CalTime Training For Exempt Employees and Supervisors 1

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CalTime TrainingFor

Exempt Employees and Supervisors

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Learning Objectives

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Agenda

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

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CalTime AdvantagesCalTime provides advantages to each user population:

Automated, paperless approval

Automated electronic approval

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CalTimeA 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.

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Systems Overview

HCM Human Capital Management

PPSPersonnel Payroll

System

CalTimeEmployee Time Reporting System

Non Exempt hours and

Exempt leave passed to PPS

Profile data: Home Dept, Supervisor of Record

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CalTime – Shared Database

CalTimeEmployee Time Tracking

System

EMPLOYEEExempt Non-Exempt

SUPERVISOR TIMEKEEPER

HR Administrator

orPayroll 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.

HCMOr

PPS

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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

Supervisor approval by 5th of month

Optionally record time during month or by month end (Save)

Timekeeper Sign Off 10th of month

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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.

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CalTime Hands-on ExercisesExempt Employee Role: Enter Exception Time

Exercise 1: Exempt CalTime Page Overview – Instructor Demo Exercise 2: Enter Time and Approve TimeExercise 3: Unapprove Time, Record additional time or

adjustment, Approve Time

Supervisor Role: Review and Approve Employee TimeExercise 4: Supervisor CalTime Page Overview – Instructor Demo Exercise 5: View Employee List, explore column sort & data viewsExercise 6: Open Timecard for Thomas Briggs, review and ApproveExercise 7: Explore ‘canned’ Reports

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CalTime.berkeley.edu

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CalTime.berkeley.edu

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CalTime Exempt Job Aid

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CalTime Exempt Job AidEnter Leave and Save

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CalTime Exempt Job AidApprove Timecard

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CalTime Exempt Job AidExit CalTime

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CalTime Supervisor Job Aid

Page 1 Page 2

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CalTime Supervisor AidSelect Employee Timecards

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CalTime Supervisor AidApprove Employee Timecards

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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.

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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.

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CalTime RemindersEmployees• 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!

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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 3Option 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

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Thanks for your attention !