NOTE: This revised Timesheet Q&A (Version 4) replaces Version 3 of the Q&A issued on June 23, 2020. The answers below should be used to fill out timesheets starting January 1, 2021 until further notice.
NOTE: Some of the answers below may not apply to you if you are an emergency employee. Contact agency HR if you are an emergency employee and need further guidance.
Time Reporting Questions
This revised Timesheet Q&A (Version 4) replaces the Q&A issued on June 23, 2020. The answers below should be used to fill out timesheets starting January 1, 2021 until further notice.
1. What time code do I use if I am working at my regular assigned work location?
Enter your time as you would for a normal day.
2. What time code do I use if I am taking pre-approved vacation, personal or comp time?
VAC - If you were scheduled to take a vacation day.
PER - If you were scheduled to take a personal day.
CMT - If you were scheduled to take a comp day.
3. What time code do I use if I work from home, performing either my regular work functions or an alternative work assignment provided by my manager?
TEL – You are teleworking (also known as telecommuting or working from home).
4. What time code do I use if I don’t report to work due to an existing medical condition or other reason I communicate to my manager?
SIC – If you have an existing medical condition.
VAC, PER or CMT – If you have another reason you communicated to your manager.
5. What time code do I use if I am instructed by my agency to stay home in the event of an office closure for cleaning related to COVID-19?
TEL – If you telework.
SKE – If you are unable to telework.
6. What time code do I use if I work at my regular work location some hours and then telework for the remaining hours?
REG – For the hours that you are at your regular work location.
TEL – For the hours that you telework.
7. What time code do I use if I work from home (telework) a portion of the day and take time off for the remainder of the day?
TEL – for the hours that you telework. You are only authorized to use TEL for hours worked remotely. Any hours not worked remotely should be reported with the appropriate leave codes:
VAC – If you are using vacation time.
PER – If you are using personal time.
CMT – If you are using comp time.
SIC – If you are sick.
SIF – If you are caring for a sick family member.
8. What time code do I use if my child’s daycare/school is closed and because of this I am unable to work at my regular assigned work location?
TEL – If you telework. Regular restrictions on providing care to dependents while teleworking have been temporarily waived. Employees in this situation with the ability to telework will be expected to telework.
VAC - If you take a vacation day.
PER - If you take a personal day.
CMT - If you take a comp day.
9. What time code do I use if I am a contractor and I work from home (telework)?
TELC – For the hours you telework. This is the new telework time code for contractors.
10. What time code do I use if I have tested positive or am a presumptive positive case of COVID-19?
TEL - If you telework.
SIC - If you are sick and do not work.
If you are in this situation, are unable to telework, and have exhausted your sick leave time, contact agency HR regarding your eligibility to receive an advancement of sick leave time.
11. What time code do I use if I am caring for a family member who has tested positive or is a presumptive positive case of COVID-19?
TEL - If you telework.
SIF - If you are caring for a family member and do not work.
If you are in this situation, are unable to telework, and have exhausted your sick leave time, contact agency HR regarding your eligibility to receive an advancement of sick leave time.
12. What time code do I use if I do not have any symptoms, but I am quarantined because of contact with someone who has tested positive or is a presumptive positive case of COVID-19?
TEL - If you telework.
SIC - If you do not work.
If you are subject to a quarantine order, are unable to telework, and have exhausted your sick leave time, contact agency HR regarding your eligibility to receive an advancement of sick leave time.
13. What time code do I use if I am sent home by my manager or other authorized agency employee because I am showing symptoms related to COVID-19?
TEL - If you telework.
SIC - If you do not work.
If you are in this situation, are unable to telework, and have exhausted your sick leave time, contact agency HR regarding your eligibility to receive an advancement of sick leave time.
14. What time code do I use if I am an emergency employee and I am sick, quarantined, or caring for a family member for reasons related to COVID-19?
SIC - If you are sick and do not work.
SIF - If you are caring for a family member and do not work.
If you are in this situation, are unable to telework, and have exhausted your sick leave time, contact agency HR regarding your eligibility to receive an advancement of sick leave time.
15. What should I do if I need to use the sick (SIC) or vacation (VAC) codes for one of the situations listed above, but I don’t have any sick or vacation time left?
You should reach out to your agency HR department to request an advancement of sick or vacation time. You may be eligible to receive an advancement of up to 10 sick or vacation days to care for yourself or others for issues related to COVID-19.
Be aware that these are advancements, not grants, of sick and vacation time. Agency HR will subtract future sick or vacation days as you earn them to balance out any sick or vacation advancements that you use during this time period.
16. I am an emergency employee or an employee who is required to report to work on-site. I have a child or other dependent I need to care for, but my typical care arrangement (such as school or childcare center) is not available. An alternative arrangement (such as care provided by a friend or family member) is also not available. What should I do?
Please note that if you are unable to secure care, you may not bring your dependent with you to your work location.
Employees who are unable to secure dependent care and cannot report to work should use the appropriate leave code and contact their supervisor as soon as possible::
VAC - If you take a vacation day.
PER - If you take a personal day.
CMT - If you take a comp day.
17. I am an employee who is required to report to a worksite and have no opportunity to telework. My childcare is unavailable and I have no alternative arrangement. What should I do?
Please note that if you are unable to secure care, you may not bring your dependent with you to your work location.
Employees who are unable to secure dependent care and cannot report to work should use the appropriate leave code:
VAC - If you take a vacation day.
PER - If you take a personal day.
CMT - If you take a comp day.
18. What time code do I use if I take time off work to receive the COVID-19 vaccine?
SIC, VAC, or PER – for the time spent receiving the COVID-19 vaccine and the commute time to and from the vaccination site. Employees should coordinate time off with their supervisor with advance notice (7 days or as soon as practicable).
19. What time code do I use if I take time off work to accompany a family member or other person to receive their COVID-19 vaccine?
SIF, VAC, or PER – for the time spent accompanying someone to receive their COVID-19 vaccine and the commute time to and from the vaccination site. Employees are eligible to take leave under the Small Necessities Leave Act to accompany a son or daughter under 18 years of age or 18 years of age or older and incapable of self-care because of mental or physical disability, or family member over the age of 60 to an appointment to receive a vaccine Employees should coordinate time off with their supervisor with advance notice (7 days or as soon as practicable).
Governor Baker announced recently that starting on February 11, 2021, persons accompanying residents 75 and older to receive the vaccine in Massachusetts are themselves eligible to book a “companion appointment” and receive the vaccine as well. Employees in this situation are encouraged to make a “companion appointment” and receive their own COVID-19 vaccine at the same time as the person they are accompanying.
Codes and descriptions:
REG: Regular time
SIC: Sick Time Paid Normal
SIF: Sick in Family (Paid)
TEL: Telework – Paid
VAC: Vacation Leave – Paid
PER: Personal Leave – Paid
SKE: Non-Weather Emergency Paid Leave
CMT: Comp time used – Paid
REC: Regular time (contractors)
TELC: Telework (contractors)
For more information, contact your agency HR.
TEL time code reporting
If you are teleworking/working remote please use the TEL code when entering your time in Employee Self Service.
Insert a row on timesheet for any days of telework and use the TEL code to denote those hours.
Hours recorded as TEL are paid and accrue benefits the same as REG.
In this example, Mary teleworked on Tuesday and applied the TEL code for those hours.