Filetype Excel XLSX | Posted on 08 Aug 2022 | 4 years ago
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Attendance & Absence
KHRIS Attendance/
Description Code Absence Why is Code used Additional Info Additional Info
Can use 1Reg only for the amount
Used to record the number of of hours up to the number of
Regular Hours1REG Attendance regular hours worked each day. scheduled hours.
This is a premium only and Use this code if the employee is a variable
must be recorded with the Can not have more premium shift employee. Must have a "44" or "84"
Second Shift same number of hours as the hours than sum of 1REG + 6ADL listed in IT0007 in the additional time ID
Hours 2NDH Premium attendance type. hours. field.
This is a premium only and Use this code if the employee is a variable
must be recorded with the Can not have more premium shift employee. Must have a "44" or "84"
Third Shift same number of hours as the hours than sum of 1REG + 6ADL listed in IT0007 in the additional time ID
Hours 3RDH Premium attendance type. hours. field.
This is a premium only and
must be recorded with the Can not have more premium Use this code if the employee is a variable
Weekend same number of hours as the hours than sum of 1REG + 6ADL shift employee. Must have a "84" listed in
Hours 4WKH Premium attendance type. hours. IT0007 in the additional time ID field.
These hours will be evaluated at
Used to record any hours the end of the week in conjunction
Additional worked in addition to the with regular hours recorded to
Hours 6ADL Attendance regularly scheduled hours. determine Pay/Comp.
Used to record hours outside of These hours will be processed as
your regularly scheduled hours 6ADL hours and will allow for
Call-In Hours 7CLL Attendance when called into work. better reporting on Call In Hours.
These hours do not apply to the worked
Used to record comp. hours These hours will be processed as hours used to determine when a non-
gained when serving in an on- comp. hours and will update your exempt employee reaches 40 and is due
On-Call Comp 8ONC Attendance call capacity. comp bucket. OT.
This is a premium only and
must be recorded with the
same number of hours as the Can not have more premium
Multi-Lingual attendance type it is being used hours than sum of 1REG + 6ADL
Premium 9LNG Premium with. hours.
Used by serving attendants
when not performing normal These regular hours are keyed
duties (meetings, training etc.) instead of 1REG hours and
Servers Will ensure employee is paid cannot exceed the regularly
"Other" 9SRV Attendance minimum wage. scheduled hours.
Administrative Leave: HB 149
allows agencies to place an
employee who has received an
intent to dismiss letter
on paid administrative leave until
the agency makes a final
Used to reduce the number of determination on the employee’s
Administrative regular hours scheduled due to dismissal.
Leave ADLV Absence the absence
Used to reduce the number of If the balance of annual is not
regular hours scheduled due to enough to cover hours
the absence, not to exceed the taken/requested on time sheet,
number of regularly scheduled then an adjustment will need to be
hours or the amount of made on the timesheet prior to
Annual Leave ANLL Absence available quota. KHRIS entry.
Used in conjunction with
Bereavement another absence code to
/ Funeral Tracking indicate employee is on
Leave BERV Code Funeral or Bereavement Leave
Used to reduce the number of Employees deferred from donating shall not
Paid regular hours scheduled due to be charged for the time used in attempting
Blood Absence w/ the absence, not to exceed the Must take place during regularly to donate, but will not receive the four (4)
Donation no quota number of regularly scheduled scheduled working hours, but may hours leave time as those
Leave BLOD reduction hours. not exceed 4 hours per event. who donate.
Employees required to work regardless of
Paid Used only when the Agency the emergency should use CLOS to record
Agency Absence w/ Used to reduce the number of closes the offices due to a hours to be compensated due to the closure
Directed no quota regular hours scheduled due to emergency (ie. Power failure, and 6ADL for any hours worked during the
Closure CLOS reduction the absence flood). closure.
printed 08/07/2022 1 of 38 revised 11/01/2016
Attendance & Absence
KHRIS Attendance/
Description Code Absence Why is Code used Additional Info Additional Info
Used to reduce the number of If the balance of comp. is not
regular hours scheduled due to enough to cover hours
the absence, not to exceed the taken/requested on time sheet,
number of regularly scheduled then an adjustment will need to be
hours or the amount of made on the timesheet prior to
Comp Leave COMP Absence available quota. KHRIS entry.
Paid
Absence w/ Used to reduce the number of
no quota regular hours scheduled due to CORT hours cannot exceed the
Court Leave CORT reduction the absence number of scheduled hours. May require documentation.
Used only for employees that may
Used instead of 1REG to be approved to take "occasional'
Education indicate the employee was time off of work for approved
Paid Leave EDLP Attendance performing work like duties classes.
Paid
Working Polls Absence w/ Used to reduce the number of
During no quota regular hours scheduled due to ELEC hours cannot exceed the The code can also be used for training
Election ELEC reduction the absence number of scheduled hours. associated with working the polls.
Employee Used to record hours when
Organizationa performing duties as a Steward
l Stewart Pay EOSP Attendance for your organization
Governors' Used instead of 1REG to
sponsored indicate the employee was EVNT hours cannot exceed the Examples: KECC, Governor's Open House,
event EVNT Attendance performing work like duties number of scheduled hours. Benefit Fairs, etc.
Used in conjunction with
Family another absence code to Tracking Code only. Will reduce
Medical Tracking indicate employee is using FMLA eligible hours in the FMLA
Leave FMLA Code FMLA. Workbench
Furlough Unpaid- Used when taken unpaid
Leave FURL Absence furlough leave
Used in conjunction with
another absence code to
indicate employee is on
Workers Compensation Leave
Hazard Duty Tracking and is coded for Hazardous Used only by Kentucky State
Injury HAZD Code Retirement Police
Employees on a 24/7 work schedule and
For employees on a 24/7 work Alternate Holiday Calendar and are not
Paid schedule or Alternate Holiday attached to a Holiday Calendar, so comp
Absence w/ Used to update compensatory Calendar only. Used only when time must be given to the employee. Any
no quota hours instead of creating pay the holiday falls on the employees hours worked on the holiday should be
Holiday Comp HOLC reduction for the holiday. weekend recorded as 6ADL.
Employees on a 24/7 work schedule and
For employees on a 24/7 work Alternate Holiday Calendar are not attached
Paid schedule or Alternate Holiday to a Holiday Calendar, so there must be
Absence w/ Used to pay Holiday Pay when Calendar only. Used only when hours entered to pay the employee for the
24/7 Holiday no quota the standard Commonwealth the holiday falls on the employees holiday. Any hours worked on the holiday
Pay HOLP reduction Holiday Calendar is not used. regular work day. should be recorded as 6ADL.
Should be used if the employee
would jeopardize the health of
Used in conjunction with himself or others at his work
another absence code to track station because of a contagious
the leave used when an agency disease or demonstration of Leave should be deducted first from sick,
Agency Tracking directs an employee to not behavior that might endanger then annual, then comp, then rsck and then
Directed Sick HOME Code remain at work himself or others. authorized leave with no pay
Used to reduce the number of Used when an employee is sent
Investigative regular hours scheduled due to home for Investigative leave
Leave INVL Absence the absence purposes.
Paid
Absence w/ Used to reduce the number of
no quota regular hours scheduled due to JURY hours cannot exceed the
Jury Duty JURY reduction the absence number of scheduled hours. May require documentation.
Can only be utilized with annual
and compensatory leave have
Leave without Used to reduce the number of been exhausted; except if an
pay regular hours scheduled due to employee is on Workers'
authorized LNPA Absence the absence Compensation.
printed 08/07/2022 2 of 38 revised 11/01/2016
Attendance & Absence
KHRIS Attendance/
Description Code Absence Why is Code used Additional Info Additional Info
Leave without Used to reduce the number of
pay un- regular hours scheduled due to
authorized LNPU Absence the absence Unpaid time w/o approval
Used for employees who are
Used instead of 1REG to returning to work, but are unable
indicate the employee was to perform their job duties at 100%
Light Duty LTDY Attendance performing work like duties capacity.
Used to reduce the number of
Military Leave regular hours scheduled due to Used by employees who are in an
Training MILL Absence the absence active military status.
Used to reduce the number of Used by employees who have
Military Leave regular hours scheduled due to exhausted their allotted MILL
using Annual MLAP Absence the absence absence quota. Reduces annual leave
Used to reduce the number of Used by employees who have
Military Leave regular hours scheduled due to exhausted their allotted MILL
using Comp MLCP Absence the absence absence quota. Reduces comp. leave
Used to reduce the number of Used by employees who have Employee is placed on a LWOP status.
Military Leave regular hours scheduled due to exhausted their allotted MILL There is no requirement to use annual or
- No Pay MLNP Absence the absence absence quota. comp. first.
Paid Used by employees whose
Absence w/ Used to reduce the number of spouse is being deployed or MLSP hours cannot exceed 7.5 or 8.0 hrs
Spousal no quota regular hours scheduled due to returning from deployment. One per event. Leave can not be taken in 2
Military Leave MLSP reduction the absence day per event. consecutive working days.
Used in conjunction with
another absence or attendance
Personnel code to indicate employee is
Board Tracking away from work due to a matter
Hearing PBRD Code before the Personnel Board.
Used by employees who have received
Used to reduce the number of donated Annual Leave. Employee cannot
Annual Leave regular hours scheduled due to Cannot be used during a non- use this code if they have any annual or
Received RANL Absence the absence scheduled working period compensatory quota.
Sick Leave Used to reduce the number of
Received from regular hours scheduled due to Cannot be used during a non- Used by employees who have received
another RSCK Absence the absence scheduled working period donated Sick Leave
Used to record a working day Only to be used by Military Affairs
State Active for state active duty on a through specific data entry for
Duty Day SADD Attendance specific mission. SADD
Used to reduce the number of If the balance of sick is not
regular hours scheduled due to enough to cover hours
the absence, not to exceed the taken/requested on time sheet,
number of regularly scheduled then an adjustment will need to be
hours or the amount of made on the timesheet prior to SICK can only be used for sick leave
Sick Leave SICK Absence available quota. KHRIS entry. purposes
Employees required to work regardless of
Paid the closing should use SPEC to record
Special Absence w/ Used to reduce the number of Used only when the Governor hours to be compensated due to the closure
Governor's no quota regular hours scheduled due to declares a closing or as directed and 6ADL for any hours worked during the
Leave SPEC reduction the absence by the Personnel Cabinet. closure.
Used to reduce the number of
Suspended Unpaid- regular hours scheduled due to Employee cannot use any of their
w/o pay SUSP Absence the absence own leave time.
Used instead of 1REG to
indicate the employee was Max of 15 hours paid leave per
Project Talk TALK Attendance performing work like duties calendar year
Number of one-way trips taken Number of trips are recorded for
Trips Taken TRIP Entries in a state vehicle to/from home taxing purpose
Paid
Absence w/ Used to reduce the number of Employee must be scheduled to
no quota regular hours scheduled due to work on the day of the event.
Voting Leave VOTE reduction the absence Maximum of 4 hours for event.
Only used by Payroll Officers to
Used in conjunction with update time cards after employee
Workers another absence code to has been approved for Workers
Compensatio Tracking indicate employee is on Comp. Will be notified by FMLA
n WCMP Code Workers Compensation Leave administrator.
printed 08/07/2022 3 of 38 revised 11/01/2016
Attendance & Absence
KHRIS Attendance/
Description Code Absence Why is Code used Additional Info Additional Info
Used instead of 1REG to
On the job indicate the employee was Used ONLY to record the hours
injury / illness WINJ Attendance performing work like duties missed on the day of injury.
If after 123 days the makeup has not
occurred, then repayment must be made
first from comp (if available), then annual (if
available). If neither option is available then
Paid the WLAD pay the employee received will
Adverse Absence w/ Used to reduce the number of be deducted from the employees pay and
Weather no quota regular hours scheduled due to Each occurrence expires 123 the time will be recorded as LNPA (leave no
Leave WLAD reduction the absence days from date utilized. pay authorized).
Adverse Used to record the additional Any OT worked in the week
Weather hours worked to makeup should not be applied to adverse
Makeup WMAD Attendance Adverse Weather Leave. weather leave makeup.
printed 08/07/2022 4 of 38 revised 11/01/2016
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