Employee Status:
There are six Employee Statuses an employee can have in PayServ. They are A (Active), L (Leave of Absence), P (Leave with Pay), T (Terminated), R (Retired) and D (Deceased).
Any time an employee is removed with a certain Employee Status, L (Leave of Absence), P (Leave with Pay), T (Terminated), R (Retired) or D (Deceased) and the agency must change the Reason that was used for that particular action, the agency must return the employee to the payroll using an Action of RFL (Return from Leave) or REH (Rehire) and the applicable Reason Code using the appropriate effective date.
If the employee’s status is changing (for example, a Leave with Pay to a Leave of Absence or changing a Termination to a Retirement), a new row can be entered directly on the Job Data page without the applicable return first.
Active:
If an employee is Active, they are physically working and receiving payment per the applicable laws, rules and regulations.
Leave of Absence/Leave with Pay:
If an employee is on a Leave of Absence or a Leave with Pay, it is an indication they are not physically working, however, they are not separated from state service. An employee on a Leave of Absence is completely removed from paid status. An employee on a Leave with Pay will either receive their normal pay as if they were in an Active status or receive a reduced rate depending on the leave type. The Action and Reason Code will indicate the type of leave. The agency must use the applicable Reason Code to ensure that OSC can apply any benefits or salary considerations the employee may be eligible for upon subsequent return to Active status.
Refer to the Attendance and Leave Manuals or Department of Civil Service State Personnel Management Manual (SPMM), as appropriate, for more detailed information on leave rules.
Terminated/Retired/Deceased:
A termination is a separation from active service. The Action and Reason Code will indicate the type of separation. The agency must use the applicable Reason Code to ensure that OSC can apply any benefits or salary considerations the employee may be eligible for upon separation or subsequent return to State service.
Determining Termination Dates from a Leave of Absence:
When an employee on a leave of absence without pay subsequently resigns, the date of permanent separation reverts back to the last date in active pay status and is the operative date when determining service breaks.
Civil Service Rule 5.3 Official Compilation
When an employee on a leave of absence without pay due to an illness or disability is terminated by the agency, the separation date is the actual date of termination, and not the date of commencement of the disability leave.
Refer to the Attendance and Leave Manuals or Department of Civil Service State Personnel Management Manual (SPMM), as appropriate, for more detailed information on termination rules.
Last Updated 11/03/2025