CalTime Training For Exempt Employees and Supervisors 1.
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Transcript of 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) [email protected]• 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 !