This document includes a list of the most commonly used time codes for regular staff members. It explains what each code means, how to use them, and in some cases, how not to use them.
All staff members should fill out their timesheets correctly and honestly with the proper time codes (and proper time to the nearest tenth of an hour for nonexempt staff).
All supervisors should be approving timesheets carefully to make sure that staff members are submitting their time correctly with the proper time codes and hourly amounts.
| Time Reporting Code | Time Reporting Code Description | When to Use | Note |
|---|---|---|---|
| EDU | Educational Time | Used to record hours away for attending class at an accredited college/university | SPG. 201.69 – A staff member may be granted up to 3 hours per week of release time from work with pay upon approval from supervisor |
| ETW | Excused Time Without Pay | Used for recording approved time that should not be paid | This is generally for new employees who need time off and do not have enough paid time off hours accrued |
| FRL | Funeral Time | Used to record hours for funeral time for eligible family members | SPG 201.03 – This policy can only be used on immediate family members. You will use VAC in all other cases. |
| HOL | Holiday Time | Used to record time away due to a paid university designated holiday | SPG 201.26University holidaysPlease do not use the HOL code for your vacation time |
| NOV | No variation from schedule | Used for exempt employees when no exception time (VAC, SCK, etc.) is taken for the month | Monthly time reporting instructions |
| REG | Regular Time | Used for nonexempt employees to record hours worked | Biweekly time reporting instructions Time must be submitted to the nearest tenth of an hour |
| SCK | Sick preventative | Used to record hours for sick time due to scheduled appointments | Appointments must be scheduled and approved in advance by the staff member’s immediate supervisor. |
| SCL | Sick illness/injury | Used to record hours for sick time due to illness or injury | SPG 201.11-0 – Regular staff members are eligible for up to 15 days (120 hours) of short term sick time pay annually to cover illnesses or injuries |
| SEA | Season Day | Used to record time away for university season days | SPG 201.16-1University season days |
| SKF | Family Care | Used to record sick time used for family care | SPG 201.11-0 – Family care must meet the circumstances within the SPG. It cannot be used for child care when school is closed. Staff have to use vacation for that. |
| VAC | Vacation Time | Used to record time away for vacation | SPG 201.64-0 |