CalTime to PPS From a Timekeeper perspective: The timing of exempt employee leave reporting and how does the leave usage make its way to PPS. Controllers Office-Payroll Updated 3/8/13

CalTime to PPS CalTime –is a standardized timekeeping system currently used to report leave usage for exempt employees. –provides an easy and accessible way to submit leave usage electronically so that leave usage can be reported into our Payroll Personnel System (PPS). –Allows employees to view leave balances in real time. Payroll Personnel System (PPS) –Is the system of record for leave accruals, usage, balances, and pay related information. This means leave such as vacation, sick leave, and comp-time should always be kept accurate. CalTime should be kept in sync with PPS. –Leave balances in PPS are referenced when calculating termination vacation payout.

Data Flow: CalTime to PPS 1. Employee enters leave 2. Employee approves time-sheet 3. Supervisor reviews and approves time-sheet 4. Timekeeper reviews and signs off on time-sheet (time-sheet is locked) 5. Leave Usage is batched to PPS Leave Usage appears in PPS and leave balance is adjusted CALTIME PPS Note: This is an example of how leave usage is reported for the current month. Prior month adjustments require a different process.

Timing: How does leave usage get into PPS Employee approves Timecard Supervisor approves Time card Timekeeper signs off on timecard Leave is electronically sent to PPS * Leave Usage is in PPS Jan.1 st of month5 th of month10 th of month1/14/1301/15/13 Feb.1 st of month5 th of month10 th of month02/13/1302/14/13 Mar.1 st of month5 th of month10 th of month03/14/1303/15/13 Apr.1 st of month5 th of month10 th of month04/15/1304/16/13 May1 st of month5 th of month10 th of month05/14/1305/15/13 Jun.1 st of month5 th of month10 th of month06/13/1306/14/13 *Note: The example above is based on the January –June 2013 Payroll Deadline Calendar. Leave usage is electronically batched from CalTime to PPS on the same date as the AYSO deadline date on the Payroll calendar.

Leave: Caltime compared to PPS CaltimePPS When is Leave Accrued 1 st of the month1 st of the month. However, accrued leave will appear in PPS the day after the MO and MA OPTRS final deadline. When can you report leave AnytimeSemi-monthly pay cycle (leave is reported for prior month) Leave balance adjustments after pay period has closed and time- sheets are locked Adjustments are made in Caltime and then must be manually processed in PPS Adjustments are made in Caltime and then must be manually process in PPS When can employee use the leave They can use leave as soon as it is accrued on their time-sheet They can use leave as soon as they have accrued it Who sees the balances Employees, Supervisors, and Timekeepers Only timekeepers that have access to PPS

Leave Usage Adjustments for prior pay periods Example of best practice: Example of practice (not best) that requires an adjustment: FEBRUARY Employee enters accurate leave usage FEBRUARY Employee enters accurate leave usage MARCH February Leave usage is sent to PPS MARCH February Leave usage is sent to PPS FEBRUARY Employee enters leave usage FEBRUARY Employee enters leave usage APRIL Employee needs to correct usage for February APRIL Employee needs to correct usage for February MARCH February Leave usage is sent to PPS MARCH February Leave usage is sent to PPS

Leave Usage Adjustments for prior pay periods Continued.…. Example of practice (not best) that requires adjustment: When this happens…additional steps are necessary 1.Timekeeper must perform a ‘historical edit’ in CalTime (for edit tutorial, go to 2.The timekeeper should ensure that the employee and supervisor are informed of the edit. 3.Timekeeper must manually enter leave adjustment in PPS MARCH February Leave usage is sent to PPS MARCH February Leave usage is sent to PPS FEBRUARY Employee enters leave usage FEBRUARY Employee enters leave usage APRIL Employee needs to correct usage for February APRIL Employee needs to correct usage for February

Leave Balance Reset What is a leave balance Reset? A leave balance reset is defined as an adjustment to the total leave (comp time or vacation or sick leave) balance. Typically this is done when the balance has been identified as incorrect and we cannot locate when the actual error took place. Perhaps one of the following occurred –Caltime is correct but PPS is not –PPS is correct and Caltime is not –PPS and Caltime are both incorrect

Leave Balance Reset continued… What does the timekeeper do when faced with the following? ErrorWhatHow CalTime is correct but PPS is not Process balance adjustment only in PPS ting/LeaveAccrualandUs ageReporting.htm PPS is correct and CalTime is not Process balance adjustment only in Caltime du/training/timekeepers. html PPS and CalTime are both incorrect Process balance adjustment in both PPS and Caltime See both links above

Leave Reporting CALTIME Name of ReportDate availableWhere is report Leave Usage genieAnytimeCalTime PPS Name of ReportDate availableWhere is report Time Benefits RosterDay after the SM OPTRS final deadline (see payroll deadline calendar) Page Center BAIRS leave reportDay after the SM OPTRS final deadline (see payroll deadline calendar) BAIRS reporting EDW Note: If you are comparing leave usage in Caltime to PPS. It is best to run the PPS report immediately after the SM cycle closes (see payroll deadline calendar). When you run your leave usage genie in Caltime, it should be for the pay period of the prior month (remember we report leave usage in arrears).

Additional information Caltime: Training materials may be found at A more detailed overview of leave usage in Caltime may be found at Additional questions can be ed to Payroll Personnel System (PPS): Training materials pertaining to leave balances, usage, and reporting may be found at porting.htmhttp://controller.berkeley.edu/payroll/LeaveReporting/LeaveAccrualandUsageRe porting.htm Additional questions can be ed to