TMS Codes and Explanations For Timekeepers

1
TMS Codes and ExplanationsFor Timekeepers

• ADM - Administrative Leave Banked
• Used when an employee works as an essential
  employee when the University or unit is
  officially closed or when an employee is granted
  administrative leave for merit.
• Banks the administrative leave for future use
• ACT - Achievement Award Taken
• Used for one-time payments that do not become
  part of an employees base salary
• ADO - Administrative Leave
• Used to reflect administrative leave granted and
  taken at the same time
• Does not require a corresponding banked entry
• ADT Administrative Leave Taken
• Used when an employee takes the administrative
  leave worked which was previously banked
• ANT Anniversary Leave Taken
• Granted yearly to an employee on the 5th
  anniversary date of UTHSC-H service and each year
  thereafter
• Must be used within 12 months or it is forfeited
• Corresponding banked entry is automated to
  coincide with employees UTHSC-H anniversary date

2

• BRV Bereavement/Funeral
• Granted to allow employees to attend the funeral
  of an immediate family member
• Immediate family is defined as a spouse, or the
  employee's or spouse's parents, children,
  brothers, sisters, grandparents, or
  grandchildren.
• Granted only for scheduled work days
• Does not require a corresponding banked entry
• CAS Casual
• Hours worked by casual employees
• CMP Comp Time Worked
• Must be granted to non-exempt employees to bank
  compensatory time for overtime earned. Not used
  when employee is to be paid for the overtime.
• Limitations for non-exempt employees
• Must be paid if older than 12 months
• To pay this, include hours greater than 12 months
  such as overtime hours on the next exception time
  file for payment.
• Must pay excess of 240 total hours earned
• To pay this, include excess hours to be paid as
  overtime hours on the next exception time file
  for payment.
• Must pay this balance if the non-exempt employee
  leaves the UTHSC-H or the department in which the
  employee earned the compensatory time. Notify
  Payroll with the number of hours to include with
  the vacation pay at termination. In the event of
  a transfer, this balance must be coded as OTS
  and/or OVT as appropriate to pay the transferring
  employee.

3

• CMT Comp Time Taken
• Code used to reflect use of compensatory time
  previously worked.
• Must have a corresponding Comp Time Worked to be
  used
• CDY Civic Duty
• Used when summoned to serve on a jury or when
  subpoenaed to serve as a witness in a court or
  administrative proceeding to which the employee
  is not a party
• COT Casual Overtime 1.5
• Used to pay non-exempt casual employees for
  overtime at a time and a half rate.
• Applies when a casual employee is required or
  permitted to work in excess of 40 hours in the
  standard work week. This applies to any work
  performed for UTHSC-H during the standard
  workweek whether in multiple departments or just
  within one. The department in which the employee
  incurred the overtime is the department
  responsible for paying the overtime.
• CO2 - Casual Overtime 2.0
• Used to pay non-exempt casual employee for
  overtime at two times rate.
• Applies when a casual employee is required to
  work during University closure for emergency,
  disaster, or severe weather. This applies to any
  work performed for UTHSC-H during the standard
  workweek whether in multiple departments or just
  within one. The department in which the employee
  incurred the overtime is the department
  responsible for paying the overtime.
• ECA Casual EDU
• Used for payment to casual employees who are
  non-residents in the EDU Pay Group and receive a
  1042s annual tax statement.

4

• ELW - Non-resident Leave Without Pay
• Used when an employee who is a non-resident in
  the EDU Pay Group has no applicable leave to
  cover an absence from work.
• Only to be used for unpaid leaves for a short
  duration.  Longer leaves should be processed
  through PeopleSoft transaction.
• FMA FMLA Administrative Leave
• Used by employees on FMLA when the employee is
  using administrative leave hours.
• Drawn from administrative leave balance
• FMLA code may be used only when the employee has
  been placed on FMLA for a serious health
  condition of the employee or the spouse, child,
  or parent of the employee, placement of a child
  for adoption or foster care, or the birth of a
  child and the care after the birth. May also be
  used care for the serious injury or illness of a
  covered military member who is a spouse, son,
  daughter, parent or next of kin of an employee.
  May also be used for a qualifying exigency from
  military or call to active military duty of
  employees spouse, son, daughter, or parent. To
  qualify, the employee must have worked at least
  12 months with the State of Texas and worked at
  least 1250 hours within the past 12 months.
• FMLA may not exceed 12 weeks in any 12 month
  period.
• Employees who are caring for a covered
  servicemember may take a combined total of 26
  workweeks of leave during a 12-month period to
  care for the covered servicemember and for any
  other FMLA-qualifying reason.

5

• FME - FMLA Compensatory Leave
• Used by employees on FMLA when the employee is
  using compensatory time hours.
• Drawn from compensatory leave balance
• FMLA code may be used only when the employee has
  been placed on FMLA for a serious health
  condition of the employee or the spouse, child,
  or parent of the employee, placement of a child
  for adoption or foster care, or the birth of a
  child and the care after the birth. May also be
  used to care for the serious illness or injury of
  a covered military member who is a spouse, son,
  daughter, parent or next of kin of an employee.
  May also be used for a qualifying exigency from
  military or call to active military duty of
  employees spouse, son, daughter, or parent. To
  qualify, the employee must have worked at least
  12 months with the State of Texas and worked at
  least 1250 hours within the past 12 months.
• FMLA may not exceed 12 weeks in any 12 month
  period.
• Employees who are caring for a covered
  servicemember may take a combined total of 26
  workweeks of leave during a 12-month period to
  care for the covered servicemember and for any
  other FMLA-qualifying reason.

6

• FMH FMLA Holiday Worked
• Used by employee on FMLA when the employee has
  previously banked holiday time
• Drawn from banked holiday worked.
• FMLA code may be used only when the employee has
  been placed on FMLA for a serious health
  condition of the employee or the spouse, child,
  or parent of the employee, placement of a child
  for adoption or foster care, or the birth of a
  child and the care after the birth. May also be
  used to care for the serious injury or illness of
  a covered military member who is a spouse, son,
  daughter, parent or next of kin of an employee.
  May also be used for a qualifying exigency from
  military or call to active military duty of
  employees spouse, son, daughter, or parent. To
  qualify, the employee must have worked at least
  12 months with the State of Texas and worked at
  least 1250 hours within the past 12 months.
• FMLA may not exceed 12 weeks in any 12 month
  period.
• Employees who are caring for a covered
  servicemember may take a combined total of 26
  workweeks of leave during a 12-month period to
  care for the covered servicemember and for any
  other FMLA-qualifying reason.

7

• FML FMLA LWOP
• Used by employee on FMLA when the employee has no
  applicable leave and will be in an unpaid status
• Should only be used for FMLA unpaid leaves of a
  short duration. Longer leaves should be
  processed through PeopleSoft.
• Hours coded as FML will create a docking on the
  next paycheck.
• FMLA code may be used only when the employee has
  been placed on FMLA for a serious health
  condition of the employee or the spouse, child,
  or parent of the employee, placement of a child
  for adoption or foster care, or the birth of a
  child and the care after the birth. May also be
  used to care for the serious illness or injury of
  a covered military member who is a spouse, son,
  daughter, parent or next of kin of an employee.
  May also be used for a qualifying exigency from
  military or call to active military duty of
  employees spouse, son, daughter, or parent. To
  qualify, the employee must have worked at least
  12 months with the State of Texas and worked at
  least 1250 hours within the past 12 months.
• FMLA may not exceed 12 weeks in any 12 month
  period.
• Employees who are caring for a covered
  servicemember may take a combined total of 26
  workweeks of leave during a 12-month period to
  care for the covered servicemember and for any
  other FMLA-qualifying reason.

8

• FMP FMLA Sick Pool
• Used by employee on FMLA when the employee is
  using granted sick leave pool hours.
• FMLA code may be used only when the employee
  has been placed on FMLA for a serious health
  condition of the employee or the spouse,
  child, or parent of the employee, placement of a
  child for adoption or foster care, or the birth
  of a child and the care after the birth. May also
  be used to care for the serious illness or injury
  of a covered military member who is a spouse,
  son, daughter, parent or next of kin of an
  employee. May also be used for a qualifying
  exigency from military or call to active military
  duty of employees spouse, son, daughter, or
  parent. To qualify, the employee must have worked
  at least 12 months with the State of Texas and
  worked at least 1250 hours within the past 12
  months.
• FMLA may not exceed 12 weeks in any 12 month
  period.
• Employees who are caring for a covered
  servicemember may take a combined total of 26
  workweeks of leave during a 12-month period to
  care for the covered servicemember and for any
  other FMLA-qualifying reason.
• FMS FMLA Sick
• Used by employee on FMLA when the employee is
  using sick leave hours.
• Drawn from sick leave balance.
• FMLA code may be used only when the employee
  has been placed on FMLA for a serious health
  condition of the employee or the spouse,
  child, or parent of the employee, placement of a
  child for adoption or foster care, or the birth
  of a child and the care after the birth. May also
  be used to care for the serious injury or illness
  of a covered military member who is a spouse,
  son, daughter, parent or next of kin of an
  employee. May also be used for a qualifying
  exigency from military or call to active military
  duty of employees spouse, son, daughter, or
  parent. To qualify, the employee must have worked
  at least 12 months with the State of Texas and
  worked at least 1250 hours within the past 12
  months.
• FMLA may not exceed 12 weeks in any 12 month
  period.
• Employees who are caring for a covered
  servicemember may take a combined total of 26
  workweeks of leave during a 12-month period to
  care for the covered servicemember and for any
  other FMLA-qualifying reason.

9

• FMV FMLA Vacation
• Used by employee on FMLA when the employee is
  using vacation leave hours.
• Drawn from vacation leave balance
• FMLA code may be used only when the employee has
  been placed on FMLA for a serious health
  condition of the employee or the spouse, child,
  or parent of the employee, placement of a child
  for adoption or foster care, or the birth of a
  child and the care after the birth. May also be
  used to care for the serious illness or injury of
  a covered military member who is a spouse, son,
  daughter, parent or next of kin of an employee.
  May also be used for a qualifying exigency from
  military or call to active military duty of
  employees spouse, son, daughter, or parent. To
  qualify, the employee must have worked at least
  12 months with the State of Texas and worked at
  least 1250 hours within the past 12 months.
• FMLA may not exceed 12 weeks in any 12 month
  period.
• Employees who are caring for a covered
  servicemember may take a combined total of 26
  workweeks of leave during a 12-month period to
  care for the covered servicemember and for any
  other FMLA-qualifying reason.
• FMW FMLA Police Holiday
• Used only by police employees on FMLA when the
  employee is taking holiday hours.
• FMLA code may be used only when the employee has
  been placed on FMLA for a serious health
  condition of the employee or the spouse, child,
  or parent of the employee, placement of a child
  for adoption or foster care, or the birth of a
  child and the care after the birth. May also be
  used to care for the serious illness or injury of
  a covered military member who is a spouse, son,
  daughter, parent or next of kin of an employee.
  May also be used for a qualifying exigency from
  military or call to active military duty of
  employees spouse, son, daughter, or parent. To
  qualify, the employee must have worked at least
  12 months with the State of Texas and worked at
  least 1250 hours within the past 12 months.
• FMLA may not exceed 12 weeks in any 12 month
  period.
• Employees who are caring for a covered
  servicemember may take a combined total of 26
  workweeks of leave during a 12-month period to
  care for the covered servicemember and for any
  other FMLA-qualifying reason.

10

• FMX FMLA Holiday
• Used when employee is in a paid status while on
  FMLA leave to reflect a holiday earned and taken.
• FMLA code may be used only when the employee has
  been placed on FMLA for a serious health
  condition of the employee or the spouse, child,
  or parent of the employee, placement of a child
  for adoption or foster care, or the birth of a
  child and the care after the birth. May also be
  used to care for the serious illness or injury of
  a covered military member who is a spouse, son,
  daughter, parent or next of kin of an employee.
  May also be used for a qualifying exigency from
  military or call to active military duty of
  employees spouse, son, daughter, or parent. To
  qualify, the employee must have worked at least
  12 months with the State of Texas and worked at
  least 1250 hours within the past 12 months.
• FMLA may not exceed 12 weeks in any 12 month
  period.
• Employees who are caring for a covered
  servicemember may take a combined total of 26
  workweeks of leave during a 12-month period to
  care for the covered servicemember and for any
  other FMLA-qualifying reason.

11

• HLT Holiday Taken for Holiday Worked
• Code to use previously banked holiday worked
  hours
• Maximum of 8 hours per holiday may be banked
• HLW Holiday Worked
• Code used to bank holiday worked hours
• Maximum of 8 hours per holiday may be banked.
• HOL Holiday
• Code used to reflect holiday taken
• Maximum of 8 hours may be used
• JRY Jury Duty
• Used when an employee is summoned to serve on a
  jury or subpoenaed to serve as witness in a court
  or administrative proceeding to which the
  employee is not a party.
• LWO Leave Without Pay
• Used when an employee has no applicable leave to
  cover an absence from work.
• Only to be used for unpaid leaves of a short
  duration. Longer leaves should be processed
  through PeopleSoft transaction.
• Hours coded LWO will create a docking on the next
  paycheck.

12

• OTS Overtime 1.0
• Used to pay non-exempt employees for overtime at
  straight time rate.
• Straight time is granted when a non-exempt
  employee has not actually worked in excess of 40
  hours in a work week but is entitled to be paid
  for more than 40 hours.
• OT2 Overtime 2.0
• Used to pay non-exempt employees for overtime at
  two times rate.
• Applies when a non-exempt employee is required
  to work during University closure for emergency,
  disaster, or severe weather.
• OVT Overtime 1.5
• Used to pay non-exempt employees for overtime at
  a time and a half rate.
• Applies when an employee is required or permitted
  to work in excess of 40 hours in the standard
  work week.
• PHE Police Holiday Earned
• Used only by police employees to bank holiday
  hours.
• PHT Police Holiday Earned Taken
• Code used only by police employees to take
  holiday worked hours
• Maximum of 8 hours per holiday may be banked

13

• PLH Parental Holiday
• Used when employee is in a paid status while on
  parental leave to reflect a holiday earned and
  taken.
• May be used only by regular employees who do not
  otherwise qualify for FMLA and who must be out
  for the birth of a natural child or the adoption
  or foster care placement of a child under three
  years of age.
• Begins with the date of birth or adoption or
  placement. May not exceed 12 weeks.
• PLS Parental Sick Taken
• Used by employee on parental leave when the
  employee is using sick leave hours.
• May be used only by regular employees who do not
  otherwise qualify for FMLA and who must be out
  for the birth of a natural child or the adoption
  or foster care placement of a child under three
  years of age.
• Begins with the date of birth or adoption or
  placement. May not exceed 12 weeks.
• Drawn from sick leave balance.
• PLT Parental Holiday Worked Taken
• Used by employee on parental leave when the
  employee has previously banked holiday time.
• May be used only by regular employees who do not
  otherwise qualify for FMLA and who must be out
  for the birth of a natural child or the adoption
  or foster care placement of a child under three
  years of age.
• Begins with the date of birth or adoption or
  placement. May not exceed 12 weeks.
• Drawn from banked holiday worked.
• PLV Parental Vacation Taken
• Used by employee on parental leave when the
  employee is using vacation leave hours.

14

• PLW Parental LWOP
• Used by employee on parental leave when the
  employee is in an unpaid leave status.
• May be used only by regular employees who do not
  otherwise qualify for FMLA and who must be out
  for the birth of a natural child or the adoption
  or foster care placement of a child under three
  years of age.
• Begins with the date of birth or adoption or
  placement. May not exceed 12 weeks.
• Should only be used for unpaid leaves of a short
  duration. Longer leaves should be processed
  through PeopleSoft.
• Hours coded as PLW will create a docking on the
  next paycheck.
• PRT Preventive Taken
• Used for scheduled preventive health care
  appointments for the employee or immediate family
  members.
• Limitations
• May be used only by benefits eligible employee
  who have completed 180 days of employment
• Automated banked entry grants up to 8 hours each
  year. Less than full time benefits eligible
  employees are entitled to leave based upon
  percentage of time worked.
• Unused hours will lapse if not taken by the end
  of the fiscal year
• RWA Regular Work Away from Office
• Used by an employee to reflect regular pay for
  hours worked away from the employees standard
  work location.
• REG Regular Earnings
• Reflects regular pay for hours worked during
  employees standard work week.

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• S01 Shift Diff
• Pay for classified employees whose work day
  differs from the normal 800 a.m. to 500 p.m.
• Refer to Classified Shift Differential website
  for further information http//hr.uth.tmc.edu/Comp
  ensation/shift_differential.html
• S02 Shift Differential
• Pay for classified employees whose work day
  differs from the normal 800 a.m. to 500 p.m.
• Refer to Classified Shift Differential website
  for further information http//hr.uth.tmc.edu/Comp
  ensation/shift_differential.html
• S03 Shift Differential
• Pay for classified employees whose work day
  differs from the normal 800 a.m. to 500 p.m.
• Refer to Classified Shift Differential website
  for further information http//hr.uth.tmc.edu/Comp
  ensation/shift_differential.html
• S04 Shift Differential
• Pay for classified employees whose work day
  differs from the normal 800 a.m. to 500 p.m.
• Refer to Classified Shift Differential website
  for further information http//hr.uth.tmc.edu/Comp
  ensation/shift_differential.html
• S05 Shift Differential
• Pay for classified employees whose work day
  differs from the normal 800 a.m. to 500 p.m.
• Refer to Classified Shift Differential Website
  for further information http//hr.uth.tmc.edu/Comp
  ensation/shift_differential.html

• S01 Shift Differential
• Pay for classified employees whose work day
  differs from the normal 800 a.m. to 500 p.m.

16

• S06 Shift Differential
• Pay for classified employees whose work day
  differs from the normal 800 a.m. to 500 p.m.
• Refer to Classified Shift Differential website
  for further information
• http//hr.uth.tmc.edu/Compensation/shift_differen
  tial.html
• S07 Shift Differential
• Pay for classified employees whose work day
  differs from the normal 800 a.m. to 500 p.m.
• Refer to Classified Shift Differential website
  for further information
• http//hr.uth.tmc.edu/Compensation/shift_differe
  ntial.html
• SCD Sick Pool Donated
• Used to reflect sick pool hours donated to the
  sick pool.
• S77 LBJ Hospital on-call
• Used for faculty required call at LBJ Hospital
• SCK Sick
• Used by regular employees for absences
  necessitated by personal illness, injury, or
  pregnancy and confinement, or when the employee
  is needed to assist a member of his/her immediate
  family who is actually ill.
• Negative balances of sick leave cannot be carried
  forward from one month to the next. Rather than
  reflect a negative balance, LWOP must be used.

17

• SCS Casual SDY
• Used for payment to casual employees who are
  non-residents in the SDY Pay Group and receive a
  1042s annual tax statement.
• SLW-SDY - Non-resident Leave Without Pay
• Used when an employee who is a non-resident in
  the SDY Pay Group has no applicable leave to
  cover an absence from work.
• Only to be used for unpaid leaves for a short
  duration.  Longer leaves should be processed
  through PeopleSoft transaction.
• SPR Sick Pool Return
• Used when an employee returns hours granted by
  the sick leave pool
• May only be returned when the sick leave pool
  administrator has received documentation from the
  time keeper
• SPT Sick Pool Taken
• Hours used from those granted by sick leave pool.
• May only be used when time keeper has received
  documentation from the sick leave pool
  administrator granting this time.
• VAC Vacation
• Used to reflect vacation hours used.
• Accrued with first day of employment. May not be
  taken until the employee has completed six months
  of continuous state service. Direct transfers
  and rehires who have at least six months of
  continuous state service, are eligible for
  vacation leave immediately.
• Vacation is granted by the supervisor in advance.

18

• W01 Weekend Differential
• Pay for classified employees whose work day
  differs from the normal 800 a.m. to 500 p.m.
• Refer to Classified Compensation Manual for
  further information http//www.uth.tmc.edu/ut_gene
  ral/admin_fin/hr/aw/shiftdifferential.html.
• W02 Weekend Differential
• Pay for classified employees whose work day
  differs from the normal 800 a.m. to 500 p.m.
• Refer to Classified Compensation Manual for
  further information http//www.uth.tmc.edu/ut_gene
  ral/admin_fin/hr/aw/shiftdifferential.html
• W03 Weekend Differential
• Pay for classified employees whose work day
  differs from the normal 800 a.m. to 500 p.m.
• Refer to Classified Compensation Manual for
  further information http//www.uth.tmc.edu/ut_gene
  ral/admin_fin/hr/aw/shiftdifferential.html