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CalTime Training For Exempt Employees and Supervisors

CalTime Training For Exempt Employees and Supervisors. Learning Objectives. Agenda. CalTime o verview Roles overview Leave reporting requirements and timeline CalTime hands-on classroom exercises Accessing CalTime Job aid review Resources and getting help. CalTime Advantages.

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CalTime Training For Exempt Employees and Supervisors

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  1. CalTime Training For Exempt Employees and Supervisors

  2. Learning Objectives

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

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

  5. 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.

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

  7. CalTime – Shared Database HR Administrator or Payroll Processor TIMEKEEPER • EMPLOYEE • Exempt • Non-Exempt SUPERVISOR • 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. • 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 HCM Or PPS CalTime Employee Time Tracking System

  8. Leave Reporting Requirements • Employee • Enter leave during the month or at month end and Save • Approve (submit) by 1st of the next month • Supervisor • Review and Approve all employee submissions starting on the 2nd of month • Complete reviews and Approve (submit) all timecards by 5th 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 Month Time Processing – Following Month Submit approved by 1st of month Optionally record time during month or by month end (Save) Supervisor approval by 5th of month Timekeeper Sign Off 10th of month

  9. Exempt Employee Timecard Review & Approval 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.

  10. 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

  11. CalTime.berkeley.edu

  12. CalTime.berkeley.edu

  13. CalTime Exempt Job Aid

  14. CalTime Exempt Job AidEnter Leave and Save

  15. CalTime Exempt Job AidApprove Timecard

  16. CalTime Exempt Job AidExit CalTime

  17. CalTime Supervisor Job Aid Page 1 Page 2

  18. CalTime Supervisor AidSelect Employee Timecards

  19. CalTime Supervisor AidApprove Employee Timecards

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

  21. CalTime Supervisor AidRefresh Leave Usage Genie 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.

  22. 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 Always confirm this date before noting balances!

  23. Resources and Getting Help CalTime Website – caltime.berkeley.edu CalTime Help - Application Support Center (IST) • Email(preferred) caltimehelp@berkeley.edu • Call Campus Shared Services 510-664-9000 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

  24. Thanks for your attention !

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