Hour Codes

To track hours and adjust pay, three (3) new hour codes need to be created.

FFCRA – Self

This hour code will track leave taken for the employee's own COVID-19 illness.

Create a new hour CDH (3xxx).
Provide a descriptive Code and Title for the CDH. The below example uses FFCRA-S and FFCRA-SELF.
Misc Code 1 should be set to FFCS. This will identify the CDH as the "self amount" to be covered at the employee's regular rate of pay for the creation of the pay adjustment timecard set and other reporting.
Set the frequency (FQ) field to A or appropriate leave reporting frequency.
Set the status field to A.
Set the priority to run with other timecard type hour codes and prior to your contract hour codes. Timecard hours are typically processed at priority 1000.
Set Process Switch 1 to O and Process Switch 2 to R.

Depending on a district's tracking needs, they may need to mark certain hour bases. Pay bases should not be marked.

FFCRA – Other

This hour code will track leave taken to care for another individual subject to quarantine, or care for a child whose school or child care provider is closed or unavailable due to reasons related to COVID-19, and/or the employee is experiencing a substantially similar condition.

Create a new hour CDH (3xxx).
Provide a descriptive Code and Title for the CDH. The below example uses FFCRA-O and FFCRA-OTHER.
Misc Code 1 should be set to FFCO. This will identify the CDH as the "other amount" to be covered at two-thirds the employee's regular rate of pay for the creation of the pay adjustment timecard set and other reporting.
Set the frequency (FQ) field to A or appropriate leave reporting frequency.
Set the status field to A.
Set the priority to run with other timecard type hour codes and prior to your contract hour codes. Timecard hours are typically processed at priority 1000.
Set Process Switch 1 to O and Process Switch 2 to R.

Depending on a district's tracking needs, they may need to mark certain hour bases. Pay bases should not be marked.

FFCRA – Adjustment

This hour code will be used to adjust the employee's pay for rate adjustments applied for leave taken at two-thirds pay and daily rate cap enforcement.

Create a new hour CDH (3xxx).
Provide a descriptive Code and Title for the CDH. The below example uses FFCRA-A and FFCRA ADJUSTMENT.
Misc Code 1 should be set to FFCA. This will identify the CDH for the creation of the pay adjustment timecard set and other reporting. This hour code is used primarily for adjustment rate(s) based on leave reason and daily rate caps without adjusting actual leave reported by the employee.
Set the frequency (FQ) field to A or appropriate leave reporting frequency.
Set the status field to A.
Set the priority to run with other timecard type hour codes and prior to your contract hour codes. Timecard hours are typically processed at priority 1000.
Set Process Switch 1 to O and Process Switch 2 to R.
Mark appropriate hour bases and pay bases. This CDH does contribute to net pay.

Note: This CDH does not touch the employee's payroll contract. Your State's retirement system may require you to report adjusted wages and hours. Professional Services can work with you in this situation.