lieu of overtime pay.

OU is listed as COMP PAY on the Pay Statement and Report 10

(Payroll and Deduction Register).

PB – Parental Pay PB is used to pay parental leave pay.

PB is listed as PARENTLV on the Pay Statement and Report 10

(Payroll and Deduction Register).

PE – Physical Fitness PE is used to pay physical education fitness leave pay for Police
Pay Officers only.

PE is listed as OTHR LEV on the Pay Statement and Report 10

(Payroll and Deduction Register)

PEE – Physical Fitness PEE is used to record physical education fitness leave hours earned
Earned by Police Officers only. The PEE bank is decremented when PE is
(In-Bank) used to earn physical fitness leave pay.

PEE is not listed on the Pay Statement and Report 10 (Payroll and
Deduction Register). It is listed on Report C389 (Accrual Balance
Report).

PT – Parent/Teacher PT is used to pay parent/teacher conference leave pay.

Pay
PT is listed as OTHR LEV on the Pay Statement and Report 10
(Payroll and Deduction Register).

RP – Drug RP is used by crafts unions to pay employees while undergoing drug

Rehabilitation rehabilitation.
Pay
RP is listed as REHB SUP on the Pay Statement and Report 10
(Payroll and Deduction Register).
Updated February 25, 2008
E-7 Payroll/Personnel Procedures Manual

SE – Earned OS SE is used to record the earned over-time straight comp time. It

Comp Time increments the OE bank in TESS (when OU is used it decrements
Bank the OE bank).

SE is not listed on the Pay Statement, Report 10 (Payroll and

Deduction Register) and Report C389 (Accrual Balance Report).

SP – Sick Pay SP is used to pay eligible employees for the time they are off work
for a valid sick leave reason.

Under Proposition F effective 02/05/2007: Full time employees

hired on or before 02/05/2007 may begin using sick leave (SP)
credits starting 02/05/2007. Full time employees hired on or after
02/06/2007 may begin using sick leave credits on the 91st calendar
day after the hire date.

Part time (as needed) employees hired on or before 02/05/2007 shall

accrue 1 hour of sick leave credit for every 30 hours worked and
may begin using sick leave credit if available. Part time (as needed)
employees hired on or after 02/06/2007 shall accrue 1 hour of sick
leave credit for every 30 hours worked on the 91st calendar day after
the hire date and may begin using sick leave credits if available.

For employees represented by MAA refer to Bulletin 122, issued

August 3, 2005 for additional information.

The SP hours you post must not exceed the employee’s available SP
balance. If your posted SP hours exceed the employee’s balance, the
Payroll System will convert the excess hours to unpaid sick leave
(SL). If the sick time extends beyond seven calendar days, the
employee may be eligible for State Disability Insurance payments
(See Appendix J).

Refer to Report C121 (the Timekeeper’s Employee Reference

Report) for current sick pay balances.

SP is listed as SICK PAY on the Pay Statement and Report 10 (the

Payroll and Deduction Register).

TO – TOE Program TO is used to pay eligible nurses who agree to work fewer hours at
Leave Pay the same hourly rate.

TO is listed as COMP PAY on the Pay Statement and Report 10

(Payroll and Deduction Register).

Updated February 25, 2008

Appendix E—Paid Hours and Earned Comp Time Codes E-8

TP – Drug Testing TP is used to pay employees required to take time off to undergo
Pay drug testing.

TP is listed as TEST PAY on the Pay Statement and Report 10

(Payroll and Deduction Register).

VA – Vacation Pay
VA is used to pay eligible employees for their vacation time.
Employees who have passed their one-year anniversary date and do
not work an irregular schedule (as indicated by their appointment
type on the PAR) are eligible. The Payroll System rejects VA hours
for employees who are not eligible to receive it.

The vacation hours you post must not exceed the employee’s
available VA balance. If your posted VA does exceed the
employee’s vacation balance, the Payroll System will convert those
excess hours to personal leave (PL).

Refer to Report C121 (the Timekeeper’s Employee Reference

Report) for current vacation balances.

VA is listed as VACATION on the Pay Statement and Report 10

(the Payroll and Deduction Register).

WK – Regular Work WK is used to pay employees for their regular work hours.
Pay
WK is listed as REGULAR on the Pay Statement and Report 10 (the
Payroll and Deduction Register).

WS – Worker’s WS is used to supplement an employee’s Worker’s Compensation

Compensation payment so that the employee receives an amount equal to his or her
Supplementation normal salary.
Pay
See Appendix J for complete instructions for setting up a WS
account and posting supplementation pay.

WS is listed as WC SUPP on the Pay Statement and Report 10 (the

Payroll and Deduction Register).

K:\PPPM Master Doc 2\Appendix E_041007.doc

Updated February 25, 2008