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Time and Attendance Instructions (TNAINST)

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Transaction Codes

TCs are used to record all time and attendance on the T&A. T&A data reported include hours worked, absences, allowance/differential entitlements, and other entitlements.

TCs are established in PPS with each code reflecting a specific rate and kind of pay or absence. For a list of TCs, see Appendix A. Transaction Code Table. For TC instructions, see Appendix C. Transaction Code Instructions.

Example: TC 01 reflects regular time at the base rate. When entered on a T&A, the reported time is processed as the hours of work performed by an employee while in pay status. This employee will be paid at his/her hourly base rate of pay.

A total of 30 lines of TCs may be submitted for a single T&A. All information that is to be reported for an employee’s T&A, whether it is work performed, paid absence, etc., will be recorded on a T&A by the applicable TC.

Note: E&L Statement TCs are not listed in this procedure, but may be viewed in TMGT Table 32, Transaction Codes.

Prefix

A TC prefix is used to record the percentage rate for environmental differential pay and danger pay. It is also used to expand the definition for certain TCs or to create a new TC and definition when the TC has been previously used without a prefix.

Suffix

A TC suffix is used to record differential and union representation and to supplement certain TCs to vary their meaning.

The suffix field must be completed for all FWS employees; otherwise, the T&A will be rejected.

Listed below is a table which defines the usage of suffixes:

Code

Description

Suffix 1 (7 a.m. to 3 p.m.)

Used for FWS employees working a majority of hours (a number of hours greater than half, i.e., 5 hours of a scheduled 8 hour shift), including meal breaks, in the first shift.

Suffix 2 (3 p.m. to midnight)

Used for FWS employees working a majority of hours (a number of hours greater than half, i.e., 5 hours of a scheduled 8 hour shift), including meal breaks, in the second shift. It is also used to record union representation and paid absence for General Schedule (GS) or other employees who are entitled to night differential.

Suffix 3 (11 p.m. to 8 a.m.)

Used for FWS employees working a majority of hours (a number of hours greater than half, i.e., 5 hours of a scheduled 8 hour shift), including meal breaks, during the third shift. It is also used to record union representation and paid absences for GS and other employees who are entitled to Sunday differential.

Suffix 4 (includes two or more shifts)

The entry of shifts 2, 3, and 4 in the suffix field will not be used to calculate the annual Federal Employees Government Life Insurance (FEGLI) coverage amount for FWS employees based on the shift of the pay period worked.

Suffix 5 (7 a.m. to 3 p.m.)

Used for FWS employees to record paid absences during the first shift with Sunday differential.

Suffix 6 (3 p.m. to midnight)

Used for FWS employees to record paid absences at the second shift with Sunday differential.

Suffix 7 (11 p.m. to 8 a.m.)

Used for FWS employees to record paid absences at the third shift with Sunday differential.

Note: Employees who perform work on a Sunday holiday (or a Sunday in lieu of holiday) are entitled to holiday pay, as well as Sunday differential.

Suffixes 1 through 7 should also be used for GS and other employees who are on paid absence and entitled to a differential.

Union Representation

(Valid values are 2 through 4 for GS and other employees (see above) and 5 through 7 for FWS employees.)

Code

Description

Suffix 5 (7 a.m. to 3 p.m.)

Used for FWS employees to record union representation.

Suffix 6 (3 p.m. to midnight)

Used for FWS employees to record union representation.

Suffix 7 (11 p.m. to 8 a.m.)

Used for FWS employees to record union representation.

Transaction Code Descriptor

A transaction code descriptor is a code that is used in conjunction with a specific transaction codes(s) entered on an employee’s T&A. The entry of TC descriptors is optional. If used, it allows Agencies to enforce restrictions and limitations for special uses. It also provides a method to handle Agency, Office of Personnel Management (OPM), and Congressional reporting needs.

See Also

Recording Time

Overtime

Regular Time

Other Time