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Friendly Name Overview for CalTime Process Training (Non-Timekeepers and Non-HCM Staff). September 29, 2014. What are CalTime Friendly Names?.

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friendly name overview for caltime process training non timekeepers and non hcm staff

Friendly Name OverviewforCalTime Process Training(Non-Timekeepers and Non-HCM Staff)

September 29, 2014

what are caltime friendly names
What are CalTime Friendly Names?
  • The Problem: How does an employee know where to clock and log hours in CalTime, if the employee has multiple jobs or chartstrings (that need different approvals)?
  • The Solution: CalTime Friendly Names (FN) help non-exempt employees choose which appointment and/or chartstrings they will charge their hours to in CalTime. Without Friendly Names, employees with multiple jobs or who have multiple funding sources would not clearly be able to see which jobs or funding sources to pick in CalTime.
how are friendly names used
How are Friendly Names Used?
  • Friendly Names will display in CalTime for non-exempt employees to choose and track hours worked to the correct job or chartstring. This is particularly important for employees who have multiple jobs or chartstrings that need different approvals.
  • Friendly Names allow supervisors/“fund approvers” of non-exempt employees with multiple ”approvers” to review hours and approve only the hours the employee worked for them (e.g., grants, projects, other funding sources).
  • Friendly Names can be created to support reporting to identify number of hours worked by:
    • appointment
    • chartstring
    • location
    • project
    • event
  • Friendly Names are a field in HCM that will be input by HRIM staff. It will download into CalTime, and employees will select which Friendly Name to charge their hours to.
friendly name types 1 of 3
Friendly Name Types (1 of 3)

There are three types of Friendly Names. Types A, C, and S. Friendly Names are chosen depending on the department’s needs and funding method.

  • Type A = Appointment. Type A Friendly Name is recorded at the Appointment/Job Level. Pay for the job is generated based on the existing Chartstring percentages entered. This is similar to how pay was processed before CalTime.
  • The majority of departments will use Type A FNs.
friendly name types 2 of 3
Friendly Name Types (2 of 3)
  • Type C = Chartstring. Type C requires a Friendly Name to be recorded for each Chartstring. The Friendly Names are used by the employee on their timecard to identify which projects or tasks they should be paid for. Payroll will use this information to calculate pay determined by hours recorded to each Chartstring on the timecard. Type C also allows a different “approver” to be added for each Chartstring.
  • Departments that use Type C FNs include departments and academic groups with multiple funding sources or projects.
friendly name types 3 of 3
Friendly Name Types (3 of 3)
  • Type S = Special Location. Type S is used by a few departments to create a hybrid of Type A Friendly Name + specific location/project. These pre-defined locations and projects are kept in a table in HCM.
  • Departments that use Type S FNs areUCPD, RSSP, Rec Sports, and Intercollegiate Athletics.
creating friendly names
Creating Friendly Names
  • Friendly Name Default
  • Default Friendly Name in HCM is Type A
    • Combination of:
    • Job Department Code (e.g., AZCSS)
    • Job/Title Code (e.g., 4921U)
    • HCM Employee Record #
    • DeptCode-JobCode-HCMRecord#
  • Examples:
    • EAEDU-4921U-0 School of Education, Student Asst 2
    • AZCSS-7397U-0 Campus Shared Services, HR Analyst 2
  • Customizing the Friendly Name
  • Friendly Names can be created as “on the fly” or added to the HCM lookup tables.
  • Once a FN is loaded into the HCM lookup tables, available for assigning to future appointments.
  • 20 character limit, combination of alphanumeric characters, hyphens, and/or spaces
  • While Type A can be left with the default setting, Type C requires customization.
friendly names on a timecard
Friendly Names on a Timecard

Example of Friendly Names on a timecard in CalTime. The Friendly Name appears in the Transfer column. This drop-down field allows the employee to select which job or chartstring to add their hours.

AZCSS-7397U-PA2

AZCSS-ServiceNow

AZCSS-7397U-PA2

AZCSS-7397U-PA2

AZCSS-7397U-PA2

AZCSS-ServiceNow

AZCSS-7397U-PA2

AZCSS-7397U-PA2

AZCSS-ServiceNow

AZCSS-7397U-PA2

who creates and maintains friendly names
Who Creates and Maintains Friendly Names?

Friendly Names need to be created by a local department team who can identify which Friendly Name type should be associated with each appointment. However, CSS HR/APS staff should work with the unit and be resourceful in finding information about Friendly Names.