Additional Pay Earnings Codes

Codes marked with an asterisk (*) are for central use only.

 

Earn Code
Description Definition and Usage Prior Approvals and Other Considerations ChartField Account Value
AAM Additional Duty Pay - Advising & Mentoring Used for exempt employees who provide advising and/or mentoring services to students Must be outside of the staff regular duties (for example, they cannot be an advisor) 60111
ACP or ZCP Camp Payment Used to provide monetary payment for employees who are working at a camp.
ZCP is used for student employees.
Amount is based on hours worked, tasks assigned, and the revenue generated following completion of the camp program.

It is an agreed upon, flat amount, not based on a percentage of base salary.

60111
ACT Additional Duty Pay - Continuing Education Used for exempt employees who provide a teaching service that required travel to an off-site location where the employee is compensated for the additional time at a flat rate per location. Calculated as the flat rate per visit times the number of occurrences of off-site teaching in the work period.

Flat rate is based on the location where the teaching occurs.

Additional work should occur outside of the employee's normal work schedule.

60111
ACW Additional Duty Pay - Committee Work Used for exempt employees who chair or serve on a standing university committee. Effort required should average 2 or more hours per week throughout the duration of committee involvement.  
ADF Dental Faculty Practice Pay Used to provide monetary payment to faculty employees who work at the Dental Faculty Practice. Paid as a flat amount per month.

The amount may vary each month based on the agreement or letter of offer.

60121
ADO* Adoption Reimbursement Used to reimburse adoption expenses (maximum of $5,000 per child) Requires prior approval by OHR Benefit Enrollment Services.

Earnings code should be used by Payroll Services only.

60474
AEA Additional Duty Pay - Event Assistant Used for exempt employees who provide a service in preparation for or perform in a university event.

Work should occur outside of the employee's normal work schedule.

60111
ALA or ZLA Laundry Allowance Used for employees who are required by the conditions of the job to live in a residence hall or apartment where laundry services are not available.
ZLA is used for student employees
   
AMA Meal Allowance Used to cover the cost of meals that must be purchased while an employee is required to be on-site. Flat amount, not based on a percentage of base salary.  
ANV ONA - Lump Sum Used to payments due to be paid under The Ohio Nurses Association labor agreement. Includes cash payments not based on merit. Cash payments may include an across the board increase for employees who are the maximum and receive the increase as a one-time payment.  
AOV Additional Duty Pay - Off-Site Visit Used for exempt employees who provide a service that requires travel to an off-site location where the employee is compensated for additional travel time at a flat rate per location Calculated as the flat rate per visit times the number of off-site visits in the work period.

The flat rate should be reasonable and customary for the industry.

60111
APA Parking Allowance Used to cover parking expenses. Flat amount, not based on a percentage of base salary. 60111
APE Perquisites Allowance Used for Board Purview Executives to cover incidental expenses and other items based on a contractual agreement. Flat amount paid monthly, not based on a percentage of base salary. 60111
APP* Appointment Payout Used to payout remaining time period when a 9 month faculty transitions to a 12 month faculty position, or when a 9 month faculty terminates on June 30th Earnings code should be used by Payroll Services only 60022
APR Additional Duty Pay - Test Monitoring (Preceptor) Used for employees who are administering and monitoring a test. Work should occur outside of the employee's normal work schedule. 60111
ARE Additional Duty Pay - Research Used for exempt employees who provide a service such as being a subject matter expert on a research project or support writing or editing the publication of research materials Work should be outside the employee's regular duties and occur outside of the employee's normal work schedule.

The effort required should average two or more hours per week throughout the duration of the services

 
ARX* Taxable Air Travel      
ATH* Athletic Activity Used for fringe benefit reporting for taxable income purposes and additional tax withholding Earnings code should be used by Payroll Services only Applicable salary account
ATL Transitional Living Allowance Used to cover short term expenses for employees relocating to Ohio following a hire and may include temporary housing and travel while searching for housing. Amount is defined in the employee's letter of offer.

Flat amount paid monthly, not based on a percentage of base salary.

60111
BDC Deferred Compensation Used for an Executive or Physician who has remained employed for a specific amount of time as agreed upon in the letter of offer or contract. Employee receives an annual credit, based on a percentage of base salary, to a non-qualified deferred compensation account for each year of employment. When the employee has remained employed for the specified amount of time and is fully vested, a one time payment is issued to the employee. Employees who leave prior to becoming fully vested forfeit the payment unless terminated without cause.

There are no partial payments.

The Treasurer's Office initiates the one time payment.

60121
BEE* Employee Emergency Fund Used for an employee who is experiencing a personal emergency such as fire and requires financial assistance. The employee is not required to reimburse or pay back the financial assistance. One time, flat amount as designated by the university's Employee Assistance Program.

Always paid off-cycle.

Earnings code should be used by Payroll Services only.

60111
BRE Bonus - Referral Used to pay bonus to a current employee for referring a successfully hired candidate in a job associated with an established referral program. Payment is processed within the Recruitment and Hire process. Flat amount as defined by the referral program based on difficulty to file and critical job status.

An employee may receive only one payment per referral program.

60111
BTR Bonus - Transition Used to encourage individuals to join the organization and/or replace the loss of a benefit from a previous employer. Paid on or after the first day of employment and repayment is required should the individual leave the university within a specified period of time as stated in the letter of offer or contract. Flat amount based on the employee's letter of offer or contract, not based on a percentage of base salary. 60121
BTU Bonus - Transition (Union) Used to encourage individuals to join the organization and/or replace the loss of a benefit from a previous employer. Paid on or after the first day of employment and repayment is typically not required should the individual leave within a specified period of time as stated in the letter of offer or contract. Flat amount based on the employee's letter of offer or contract, not based on a percentage of base salary. 60111
CAM* Cash Advance for Moving Used to generate cash advance for payment of moving expenses Refer to the “Relocation Expenses” policy, 2.30, found in the Human Resources Policy and Procedure Manual for guidelines, or consult with Payroll Accounting.

Earnings code should be used by Payroll Services only.

60111
CAR Car Allowance Used to process car allowance payments Refer to the “University Vehicle Policy” for guidelines, or consult with Business and Finance.

Not subject to retirement withholding.

Payments are taxed at the supplemental rates.

63631
CBC Cancerbridge Coverage (Physician) Used for physicians who provide telehpone access for enrolled companies and their immediate family members to support educational and navigational service. Flat amount per completed call as stated in the approved Physician Compensation Plan Supplemental Pay Program. 60121
CBP Call Back Pay Used to pay employees who have been called back to work, typically after an employee’s regular shift; used only for regular Classified Civil Service employees Department typically makes prior arrangements with the employee Applicable salary account
CCP Clinical Call Pay - Restricted (Physician) Used for physicians who provide call coverage and services as part of an established coverage agreement. Physician is required to be on premises.

Flat amount per shift, not a percentage of base salary as stated in the approved Physician Compensation Plan Supplemental Pay Program.

60121
CFP Compentency Float Pay Used for non-exempt employees to encourage an employee who has needed skills to work in another unit, when called. Calculated as a flat hourly rate times the number of hours worked in the other unit. 60121
COM Commission Used to process payment of earnings that are based on a percentage of sales; similar to a Bonus, payments are usually made based on a contract or other formal agreement with the employee Consult with OHR Compensation on the appropriate use of commission payments as part of an employee’s compensation plan 60111
CSE Clinical Shift Incentive - Exempt Used to process payments for exempt clinical staff as part of an established coverage arrangement for working shifts beyond their regularly scheduled work assignment. Flat amount per shift as agreed upon within the clinical unit based on the nature of the work. 60121
DBR* Direct Bill Relocation      
DCR* Daycare Reimbursement Used to report reimbursements made to OARDC/ATI employees for daycare services Earnings code should be used by Payroll Services only. Applicable salary account
DIF Differential Pay Used to process shift differential and on-call duty pay per a contract or other formal agreement Refer to specific contract agreements or consult with OHR Compensation on appropriate usage Applicable salary account
DOP or ZOP Double Overtime Premium Used to hourly/non-exempt employees for premium paid for hours of work over a specified limit in a work week.
ZOP for students employees.
Calculated as a base hourly pay X 0.5 X eligible hours.

PCC limit is 52 hours as of 7/1/19.
ONA Transplant Nurses limit is 55 hours as of 7/1/2019,

60121
EDD Graduate Level Dependent Fee Authorization Used for fringe benefit reporting for taxable income purposes and additional tax withholding on fee authorizations for dependents taking graduate level courses Earnings code should be used by Payroll Services only. Applicable salary account
EDH Education/Training Hours      
EDU* Education Assistance for Employees Used for fringe benefit reporting for taxable income purposes and additional tax withholding on fee authorizations over $5250 per year Earnings code should be used by Payroll Services only. Applicable salary account
ESE Exempt Shift - Evening Pay Used for exempt staff, predominantly in the clinical environment, hwo works in a position with the majority (75% or more) with regularly scheduled hours falling between non-regular business hours (3:00 p.m. to 11:30 p.m.) including weekends and holidays. Eligible job profiles are identified and approved by Compensation.

Percentage of base salary paid every pay period.

60121
ESN Exempt Shift - Night Pay Used for exempt staff, predominantly in the clinical environment, hwo works in a position with the majority (75% or more) with regularly scheduled hours falling between non-regular business hours (11:30 p.m. to 8:00 a.m.) including weekends and holidays. Eligible job profiles are identified and approved by Compensation.

Percentage of base salary paid every pay period.

60121
FAA Administrative Attachment Used when faculty members are appointed to an administrative position in addition to or in lieu of their regular faculty duties. Attachments are are a percentage of base pay which can be adjusted annually. Consult Office of Academic Affairs as needed 60122
FEL Fellowship/Trainee Non-Taxable Used to process a one-time fellowship/trainee payment for individuals who are currently receiving fellowship or trainee payments through payroll This earning code is only used to pay additional fellowship/trainee amounts to individuals who are already appointed as Fellows or Trainees in the MO5 pay group.

Payment for taxable services performed by an individual who is currently receiving a fellowship or trainee award must be paid by establishing a separate, concurrent job record and should not be paid through the Additional Pay pages.

Taxes and retirement are not withheld from payments with the FEL earnings code.

65202 for student fellowships
65203 for student trainee
65214 for PhD fellows
65219 for Post Professional fellows
FPL Faculty Professional Leave Supplemental Used to supplement the reduced base salary for a faculty member who is on a professional leave of absence. Units may elect to supplement up to 33% of the base salary.
Paid in equal installments for the duration of the professional leave of absence.
60121
GLF* Golf Course Used to report complimentary season passes to OSU employees as taxable income Earnings code should be used by Payroll Services only. Applicable salary account
GRT Tips - Noncash Used to pay service employees when a customer has included a tip to the employee on a credit card at the point of sale (POS). Flat amount, not based on a percentage of base salary.  
HME* Homeownership Loan East      
HOM* Homeownership Loan Used to report OSU provided home loan as taxable income (20% of total loan over 5 tax years) Earnings code should be used by Payroll Services only. Applicable salary account
IAE Intermin/Acting Role Plan Exempt Used for exempt staff who assume new job duties/responsibilities in the absence of another employee who is on a leave or in the case of a vacant position. The promotion or assignment should be for a short period of time and at the agreed upon conclusion, the employee is expected to return to regular duties. Plans must be reviewed by Compensation and renewed every three months.
Percentage of base salary paid every pay period.
60121
ICB Incentive Pay - Call Back Used for nurses mandated to be in an on-call status to pay for hours the nurse actually works during the on-call period at a rate of $25 per hour worked. Incentive pay is in addition to any other compensation the nurse may be entitled to in an on-call or working on-call hours.   60121
IIM Incentive Pay - In the Moment Used for nurses who pick up hours eligible for the in-the-moment (unanticipated resource need) incentive will be paid an additional $100 for each 4 hour block of extra hours worked in an in-patient unit.   60121
ILT Long Term Incentive Used for an employee who has remained employed for a specified amount of time as agreed upon in the letter or offer or contract. When the employee has remained employed for the specified amount of time and is fully vested, a one-time payment is issued to the employee. Employees who leave prior to becoming fully vested forfeit the payment unless terminated without cause.
There are no partial payments.
60121
IMP Incentive Pay - In the Moment Procedural Used for nurses who voluntarily pick up hours eligible for in-the-moment (unanticipated resource need) incentive will be paid an additional $50 for each 2 hour block of extra hours worked in an ambulatory/procedural unit.   60121
INP Incentive Pay - Nursing Procedural Used for employees who are required to remain at work to complete a medical procedure Calculated as a flat amount for each hour beyond the employee's regular end of shift regardless of the number of minutes actually worked. 60121
IRS Revenue Sharing Incentive Program Used for a one-time payment for an established revenue sharing agreement within a department/unit.  Earned and calculated as a percent based on predetermined revenue metrics 60121
IRT Incentive Pay - Respiratory Therapist Used for registered Respiratory Therapists and registered Respiratory Therapist Leads who voluntarily work an additional 4 hour block. Flat $50 for a four hour block. 60121
ISB Incentive Pay - Schedule Build Used for nurses who voluntarily pick up an additional four hour block of extra hours eligible for schedule build (anticipated resource need) incentive. Pay is $125 for each four hour block (amount to be prorated for procedure units $31.25 per hour). 60121
IST Incentive Pay - Surgical Technician Used for Surgical Technicians who voluntarily work hours approved for incentive program. will receive a  Pay is a $50 bonus for every four hours of additional patient care work provided. 60121
IUB Unit Based Pay Used to pay employees on a piece meal basis. Calculated as the number of pieces times the rate established for each piece. 60121
LAN Living Allowance (Nonemployee - U.S. citizen or resident alien) Used to cover housing, food and other expenses while an individual is researching and/or studying, including international individuals who must have a guaranteed minimum per U.S. federal regulations.  Flat amount, not based on a percentage of base salary, paid monthly. 60111
LCT Faculty or Lecturer Teaching Overload      
LIV Living Allowance Used to process payments specifically designated to cover living expenses Consult with OHR Compensation for appropriate usage 60111
LNR Living Allowance (Nonemployee - Nonresident alien) Used to cover housing, food and other expenses while an individual is researching and/or studying, including international individuals who must have a guaranteed minimum per U.S. federal regulations.  Flat amount, not based on a percentage of base salary, paid monthly.  
NCA Non-Cash Award Used to report a non-cash award that is of monetary value of generally more than $100 that is subject to tax withholding and reporting Refer to the “Reward and Recognition” policy, 3.15, in the Human Resources Policy and Procedure Manual for guidelines, or consult with OHR Compensation for assistance in determining appropriate usage Applicable salary account
ODP Off Duty Pay Used to process payment for faculty who perform teaching or research work during their off term For specific guidelines for Faculty, refer to the OAA Policies and Procedures Handbook.

Consult with Payroll Services for assistance in processing quarter off duty payments for staff.

60123
PAP Apparel Pay Used to pay athletic coaches for wearing apparel based on a contractual agreement. Flat amount, not based on a percentage of base salary, paid monthly.  
PAS Physician Advisory Service Pay Used for physicians who review cases referred by OSUWMC admission case managers that do not initially meet screening criteria for admission. Advisor reviews such cases and issues a final written utilization review determination regarding the level of care status.  Flat amount, not based on a percentage of base salary, paid monthly. 60121
PCA Incentive Pay - PCA Nursing Ancillary Incentive Program
Used for PCAs/PCTs/Sitters who voluntarily work hours.
Pay is $50 for every four hour block. 60121
PCC Clinical Call Pay Used for exempt clinical staff or physicians who provide call coverage and services as part of an established coverage arrangement. Generally involves availability and reporting outside the employee’s normal working hours. The employee may choose to remain on the premises but it is not a requirement.  Flat amount per shift, not a percentage of base salary, as agreed upon within the clinical unit, based on the nature of the work. 60121
PCL Clinical Ladder Used to reward eligible clinical staff based on established annual goals/metrics, upon completion of the agreed measures.  Based on a percentage of base salary and paid in a lump sum once per year as defined in the contract or agreement. 60121
PJD Job Detail Premium Used for payments to hourly/non-exempt union employees who are performing duties outside their normal classification. Per the contract, employees receive a pay differential, which represents the difference in their normal hourly rate vs. the hourly rate associated with the temporary classification.   60121
PML Military Leave Differential Used to provide a monthly pay differential equal to the difference between the current gross monthly wage or salary and the sum of the gross military pay and allowances. Available to military employees on military leave of absence.  Calculated each month following receipt of military salary documentation 60111
PMP Media Pay Used to pay athletic coaches for specific media appearances based on a contractual agreement Flat amount, not based on a percentage of base salary, paid on a monthly basis.  
PNS Physician Night Shift Differential Used to pay physicians (excluding nocturnists) who are covering shifts that may occur during atypical or less desirable hours (scheduled hours falling between non-regular business hours (11:00 p.m. and 7:00 a.m.) including weekends and holidays) yet still represent a clinical need as defined in the approved Physician Compensation Plan Supplemental Pay Program.  Flat amount per shift, not a percentage of base salary. 60121
PPM Moonlighting (Physician) Monetary payment for physicians and post-doctoral fellows for overnight and/or on weekends covering defined shifts in Critical Care, GMT, The James and The Ross, taking floor calls on all patients and admitting new patients to each respective service.  This work is in addition to the clinicians regular responsibilities and expectations. Flat amount per shift, not a percentage of base salary, as stated in the approved Physician Compensation Plan Supplemental Pay Program. 60121
PQP Physician Quality Pay Used to pay physicians who have met/exceeded established quality metrics as approved under the Physician Compensation Plan.  Amount is a "withheld" percent of the physician's total base salary and paid as a flat dollar amount every 6 months if the physician achieves established quality metric(s). 60121
PRV RV Unit Pay Used to pay an employee based on the number of patients/clients seen in a period of time Calculated at a flat amount per patient/client based on a contractual agreement 60121
PSL Project Salary Used to provide monetary payment for contributions to a project that is significantly beyond the original expectation of the duties of an employee's position. This may be a stretch goal of a university initiative requiring contributed resources to accomplish large-scale efforts. Based on a percent of base salary and provided during the project working period 60121
RDF Bonus - Discretionary Performance Incentive (Amount) Used to reward and recognize performance such as appreciation for extraordinary effort or years of service under a defined and approved rewards and recognition program.  Defined programs may include a nomination and selection process. It is provided at the sole discretion of the unit and there cannot be any expectation that the reward will be given. It cannot be linked to specific performance metrics/numbers or used as an incentive. Flat amount, not based on a percentage of base salary. 60121
RDP Bonus - Discretionary Performance Incentive (Percent) Used to reward and recognize performance such as appreciation for extraordinary effort or years of service under a defined and approved rewards and recognition program.  Defined programs may include a nomination and selection process. It is provided at the sole discretion of the unit and there cannot be any expectation that the reward will be given. It cannot be linked to specific performance metrics/numbers or used as an incentive. Calculated as a percent of base salary but paid as a lump sum. 60121
REG Regular Used to process payments for exempt intermittent staff; should not be used to pay regular wages to staff who otherwise should be paid through timekeeping or through a concurrent job

Prior to choosing the REG earnings code, review other codes to determine if there is a more appropriate option. Specifically consider AAM, ACP, ACT, ACW, AEA, AOV, APR and ARE.

Refer to the Additional Pay Guidelines for appropriate situations

Applicable salary account
RNF Bonus - Non-discretionary Performance Incentive (Amount) Used to reward based on metrics/achievement measures as defined in a contract or agreement. Flat amount, not based on a percentage of base salary and may be paid as a lump sum on a monthly, quarterly or annual basis as defined in the contract or agreement. 60121
RNP Bonus - Non-discretionary Performance Incentive (Percent) Used to reward based on metrics/achievement measures as defined in a contract or agreement. Based on a percentage of base salary and may be paid on a monthly, quarterly or annual basis as defined in the contract or agreement. 60121
SBP Incentive Pay - Schedule Build Procedural Used for nurses who voluntarily pick up an additional four hour block of extra hours eligible for schedule build (anticipated resource need) incentive. Pay is $125 for each four hour block (amount to be prorated for procedure units $31.25 per hour). 60121
SDP Special Duty (1.5X) Used for hourly pay to FOP Officers working a Special Duty assignment that must be paid at a rate 1.5x their base hourly pay.   60121
SEV* Severance      
SFA Staff Award      
SGP Surge Pay (Physician) Used for physicians who are called in to providing hospitalist services due to a surge in patients coming into the hospital where the current hospitalist coverage is not sufficient.  Surge is in addition to a physician's regular clinical assignment.   Flat amount, not a percentage of base salary, as stated in the approved Physician Compensation Plan Supplemental Pay Program. 60121
SMP* Settlement Pay Used to process a payment that is the result of a settlement agreement Earnings code should be used by Payroll Services only Applicable salary account or account in the settlement agreement
SNT* Severance Non Taxable      
SSP Sponsorship Pay Used to pay athletic coaches for specific sponsorship based on a contractual agreement.   Flat amount, not based on a percentage of base salary, paid on an annual basis.  
STF* STEP Faculty      
STS* STEP Staff      
TCU or ZTU Taxable Reporting - Clothing/Uniform Policy Used to increase taxable gross income based on clothing/uniforms provided to employee by employing department.
ZTU for student employees.
Amount is calculated based on the value of the item provided.  
TGC Taxable Reporting - Gift Card Used to increase taxable gross income based on gift card or payment to employee by the department. Amount is calculated based on the value of the gift card or payment given. 60111
TGU or ZGU* Gross Up Payment Used to pay employee to cover taxes incurred.
ZGU for student employees.
Earnings code should be used by Payroll Services only.

Paid via Pay Input.

 
THO Taxable Reporting - Holiday Program Used to increase taxable gross income based on per person participation cost for food, service, or gifts/items included provided within a holiday program held by the employing department.   60111
TIP Tips - Cash Taxable Reporting Used to record the value of the cash tips as reported by the employee that is subject to taxation per the Internal Revenue Service requirements. Position should be previously established as tips-eligible, i.e., servers, etc. Applicable salary account
TOS* Tax Offset Gross Up Used to record taxable gross earnings paid to an employee for taxes that the university was unable to collect from the employee's pay and therefore paid on their behalf. Per IRS regulations, the taxes paid by the employer must be reported as income received by the employee that is also taxable. Earnings code should be used by Payroll Services only.

Paid via Pay Input.

 
TMA* Taxable Moving Used to report relocation expenses reimbursed by OSU that are considered as taxable income and subject to additional tax withholding Earnings code should be used by Payroll Services only 64416
TRM Taxable Reporting - Membership Used to increase taxable gross income based on the value or amount of membership dues provided to an employee such as membership to a golf club.   60111
TSB* Teaching Support Program - Faculty Bonus      
TSP* Teaching Support Program - Staff Bonus      
TSS* Teaching Support Program - Salary      
UCG UCAT Grant Used for work performed as part of the University Center for the Advancement of Teaching orientation.   60121
VEH Vehicle Reporting Used to report employees’ use of university provided vehicles for taxable income and additional tax withholding purposes Refer to the “University Vehicle Policy” or consult with OHR Payroll Accounting

Earnings code should be used by Payroll Services only

Applicable salary account
ZRS Resident Assistant Stipend Used only for students who are serving as Resident Assistants in university residence halls.