Timekeepers have access to these code on the time entry screen (PHATIME) — a more detailed definition of the codes is in the following table.
| CODE | DESCRIPTION | DEFINITION |
|---|---|---|
| CME | Compensatory Time Earned 150 (Adjust regular hours) |
When additional time worked to be carried. Enter all hours physically worked as regular hours up to 40 hours; enter actual hours over 40 as CME and hours will be added to CME balance at the 1.5 rate. |
| CMT | Compensatory Time Taken (Adjust regular hours) |
Compensatory balance used as leave in .25 increments on actual day of leave. |
| CTP | Compensatory Pay Out | Enter actual hours of balance to be paid. Payout must be authorized by departmental budget officer and paid in .25 increments except at resignation or retirement. |
| DDE | Discretionary Day Exempt |
Enter hours equal to number of hours regularly scheduled to work. Discretionary Day must be used in one full work-day. Banner is configured to display 12 hours rather than 8 in order to accommodate the wide variety of WSU work schedules. When the discretionary holiday has been used (regardless of the employee's schedule) the balance will convert to 0 hours. |
| DDY | Discretionary Day Non-Exempt (Adjust regular hours) |
Enter hours equal to number of hours regularly scheduled to work. Discretionary Day must be used in one full work-day. Banner is configured to display 12 hours rather than 8 in order to accommodate the wide variety of WSU work schedules. When the discretionary holiday has been used (regardless of the employee's schedule) the balance will convert to 0 hours. |
| FCE |
FMLA Comp Taken |
Exempt (salaried) employee uses compensatory hours to cover FMLA approved leave. Must be taken in 4 or 8 hour increments. |
| FCN | FMLA Comp Taken Non-Exempt |
Non-exempt (hourly) employee uses compensatory hours to cover FMLA approved leave. Can be used in .25 hour increments. |
| FNE | Funeral Leave Exempt | Funeral leave to be entered on actual date(s) used in 4 or 8-hour increments. |
| FNL | Funeral Leave Non-Exempt (Adjust regular hours) |
Funeral leave to be entered on actual date(s) used in .25-hour increments. Funeral leave can be adjusted, at the request of the employee, by additional hours worked in the same week. |
| FSE | FMLA Sick Exempt Exempt |
Exempt (salaried) employee uses sick hours to cover FMLA approved leave. Must be taken in 4 or 8 hour increments. |
| FSN | FMLA Sick Non-exempt Non-Exempt |
Non-exempt (hourly) employee uses sick hours to cover FMLA approved leave. Can be used in .25 hour increments. |
| FVE | FMLA Vacation Exempt |
Exempt (salaried) employee uses vacation hours to cover FMLA approved leave. Must be taken in 4 or 8 hour increments. |
| FVN | FMLA Vacation Non-Exempt |
Non-exempt (hourly) employee uses vacation hours to cover FMLA approved leave. Can be used in .25 hour increments. |
| HCE | Holiday Comp Time Taken - Exempt (HCE) | Exempt employees that earn annual leave use this code on their exception report when the time is used. Holiday compensatory time must be earned and taken in either 4 or 8-hour increments. The accrued compensatory time can be carried forward for a period not to exceed six (6) months. |
|
HCF |
Holiday Worked Comp - Exempt (HCF) |
Available for exempt employees that earn annual leave. Used to report on their exception report if Veteran's Day is worked. Leave time is earned at straight rate. (8 hours worked equals 8 hours accrued.) |
| HCN | Holiday Cr Pd - Not in Schedule | Holiday pay for employee not scheduled to work. Record holiday hours for holidays as HCN in addition to regular work schedule for benefits eligible employees when the holiday doesn't fall in their regular work schedule. |
| HCP | Holiday Worked -Comp Earned 150 | Code used for any University Support Staff employee who works on a paid holiday earning comp time at the 1.5 rate. |
| HDC | Holiday Pay Non-Exempt | Default earning code indicating paid holiday for non-exempt staff. |
| HDP | Holiday Worked -Paid 150 | Code used when benefits eligible non-exempt employees work a holiday and are to be paid for time worked at 1.5 rate. |
| IWE | Inclement Weather Exempt | Record inclement weather leave on actual date(s) for benefits eligible exempt employees who are scheduled to work but don't because of a declaration of inclement weather. |
| IWN | Inclement Weather Non-Exempt (Adjust regular hours) |
Record inclement weather leave on actual date(s) for benefits eligible non-exempt
employees who are scheduled to work but don't because of a declaration of inclement
weather. Also record IWN (and adjust regular hours) for hours left in the regular schedule for any individual who is one of the previously designated essential personnel that works during a declaration of inclement weather and record actual hours worked during the inclement weather period as OTM on actual date(s). |
| JRE | Jury Duty Exempt | Enter jury duty on actual date(s) and in increments used for exempt employees. |
| JRY | Jury Duty Non-Exempt (Adjust regular hours) |
Enter jury duty on actual date(s) in .25 increments used by exempt employees. Cannot be adjusted by additional hours worked within the same week. |
| MIE | Military Duty Exempt | Enter military duty on actual days used by the exempt employee. Copies of orders must be attached to Exception Report in department files and one mailed to timekeeping staff in OHR, Campus Box #15. |
| MIL | Military Duty Non-Exempt (Adjust regular hours) |
Enter military duty on actual days used by the non-exempt employee. Copies of orders must be attached to Exception Report in department files and one mailed to timekeeping staff in OHR, Campus Box #15. If requested by the employee, military leave may be adjusted by additional hours worked in the same week. |
| OKP | Payment Acknowledged by Dept | Exempt employees without exception time require an Earn code of OKP and 1 hour entered in Sunday or Monday of the first week of the pay period in order to be paid. If they report exception time, such as VAE or SCE, the OKP entry should not be made. |
| OTM | Additional Straight Time | Additional straight time paid when additional hours are worked during a week containing a legal/official holiday, discretionary holiday or jury duty. If requested by the employee, other leave may be adjusted by additional hours worked in the same week. |
| OTP | Overtime Earnings | Enter all hours physically worked as REG hours up to 40 hours; enter actual hours over 40 to be paid as OTP and the hours will be paid at 1.5 rate. Budget officer must sign exception report to authorize overtime payment. |
| REG | Regular Earnings |
Regular hours are on the time screen for non-exempt staff. Adjust REG hours on a day-by-day basis to reflect adjusted schedules. Verify that "totals by earn" are 80 hours if full-time employee or appropriate FTE. When recording 80 hours of exception leave, do not remove the defaulted REG (Regular Earnings) row. If the entire row is removed, hours are not properly calculated in the payroll batch run process. Replace all of the defaulted hours with zeros or enter zero hours worked in the first Monday of the payroll period, delete remaining hours. |
| SCE | Sick Leave Exempt | Enter sick leave on actual date(s) used in 4 or 8-hour increments. |
| SCK | Sick Leave Non-Exempt (Adjust regular hours) |
Enter on actual date(s) used in .25-hour increments. If requested by the employee, sick leave will be adjusted by additional hours worked in the same week. |
| SP1 | Regular Student Earnings | Earning code used for regular student hours. |
| ST1 | Standby Pay | Enter as ST1 on actual day(s) and hours worked. |
| VAC | Vacation Leave Non-Exempt (Adjust regular hours) |
Enter on actual date(s) used in .25-hour increments. If requested by the employee, vacation leave will be adjusted by additional hours worked in the same week. |
| VAE | Vacation Leave Exempt | Enter on actual date(s) used in 4 or 8-hour increments. |
| VPE | Voting/Polls Exempt |
Leave with pay for exempt employees that are off work for voting. The earn code Voting/Polls Exempt (VPE) should be recorded as a two-hour increment on actual date(s) of voting, not to exceed two hours. (Comments are required on Leave Report) |
| VPN | Voting/Polls Non-Exempt |
Voting Non-Exempt– Leave with pay for non-exempt employees off work for voting. The earn code Voting/Polls Non-Exempt (VPN) should be used. VPN is recorded in quarter-hour (.25) increments on actual date(s) of voting, not to exceed two hours. VPN cannot be adjusted by additional hours worked within the same week and is not considered in the calculation for overtime. (Comments are required on Timesheet) |
| WST | Work Study Student Earnings | Earning code used for work study student hours. |
Revised: 10/15/2020 MD