CalTime Training For Exempt Employees and Supervisors 1

Learning Objectives 2

Agenda CalTime overview Roles overview Leave reporting requirements and timeline CalTime hands-on classroom exercises Accessing CalTime Job aid review Resources and getting help 3

CalTime Advantages 4 CalTime provides advantages to each user population: Automated, paperless approval Automated electronic approval

CalTime A Time Reporting System Coordination with HCM and PPS Exempt Employees are paid a monthly salary – Exception time (leave) is passed to PPS (does not affect pay*) *Some Pay Codes require manual PPS/HCM input (i.e. LWOP, etc.) – Exception time (leave) is a record of time taken – Record FULL DAYS of leave Note: CalTime pages have similar functionality as Excel - tabs, column sorting, etc. 5

Systems Overview HCM Human Capital Management PPS Personnel Payroll System CalTime Employee Time Reporting System 6 Non Exempt hours and Exempt leave passed to PPS Profile data: Home Dept, Supervisor of Record

CalTime – Shared Database CalTime Employee Time Tracking System EMPLOYEE  Exempt  Non-Exempt SUPERVISOR TIMEKEEPER HR Administrator or Payroll Processor  Exempt: Records exception time (Leave)  Approves time submission  Non-Exempt: Records all time Records leave Approves time submission  Reviews employee time submission  May make changes or corrections OR request EE to make correction  Approves time to submit to TimeKeeper  Confirms time Approved for all EE and Supervisors  Communicates with EE and Sups  Sign Off time submission  Coordinates leave actions w/HR Administrator in compliance with UC Policy and HCM  Takes ‘Time Reported’ actions in PPS or HCM as appropriate by reviewing time for LWOP, FMLA, Worker’s Comp, Disability, Admin Leave, etc.  Monitor, review and audit all timekeeping / absence related reports. 7 HCM Or PPS

Leave Reporting Requirements Employee – Enter leave during the month or at month end and Save – Approve (submit) by 1 st of the next month Supervisor – Review and Approve all employee submissions starting on the 2 nd of month – Complete reviews and Approve (submit) all timecards by 5 th of the month Timekeeper – Confirm Employee/Supervisor approvals and Sign Off on group on 10th – Communicate with Supervisors as needed – Take PPS/HCM action as appropriate for Pay Codes that require action (i.e. LWOP/FMLA/etc.) – Maintain your CalTime Timecard List(s) and Supervisor Groups as needed Time Reporting MonthTime Processing – Following Month Submit approved by 1 st of month Supervisor approval by 5 th of month 8 Optionally record time during month or by month end (Save) Timekeeper Sign Off 10 th of month

Exempt Employee Timecard Review & Approval 9 REMINDER: If the end of the approval period falls on a weekend or holiday, approval should be performed the last working day prior to the approval date.

CalTime Hands-on Exercises Exempt Employee Role: Enter Exception Time Exercise 1: Exempt CalTime Page Overview – Instructor Demo Exercise 2: Enter Time and Approve Time Exercise 3: Unapprove Time, Record additional time or adjustment, Approve Time Supervisor Role: Review and Approve Employee Time Exercise 4: Supervisor CalTime Page Overview – Instructor Demo Exercise 5: View Employee List, explore column sort & data views Exercise 6: Open Timecard for Thomas Briggs, review and Approve Exercise 7: Explore ‘canned’ Reports 10

CalTime.berkeley.edu 11

CalTime.berkeley.edu 12

CalTime Exempt Job Aid 13

CalTime Exempt Job Aid Enter Leave and Save 14

CalTime Exempt Job Aid Approve Timecard 15

CalTime Exempt Job Aid Exit CalTime 16

CalTime Supervisor Job Aid 17 Page 1 Page 2

CalTime Supervisor Aid Select Employee Timecards 18

CalTime Supervisor Aid Approve Employee Timecards 19

CalTime Supervisor Aid Approve Multiple Employee Timecards 20 After reviewing and approving each individual timecard, use the “Next in List” arrow to move to the next employee.

CalTime Supervisor Aid Refresh Leave Usage Genie 21 After employees have approved their timecard and Supervisors have approved the timecard, REFRESH will display the Supervisor Approvals. Note: When an employee has more than one Supervisor approval, a number will display and all the names of the Supervisors will display.

CalTime Reminders Employees Checking your leave balances in CalTime – Click on the last day of a timecard; then click the Accruals Reporting Period link at the bottom of the page – OR Click the Accruals Reporting Period link at the bottom of timecard and enter the ‘Balance as of’ date desired and click Apply. Exempt No leave to report; go directly to Approve ( Save is included ). Supervisors Confirm your employee list includes all direct reports Monitor employee leave balances 22 Always confirm this date before noting balances!

Resources and Getting Help CalTime Website – caltime.berkeley.educaltime.berkeley.edu CalTime Help - Application Support Center (IST) (preferred) Call Campus Shared Services Press Option 1, Option 2, then Option 3 Option 1 is IT Support Option 2 is Applications list Option 3 is CalTime support Help Desk Triage/track ticket and provide support/answers Forward to Tier 2 CalTime technical and functional support when needed Forward to TimeKeeper if appropriate 23

24 Thanks for your attention !