Procedures for Time/Leave Sheets and Payroll Processing ........................................... 1

I. General Guidelines (2-CO-1C-01) .............................................................................. 1

II. Time/Leave Sheets..................................................................................................... 2

A. Entries .................................................................................................................. 2

B. Codes ................................................................................................................... 3

C. Time/Leave Sheet Entries for Mid-month Hires or Separations .......................... 10

D. Time/Leave Recording Amounts ........................................................................ 10

E. Minimum Balances Required for the Use of Accrued Time/Leave ...................... 11

III. Leave Accrual Reports ............................................................................................ 14

A. Official Agency Record ....................................................................................... 14

B. Correcting Leave Usage, Accrual and Balances ................................................ 14

IV. Payrolls (4-ACRS-7D-27) ........................................................................................ 14

A. Types of Payrolls ................................................................................................ 14

B. Types of Payments with Main Payroll ................................................................. 15

C. Paycheck Distribution ......................................................................................... 18

D. Verification/Accuracy of Paychecks/Payrolls ...................................................... 20

E. Transactions/Notifications to Payroll ................................................................... 20

F. Payroll Deductions .............................................................................................. 21

Section-11 Human Resources

OP-110120

Page: 1

Effective Date: 08/27/2021

Time/Leave Sheets

ACA Standards: 2-CO-1C-01, 4-ACRS-7B-19, 4-ACRS-7D-27

Scott Crow, Director Signature on File

Oklahoma Department of Corrections

II.

Time/Leave Sheets

1. All employees and their supervisors are responsible for ensuring

that all entries accurately reflect the actual hours worked (to the

nearest quarter hour) and leave taken (to the nearest quarter hour)

for each workday using the codes that are authorized in this

procedure.

3. Employees may not record any of the following paid leave codes

which would cause paid hours in the workweek to generate either

compensatory time or overtime. Workweek adjustments will be

utilized to reduce the number of approved leave hours needed to

complete the scheduled work week/work cycle. Only those hours

physically worked in excess of 40 will be compensated as overtime.

a. A

b. C

f. FS

g. FC

h. FD

i. TA

j. TS

n. P

o. AA

p. AC

q. PS

r. AU

The codes specified in Attachment J, “ODOC Time/Leave Codes”

(attached) will be used when recording time worked and leave taken. The

code will always be preceded by the appropriate number of hours with the

exception of day off (DO) and terminated (T). Facility timekeepers will

refer to Attachment I entitled “Conversion of ODOC Time/Leave Codes to

hours into the PeopleSoft system. Time/leave sheet entries for all workers’

employee will report no more than the hours for the regularly

assigned shift or workday (74 O.S. § 840-2.20.A.7).

Employees who are reserve municipal police officers or reserve

deputy sheriffs and who miss work while performing their duties in

cases of emergency will report no more than the hours for the

regularly assigned shift or workday (74 O.S. § 840-2.20.A.8 and 74

O.S. § 840-2.20.A.9). Employees may be required, upon the

request of the appointing authority, to provide appropriate

documentation from the applicable law enforcement authority that

All time spent at CERT training will be coded “WC.”

Employees will report all hours worked during any shift(s) or

workday, which included attendance at shift briefing. The value of

attending shift briefing is .25 (e.g., 8.25 WB = one 8 hour shift

including shift briefing attendance; 16.25 WB = two eight hour shifts

including shift briefing attendance; 8 WB = 7.75 hours worked

during one 8 hour shift or workday and .25 shift briefing attended).

Employees will report all hours worked during any shift(s) or

during their temporary status using the code “WT.”

2. Jury Duty (J and JT)

Code “J” will be used for classified and regular unclassified

employees. Code “JT” will be used by Temporary employees for

tracking purposes only (as unpaid leave). The employee will report

no more than those hours for the regularly assigned shift or

workday that were actually spent that day in activities described in

Merit Rule 260:25-15-46(a) and in this procedure.

4. Leave Without Pay/Unauthorized Absence (O and UA)

used if the employee has failed to report to work and was without

proper authorization to do so. Holidays will be coded “O” when the

employee is in unpaid status on both the workdays just prior to and

just after the holiday or day off. The preprinted code “HOL” will be

removed from the time/leave sheet. An employee who is on

Unauthorized Absence (coded UA on the time/leave sheet) either

The compensatory time used code (C) will be used when a

compensatory time eligible employee (FLSA exempt) is approved

by the supervisor to take time off for accrued compensatory time in

accordance with OP-110305 entitled “Overtime Pay and

Compensatory Time.”

6. Workers’ Compensation Codes (TA, TS, TT, TD, TF)

compensation claim may supplement temporary total disability

with or without supplement, (or any other unpaid leave status) on

both the workdays just prior to and just after the holiday. The code

“HOL” will be removed from the time/leave sheet.

without pay (all codes listed in item 6) will be made by the Central

Human Resources unit.

employee (FA), sick leave accumulated by the employee (FS), and

annual and sick leave donated by other state employees (FD) (74

O.S. § 840-2.22). Donated leave may only be used after the

employee’s own available leave balances have been exhausted.

Leave without pay (FO) may only be used after all paid leave has

been exhausted. [Merit Rule 260:25-15-45(i)]

Exempt employees may also use compensatory time (FC) to cover

FMLA absences (74 O.S. § 840-2.22).

absences which qualify as family and medical leave.

8. Administrative Leave (AA, AC, AE, AU)

Administrative leave (AA) may be used only when an office is

temporarily closed due to unsafe working conditions; however, the

agency may additionally use “AA” for critical work related incidents

not exceeding 24 hours per calendar year (57 O.S. § 528.6, 74

during a period of administrative leave (AC) will be coded “HU.”

Administrative leave (AE and AU) is granted to employees when

state services are temporarily reduced due to hazardous weather,

and in accordance with OP-110355 entitled “Procedures for

Employee Attendance and Leave” [Merit Rule 260:25-15-71].

Employees who are responsible for providing essential services will

use the code “AE” to accrue administrative leave on a straight time

basis (up to eight hours per day) for all hours worked in their

260:25-15-71(d)].

Employees who are not responsible for essential services will code

the time/leave sheet AE and AU (in equal amounts) to cover

absence due to the reduction in services.

9. Enforced Leave (E)

Enforced leave, up to 80 hours per calendar year, which is taken in

accordance with Merit Rule 260:25-15-40 and OP-110355 entitled

Military leave will be used by classified and regular unclassified

employees to designate paid absence from work due to military

duty for the first 30 workdays of absence during the federal fiscal

year (October 1 through September 30) and in accordance with

OP-110355 entitled “Procedures for Employee Attendance and

Leave.”

11. Military Leave Without Pay (MO)

Military leave without pay will be used when a classified or regular

unclassified employee exhausts paid military leave and elects to

Holidays will be coded “MO” when the employee is on unpaid

military leave both the workdays just prior to and just after the

holiday. The code “HOL” will be removed from the time/leave sheet.

12. Military Leave for Temporary Employees (MT)

Code “MT” will be used to track unpaid absences from work due to

military duty by Temporary employees.

on both the workdays just prior to and just after the holiday. The

code “HOL” will be removed from the time/leave sheet.

14. Day Off (DO)

absent for the entire workday or shift without requiring the use of

any paid or unpaid time/leave program. This includes any regularly

scheduled day off, any alternate or substituted day off, or any work

use and in accordance with applicable statute, merit rule, and OP-

110355 entitled “Procedures for Employee Attendance and Leave.”

16. Termination (T)

The termination code will be placed on the time/leave sheet to

indicate the employee’s last date of employment with the agency.

The entry for that date will also include the code(s) and the number

to a prorated amount for part-time employees. The code “HOL”

must be removed from the time/leave sheet when the employee is

in unpaid status on both workdays just prior to and just after the

holiday (excluding any involuntary leave without pay/furlough), or

when the employee is on Unauthorized Absence either the workday

before or after the holiday.

(“MH”).

Accrued holiday leave must be used before granting of any annual

leave except when the employee may lose accrued annual leave

(74 O.S. § 840-2.15C).

In every instance where the employee is absent from work on a

valid, proclaimed holiday (when the employee is eligible to earn it),

the employee will be deemed to have used holiday time with the

following exceptions:

a. The “DO” code will be used when an employee’s regularly

c. The “XO” code will be used when an employee is on a

disciplinary suspension without pay on both the workdays

just prior to and just after the holiday.

Holidays earned and used will be in accordance with applicable

statute, merit rule, and OP-110355 entitled “Procedures for

Employee Time and Leave.”

18. Annual Leave (A) and Sick Leave (S)

Annual and sick leave may be used only when the employee has

19. Professional/Organizational Leave (P)

merit rule, and OP-110355 up to a maximum of 24 hours per

calendar year. (4-ACRS-7B-19)

20. Military Family Leave Codes (MA, MS, MH, MC, MD, MX)

Employees who are on designated military family leave (MFMLA)

Longevity payments will normally be made in accordance with the

Longevity Pay Plan established in Title 74 Section 840-2.18 and

are paid in conjunction with main payroll for the month of the

employee’s anniversary date. (74 O.S. § 840-2.20(H))

3. Supplemental Payrolls

Employees will be paid on supplemental payroll when the

circumstances of their employment will result in less than a full

warrant or make it unpredictable whether a full warrant can be

th

th

In the event the appropriate and required documents are not

received by the Central Human Resources unit in time to process

for the supplemental payroll, the employee will be paid on the first

available off cycle payroll.

Employees who have been issued a payroll check on the main

payroll process, but whose check had to be cancelled due to

unpaid leave status or termination, will be paid on the off-cycle

payroll payable on the 25

th

of the following month.

employment on any day other than the last calendar day of

the month; or

b. An employee has, or is anticipated to have, any period of

unpaid status during the pay period such as leave without

pay, unauthorized absence, and suspension without pay.

This includes employees for whom workers compensation

claims have been filed and which could be expected to result

in lost time (leave without pay, with or without supplement).

(a) Temporary Employment

Temporary (999) employees will be paid an

hourly wage rate for the actual number of

hours recorded and submitted for payment.

Any employee in unpaid status for 30 days or

received.

Longevity payments will be made in

accordance with the Longevity Pay Plan

established in 74 O.S. § 840-2.18 and may be

paid in conjunction with the supplemental

anniversary date. (74 O.S. 840-2-18H)

Employees on leave without pay for more than

payroll.

4. Off-Cycle Payroll

a. Types of Payments with Off-Cycle Payrolls

(1) Overtime Payments

(2) Shift Differential

(3) Payments for Excess Annual Leave That is Lost (74

last regular working day (Monday through Friday) of each calendar month.

Paychecks may not be held or canceled and re-issued unless the

employee will receive a corrected paycheck within ten working days after

the established payday for the affected pay period (40 O.S. § 165.2 and

62 O.S. § 275.11).

1. Mailing Paychecks

Paychecks (for all payrolls) that require mailing to employees, (i.e.

working day of the month only if the employee is scheduled to be

off work or at a work location other than the employing facility. The

facility/unit head (or designee) must provide the HRMS written

verification that the employee will not be available on payday.

Paychecks may not be cashed or deposited until the last regular

working day (Monday through Friday) of the month.

The employee and the facility/unit head (or designee) must sign

The direct deposit and pay card system provides for the direct

transfer, to financial institutions selected by the employees.

All new employees (original or re-instatement hires with the state)

must enroll in the direct deposit or pay card system at the time they

form, available from their HRMS. The HRMS will forward the

completed form to the Central Human Resources unit with the new

Paychecks for supplemental payroll will be issued on or about the

12

day of the month following the end of the pay period and will be

released, distributed, and mailed accordingly.

5. Release of Paychecks to Person Other Than Employee

The employee’s paycheck may be released to someone other than

the employee when the employee has provided written

authorization which designates a person to whom the paycheck is

to be released or pursuant to a legal document such as power of

a. Reviewing the pay advise register (including overtime and

holiday pay) and immediately advising the Central Human

Resources unit of any discrepancies/errors; and

b. Ensuring that transaction (HCM 14) forms affecting the

accuracy of employee paychecks are properly completed

and timely submitted to the Central Human Resources unit.

2. Responsibility of Reporting Overpayments and Underpayments

any occurrence of overpayment or underpayment to the Central

Human Resource Payroll unit by electronic mail.

1. Transactions (HCM 14)

the monthly paycheck due to any unpaid status must be reported

by the facility/unit HRMS to the Central Human Resources unit

lateral transfers will be processed for payment on the first

main payroll issued for the pay period in which the HCM 14

has been timely received. Any HCM 14 that is received after

the time limit will be processed for the next pay period’s main

payroll.

b. Changes Affecting Supplemental Payroll

status (to include any leave without pay, suspension without

2. Notification to Remove Employee from Main Payroll

The HRMS must submit the names of employees to be removed

From Main Payroll” (Attachment E, attached). Attachment E must

be forwarded to the Central Payroll unit as occurrences warrant, but

no later than one week prior to the distribution or deposit of

paychecks for main payroll. For each month an employee is on

supplemental payroll, the “Notification to Remove Employee From

Main Payroll” (Attachment E, attached) must be forwarded and the

Garnishments (including any income assignment directing the

payment of child support) as a result of a district court or

administrative order will be processed, and employees notified of

such garnishments, in accordance with state statute (12 O.S. §

1171 et seq). Such garnishments can only be stopped or modified

upon receipt of a district court or administrative order.

Federal levies to withhold earnings to be paid to the Internal

Revenue Service (IRS) will be processed in accordance with IRS

companies, and organizations, or for purposes, which the State of

Oklahoma has approved, for payroll deduction. Such payroll

deductions, administered in accordance with applicable statute and

merit rules include: credit unions, supplemental insurance,

supplemental retirement plans, legal insurance, salary adjustment

agreements included in the state flexible benefits plan, Oklahoma

Public Employees Association (OPEA) and other statewide

associations, college savings accounts, United States savings

bonds, and charitable organizations.

The agency will seek repayment of any overpayments made to an

employee.

In the event an overpayment or underpayment to an employee is the

result of an administrative error, the amount owed to the employee or due

to the agency from the employee will be paid in accordance with 74 O.S. §

840-2.19.B.3.

1. Underpayments

a. Recovery of overpayments from an employee will include all

overpayments made within one year prior to the

determination of the error (74 O.S. § 840-2.19.B.7).

b. Prior to initiating recovery of overpayments, the agency will

provide the employee with notice and opportunity to

respond. (74 O.S. § 840-2.19.B.8) Such written notice will be

provided to the employee within ten days of the

determination that an overpayment has been made. The

(3) The options available for repayment;

(4) The right to protest the findings; and

(5) A space for the employee to indicate the repayment

c. Options for repayment will include (74 O.S. § 840-2.19.D.2):

(1) Lump-sum cash repayment;

(4) Any combination of the above.

d. If a permanent classified employee protests, the agency will

provide the facts in writing, the notice, and the protest to the

Oklahoma Merit Protection Commission within five days (74

O.S. § 2.19.D.4).

Terminating employees will not be paid for unused sick leave [Merit

Rule 260:25-15-12(9)] or compensatory time [Merit Rule 260:25-7-

12(d) (3)].

2. Longevity

Retiring employees and beneficiaries (of deceased employees) will

receive a pro-rated longevity check. Longevity is not paid for any

other type of termination from employment.

to any surviving spouse, or if no surviving spouse, to any

dependent children or their guardians in equal shares. Any final

wages more than $3,000.00 will be distributed after any legal action

(40 O.S. § 165.3a).

Prior to disbursement, the HRMS will confirm the identity of the

named or statutory beneficiary (picture I.D.) and require proof of

relationship to the deceased employee (marriage license, birth

certificate) if released to an unnamed, statutory beneficiary

(spouse, dependent child or guardian).

$100.00 of property will be considered fully depreciated after each

year of its life in the agency (i.e. $200.00 of property will be valued

at $100.00 after one year of life and fully depreciated after two