Biweekly Student and Hourly Academic Employee Manual

Logging in to CruzPay

Start by navigating to http://cruzpay.ucsc.edu.

Click the Launch CruzPay button.

After accessing CruzPay the login window will appear. Enter your CruzID and CruzID Gold password then click Login.

If you do not know your CruzID Gold password, the ITS Help Desk can assist you at help@ucsc.edu or 459-4357. More helpful CruzID Gold information is available here.

The first time you login the welcome screen will appear. Once you click OK you won’t see this screen again.

Once you have successfully logged in your Home screen will appear.

The Home screen is an intuitive task-based navigation system that allows you to perform timesheet functions.

When you press Home from anywhere in the system you will be brought back to the Home screen where you can access additional functionality.

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Introduction

Once you have successfully logged into the system you will see the Dashboard.

The Dashboard consists of Function Boxes and Home Icon. The Dashboard is the gateway to your timesheet where you will enter your own hours and/or leave taken. Additionally it provides additional resources to you.

Function Boxes provide for navigating to the various screens within the system.

To open your timesheet, click on Enter My Hours in the Employee Functions Box. If you have more than one job, once you select Enter My Hours you will be taken to a secondary menu asking you to choose the assignment (job) you wish to enter hours into. Once selected, the system will display the first, unprocessed timesheet.

To access a timesheet in a different pay period, use the arrow keys to move backwards or forwards to select the pay period you wish to open. Once selected the timesheet will display.

To expand or contract the Assignments area simply click the double arrows and the area will perform the desired action. Contacting the Assignments area provides a larger timesheet for editing.

Please see the section “How to Complete Your Timesheet” for information on entering hours.

Favorites

You can create a group of Favorites on your dashboard with the features you use frequently or wish to group together. The Favorites box is not viewable until you place something into it.

Simply place your cursor over the name of the function and a star appears on the right hand side.

Click the star and a green plus sign appears and the function automatically moves into the Favorites box. You can add as many favorites as you wish, but only three will be viewable in the default mode.

To expand any functions box, including Favorites click the drop down arrow and all the features available will be shown.

To remove an item from the Favorites box simply hover over the star and click the red X. The function will be returned to its regular home.

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Function Icons

Function Icons are clickable images that provide shortcuts to certain program functions. The Function Icons that appear on the screen depend on your role in the system and the nature of the task you are performing. Click any Function Button to perform the desired action.

The following is a description of each Function Button:

This should be done every time you enter new data or make any kind of change.

Once you make a timesheet entry, the Save button changes to orange as a visual indication a save action is needed.

The Data Saved notation will appear and the Save button will once again turn to blue.

Submitting your timesheet is the process used to finalize your entries and validate for your Timesheet Coordinator, Supervisor and Timekeeper that the entries are complete, and a true representation of your effort. See the End of Period Processes document to learn how to submit your timesheet. You can also submit your timesheet through the More menu (see below).

Once you have submitted your timesheet the submit button changes to Recall. If you need to make additional changes to a submitted timesheet, click the Recall button and the timesheet is once again available for editing. If the Timesheet Coordinator, Supervisor or Timekeeper have approved the timesheet, you are no longer able to edit it.

Click the drop down arrow on the More button to bring up additional selections available to you. Please see the section “How to Print Your Timesheet” for information on printing a timesheet.

The Employee Information section of the More menu provides reports available to you. Please see the Reports section of your manual for more information on employee reports.

The Timesheet Comments section of the More menu provides the ability to add a comment on the timesheet. When the comments box opens, type your comments, add your name and date and click close. The Save icon will turn orange indicating a save action is needed to write the comments to the timesheet. Click Save and your comments are appended and the Timesheet Comments window will close.

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Timesheet Views

The timesheet has two available views Table or List, and you can choose to use either view to enter time onto the timesheet. Once you choose a view it will remain as the default until you change it. You can toggle back and forth by clicking the view name or using the drop down menu.

The Table View displays the timesheet horizontally by week.

The List View displays the timesheet vertically by week. This view also allows the ability to enter notes on the timesheet entries as well.

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Additional Timesheet Resources

You are able to access additional timesheet resources directly from your timesheet. When a tab is clicked its information will be displayed at the bottom of the timesheet.

You can expand this area up or down by clicking on the center tab and sliding the box in the direction you choose.

The Exceptions tab shows you a list of all timesheet exceptions (informational, warning or error). Please see the Exception Messages section of the manual for information on Exception Messages.

When an entry causes an exception a push pin will appear. Click the pin and you will be taken to the timesheet entry causing the exception and see the exception message pertaining to it. You should work with employees to correct any exception messages prior to submitting their timesheet for the period.

The Time-Off Balances tab displays the accrual bank information.

Time-Off Balances

UCPath is the official office of record for Vacation, Sick, and PTO balances. UCPath calculates accruals which are then imported into CruzPay after every pay period. If you see the message ‘Accruals have not yet been posted’ on your CruzPay timesheet, please note that bank and accrual updates from UCPath are still underway.

Biweekly Employees: Leave takes (e.g. VAC, SICK) are sent to UCPath shortly after the close of each pay period (typically 3-4 days). UCPath processes the leave takes (used) within 10 days of the close of the pay period (+/- a couple days). Leave Accruals are generated by UCPath once per Quadriweek period (two BW cycles = 1 Quadriweek period), within 10 days (+/- a couple days) of the end of each Quadriweek. These leave accruals are then posted to CruzPay within 1-3 days (11-13 days after the end of each Quadriweek), and are able to be used retroactively to the first day of the Quadriweek after they are earned.

Monthly Employees: Leave takes (e.g. VAC, SICK) are sent to UCPath the month after they are used, around the 20th (+/- a couple days). UCPath processes them 10-15 days later, between the first and fifth of the next month. UCPath will therefore have a record of your leave around the 5th of the month (+/- a couple days), two months after you took the leave. Example: vacation taken in December is submitted by the employee by December 31. Supervisors approve by January 2. The December takes are then sent to UCPath on or around January 20. UCPath processes these December takes between February 1-5. Monthly employees can therefore expect to see leave usage updating leave balances within 2 months of using the leave.

Time-Off Balances – CruzPay

CruzPay is the Official System of Record for the banks on this tab. CruzPay calculates accruals and takes for the banks listed on this tab. Every pay period your CruzPay bank balance and accrual information will be updated to reflect your most up-to-date CruzPay bank and accrual information.

Each bank is represented in its own box and allows expansion to show or hide the details.

The Pay Preview tab opens a window that displays the paycodes and calculations associated with the timesheet for the current pay period. The columns can be sorted by clicking the header wording of each column. Only one sort is available at a time.

Monthly/Biweekly Staff and Monthly Academic example:

Student/Hourly Academic example:

When the Schedule tab is opened it displays the schedule assigned to the current pay period. Employees are not able to edit their own schedules, this must be done by their Timesheet Coordinator or Timekeeper. It’s imperative that schedules are maintained so that pay rules behind the scenes are not compromised. The Schedule tab will reflect whatever View you have chosen for your timesheet [Table or List].

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Timesheet Identification Bar

The Timesheet Identification Bar displays information about you.

Single Assignment Employee (Monthly/Biweekly Staff or Monthly Academic):

[Name, Employee ID, Pay Cycle, Policy Profile, FLSA, Leave Code and Unit Name associated with the primary funding]

Multiple Assignment Employee (Student/Hourly Academic):

[Name, Employee ID, Job Name and Unit Name associated with the primary funding]

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How to Complete Timesheet Entries

We recommend entering hours worked and/or leave taken on a daily or weekly basis. You are required submit your timesheet on your last working day of the period. Submitting the timesheet is the process used to finalize your entries and validate for your Timesheet Coordinator, Supervisor and Timekeeper that the entries made are complete, and a true representation of your effort.

Non-exempt employees will record hours worked to the nearest quarter hour (.25) increment.

Exempt employees will record leave taken in “whole day” increments according to their schedule.

To Enter Your Time:

Open your timesheet and ensure that the correct pay period is displayed.

Once the timesheet opens, click the drop down menu on the Paycode area to select the appropriate paycode you wish to use. Please see additional information on Paycodes in the Paycode section of the manual.

Select the paycode you wish to use and type in the number of hours to record. Be sure to save your entries.

If you need to use additional paycodes during the week, click the green arrow to add a line.
Once you have made an entry onto the timesheet the drop down menu of the plus button is activated providing additional timesheet entry choices.

The Cut function allows you to cut rows or weeks from the timesheet. We recommend you use caution when using this feature.

The Copy function allows for copying entries that haven’t changed from week to week. We recommend you use caution when using this feature.

The Paste 1 Entry function becomes active once you’ve cut or copied an entry. You will use the Paste function to past the information you have copied. We recommend you use caution when using this feature.

You will use Duplicate Row to make an exact copy of the row on the timesheet. We recommend you use caution when using this feature.

Delete Row will be used if you wish to remove the entire row from the timesheet. We recommend you use caution when using this feature.

You can also create favorites of the paycodes you use most often, as well as notes you apply to your time entries. Once you click the Create New Favorite box you will be asked to name the favorite. You must also click the Notes box to enable the functionality. We recommend you use caution when using this feature.

Once you name your favorite it’s included at the top of your paycode drop down list.

Once you have created favorites you can manage them via the Manage Favorites function. Clicking this function opens the Manage Favorites box for further editing.

Here you can delete any favorites you no longer need.

You can also delete them from the plus button drop down menu.

Be sure to submit your timesheet on your last working day of the period.

Note: In some cases employees whose time is entered by a Timesheet Coordinator don’t submit their own timesheet.

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Entering Holiday Hours (Biweekly Student Employees)

Biweekly, non-exempt employees are eligible for holiday hours based upon appointment status and eligibility criteria. CruzPay will calculate your eligible holiday hours based upon pay rules using the UCPath holiday calculation methodology**. [Hours entered in the two biweekly periods directly preceding the biweekly period in which the holiday falls.]

Based on time entry on all of your assignments (jobs), CruzPay will calculate eligible holiday hours and place them on the next timesheet opened by the employee.

If you have any questions about your specific holiday pay eligibility, please contact your HR Timekeeper https://financial.ucsc.edu/Pages/CruzPay_Employee_Manual_BiWeekly_Student.aspx#append_find

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Submitting your Timesheet

How to finalize your timesheet

All employees (Exempt and Non-Exempt Staff, Academics and Students) will submit their timesheet on their last working day of the pay period. Submitting your timesheet is the process used to finalize your entries and validate that the entries made are complete and a true representation of your effort. This will ensure accurate and timely pay.

Please follow the steps below to finalize your timesheet.

Submitting your timesheet – This will notify your Timesheet Coordinator, Supervisor and Timekeeper that you have completed and finalized your timesheet for the current period.

When you have completed your final timesheet entries for the period, click the Submit Timesheet button.

The Submit Timesheet window should appear. Click the Submit Timesheet button on this screen to complete the process. If you do not want to submit at this time, simply click the X to close the window.

The Timesheet Submission Success indicator will appear next to your name when the timesheet is successfully submitted.

Your timesheet is now ready to be approved by your Timesheet Coordinator and/or Supervisor.

Please see the How to Print Timesheet section for more information on how to print your timesheet.

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Understanding Timesheet Status

There are several ways you can determine if your timesheet has successfully been approved. When your timesheet is approved, you know your Timesheet Coordinator, Supervisor and Timekeeper have finalized it for payment.

After an entry has been made and saved on the timesheet a link to the timesheet will be placed on the right side of the dashboard in the My Timesheets area.

The Details column reflects your name and a clickable calendar link to take you to the timesheet.

The Status column shows the current status of the timesheet.

Currently the status remains Unapproved whether or not the timesheet is submitted.

Once your timesheet has been approved the My Timesheets box will change to No tasks found. This indicates to you your timesheet has been successfully approved.

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Legends

Paycodes are used by Employees, Timesheet Coordinators and Timekeepers to report or adjust hours within CruzPay. Paycodes are associated with the various pay rules (policy and contract language) reflecting the outcome of the hours entered on the timesheet.

Example: When an employee uses Regular Day, Regular Evening, Regular Night or Regular Hours paycodes, the system knows the pay rule states it can only be used in ¼ (.25) hour increments.

Below are Paycode Charts showing the applicable paycodes for each role (Monthly/Biweekly Staff, Monthly Academic, Student/Hourly Academic and Postdocs), explanation of what they do and who can use them.

Legend
All	All Roles (EE, TK, TSC)
EE	Employee (default view = dovetails to NEX or EX view)
EX	Exempt employee (default view = Vacation Taken)
FLSA	Fair Labor Standards Act designates Exempt or Non-exempt status based on title code
Hourly	Multiple Assignment Student or Hourly Academic (default view = Regular Hours)
NEX	Non-Exempt employee (default view = Regular Day)
PX	Post Doc (default view = PTO Taken)
SUP	Supervisor (default view = employee default)
System	System applied paycode, usually behind the scenes
TSC	Timesheet Coordinator (default view = Admin Leave w/Pay)
TK	Timekeeper (default view = Admin Leave w/Pay)

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Staff Employees (Monthly and Biweekly)

Paycode	Explanation	Who Can Use It	FLSA	System Coding used on reports
Admin Leave w/Pay	Administrative leave WITH pay approved per campus delegations of authority	All	EX/NEX	ADMN
Allocated Hours	Used in the Pay Preview window	System	NEX	ALLOC_HRS
Call Back Non-Work	Used by Police Officers and Sergeants when called back to work	ALL	NEX	CALL_BACK_NON_WRK
Cat Leave Taken	Catastrophic leave taken. Deducts from manual bank holding donations. Needs corresponding VAC/VLA action.	TK	EX/NEX	CAT_LEAVE
Cat Leave Adjust	Catastrophic leave adjustments to add or reduce (+/-) hours in the manual bank after EE has received donations.	TK	EX/NEX	CAT_ADJ
Comp Prem Adjust	This code adds or reduces (+/-) hours in the bank.	TK	NEX	COMP_PREM_ADJ
Comp Prem Earned	System generated paycode used during calculations for banked OTP.	System	NEX	COMP_PREM_E
Comp Prem Increment	This code adds or reduces (+/-) hours in the bank in any increment.	TK	NEX	COMP_PREM_INC
Comp. Prem Pay	Reduces the bank when comp. time premium is paid to employee.	TK	NEX	COMP_PREM_PAY
Comp Str Adjust	This code adds or reduces (+/-) hours in the bank.	TK	NEX	COMP_STR_ADJ
Comp Str Earned	System generated paycode used during calculations for banked OTS	System	NEX	COMP_STR_E
Comp Str Increment	This code adds or reduces (+/-) hours in the bank in any increment	TK	NEX	COMP_STR_INC
Comp. Str. Pay	Reduces the bank when comp. time straight is paid to employee.	TK	NEX	COMP_STR_PAY
Consec. Qualifying Mo Adj	Used to adjust the consecutive qualifying months bank. This bank counts periods EE has reported 50% or more. Used for certain pay rules. Bank hasn’t transformed to BW periods yet.	TK	NEX	CONSEC_QUAL_ADJ
Comp Prem Taken	Entered when using accrued premium comp. time. Exempt with grandparented overtime will need to use this paycode when using CTO.	All	EX/NEX	CTOP
Comp Str Taken	Entered when using accrued straight comp. time. Exempt with grandparented overtime will need to use this paycode when using CTO.	All	EX/NEX	CTOS
Court Not Worked	Used by Police Officers and Sergeants when called to court to represent the non-work time	All	EX/NEX	COURT_NON_WRK
Do Not Export	Used by Timekeepers to prevent the timesheet from exporting from CruzPay to UCPath for payment (Student/HAC)	ALL	NEX	DNE
Extended SKL	Used to enter additional sick hours when on Workers Comp leave and eligible for Extended Sick Leave.	TK	EX/NEX	ESL
Holiday	Used to enter eligible holiday hours for the period dovetailing to system holiday hours shown (same pay period/same workweek).	All	NEX	HOL
Holiday	Used by Police Officers/Sergeants to use hours from the Holiday Bank	All	NEX	HOL
Holiday Adjust	Used by Timekeepers to adjust hours in the holiday bank for Police Officers/Sergeants	TK	NEX	HOL_ADJ
Holiday Premium Hours	System paycode applied to the Pay Preview when regular hours are entered on a premium holiday	System	NEX	OTH
Holiday Override	Used to override the system holiday calculation.	TK	NEX	HOL_OVR
Holiday Relief	Used by K7 employees in Physical Plant to report holiday hours on the Relief Shift. Indicates to TK shift differential is due	All	NEX	HOL_RELIEF
Jury	Used to report hours on jury duty (EX= use in whole day increments).	All	EX/NEX	JURY
Leave No Pay	Used to report hours on leave without pay.	All	EX/NEX	LNP
LNP Curtailment	Used to report Leave NO Pay during December Curtailment (closure) period only.	All	EX/NEX	LNP_CURT
Leave No Pay-FMLA	Used when EE is on FMLA without pay. Will track “FMLA reportable” hours.	TK	EX/NEX	FMLA
LNP-Furlough	Used to report hours on leave without pay when employees are on furlough.	All	EX/NEX	LNP_FURLOUGH
Military	Used when employees are on military leave (not a routine code)	All	EX/NEX	MIL
Negate Prior Regular	System coding used to adjust time in weeks crossing period boundaries when overtime may occur in the new period	System	NEX	REG_PRIOR
OT-Double	Used by the system to apply double OT for SX working >12 hours on a day	System	NEX	OTD
OT-Premium	Paycode viewable on the Pay Preview reflecting premium overtime hours calculated which must be paid not comped.	System	NEX	OTP
OT-Straight	Paycode viewable on the Pay Preview reflecting straight overtime hours calculated which must be paid not comped.	System	NEX	OTS
Prof Develop	Used to track training hours	All	NEX	PROF_DEV
Regular Day	Used to record regular hours worked to the nearest ¼ hour on the day shift.	All	NEX	REG_DAY
Regular Day Clock	Used to record regular hours worked to the nearest ¼ hour for employees who use swipe cards for time entry on the day shift.	TSC TK	NEX	REG_DAY_CLOCK
Regular Evening	Used to record regular evening hours (per contract language) to the nearest ¼ hour.	All	NEX	REG_EVE
Regular Evening Clock	Used to record regular hours worked to the nearest ¼ hour for employees who use swipe cards for time entry on the evening shift.	All	NEX	REG_EVE_CLOCK
Regular Night	Used to record regular night hours (per contract language) to the nearest ¼ hour	All	NEX	REG_NIGHT
Regular Night Clock	Used to record regular hours worked to the nearest ¼ hour for employees who use swipe cards for time entry on the night shift.	All	NEX	REG_NIGHT_CLOCK
Relief Regular Pay	Used by K7 employees in Physical Plant to report hours on the Relief Shift. Indicates to TK shift differential is due.	All	NEX	REG_RELIEF
Regular Clock	Used for employees who use swipe cards to report time	All	NEX	REG_SWIPE
Rounding Adjust Decrease	Used by the system to decrease the rounding for employees who use swipe cards to clock in.	System	NEX	ROUNDING_ADJ_DEC
Rounding Adjust Increase	Used by the system to increase the rounding for employees who use swipe cards to clock in.	System	NEX	ROUNDING_ADJ_INC
Sick FMLA	To report sick leave used during FMLA leave	TK	EX/NEX	SFMLA
Sick Bereavement	Bereavement leave (attending memorial / funeral services or death in family, per contract language; 5-days max for CX, RX, SX, TX and 10 days max for 99 (EX = whole day increments)	All	EX/NEX	BRV
Sick Family	When using sick time to take care of family members per contract and policy.	All	EX/NEX	FSL
Sick Taken	Used to report sick leave used .	All	EX/NEX	SKL
Sick Adjust	Adds or reduces (+/-) hours to the sick leave bank.	TK	EX/NEX	SKL_ADJ
Sick Increment	Used to apply sick leave in any increment on the timesheet	TK	EX/NEX	SKL_INC
Sick Workers Comp.	Used to report sick leave usage on workers comp.	TK	EX/NEX	SKL_WC
Travel Not Worked	Used by Police Officers/Sergeants to report travel time not worked	All	NEX	TRAVEL_NON_WRK
Union Business	Used to report time for union business – consult with ELR for appropriateness.	All	EX/NEX	UBL
Union Representation	DO NOT USE - OBSOLETE
Union Labor Mgmt.	DO NOT USE - OBSOLETE
Vacation Taken	To report vacation leave used.	All	EX/NEX	VAC
VAC Lost Adjust	Adds or reduces (+/-) hours in the Lost Hour Bank.	TK	EX/NEX	LOST_ADJ
VAC Lost Taken	Used when entering hours used from the Lost Hour Bank.	TK	EX/NEX	LOST_TAKEN
Vacation Adjust	Adds or reduces (+/-) hours in the vacation leave bank.	TK	EX/NEX	VAC_ADJ
Vacation Curtail	Used during December Curtailment (closure) to allow EE’s vacation bank to go negative (below zero). Bank must have positive hours before further vacation use is allowed.	All	EX/NEX	VAC_CR
Vacation FMLA	To report vacation leave during FMLA leave	TK	EX/NEX	VFMLA
Vacation FSPA	Vacation used for Family School Partnership Act.	All	EX/NEX	VAC_FSPA
Vacation Incr.	Used to apply vacation leave in any increment on the timesheet.	TK	EX/NEX	VAC_INC
Vacation TRM.	Used to clear and pay off vacation hours from the bank for a separating employee. PAYCODE SHOULD NOT BE USED AT THIS TIME	TK	EX/NEX	TRM
Vacation Work Comp	Used to report vacation leave usage on workers comp	TK	EX/NEX	VAC_WC
Voting	Hours spent on voting activities.	All	NEX	VOTE

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Monthly Academic Employees (Non-PostDoc)

Paycode	Explanation	Who Can Use It	System Coding
Admin Leave w/Pay	Administrative leave WITH pay approved per campus delegations of authority.	All	ADMN
Cat Leave Taken	Catastrophic leave taken per donations received. Deducts from manual CAT Leave Bank. Needs corresponding VAC/VLA on TRW	TK	CAT_LEAVE
Cat Leave Adjust	Catastrophic leave adjustments to add or reduce (+/-) hours in the manual bank after EE has received donations.	TK	CAT_ADJ
Extended SKL	Used to enter additional sick hours when on Workers Comp leave and eligible for Extended Sick Leave.	TK	ESL
Jury	Used to report hours on jury duty (EX= use in whole day increments).	All	JURY
Leave No Pay	Used to report hours on leave without pay.	All	LNP
Leave No Pay-FMLA	Used when EE is on FMLA without pay. Will track “FMLA reportable” hours at no pay	TK	FMLA
LNP Curtailment	Used to report Leave NO Pay during December Curtailment (closure) period only.	All	LNP_CURT
Military	Used when employees are on military leave (not a routine code).	All	MIL
Sick Taken	Used to report sick leave used .	All	SKL
Sick Family	When using sick time to take care of family members per contract language	All	FSL
Sick Bereavement	Bereavement leave (attending memorial / funeral services or death in family	All	BRV
Sick FMLA	To report sick leave used during FMLA leave	TK	SFMLA
Sick Adjust	Adds or reduces (+/-) hours to the sick leave bank.	TK	SKL_ADJ
Sick Increment	Used to apply sick leave in any increment on the timesheet. One use is for exhausting EX sick leave in less than whole day increments	TK	SKL_INC
Sick Workers Comp.	Used to report sick leave usage on workers comp.	TK	SKL_WC
Union Business	Used to report Union Business	All	UBL
Union Representation	DO NOT USE - OBSOLETE
Union Labor Mgmt.	DO NOT USE - OBSOLETE
Vacation Taken	To report vacation leave used.	All	VAC
Vacation FMLA	To report vacation leave during FMLA leave	TK	VFMLA
Vacation Adjust	Adds or reduces (+/-) hours in the vacation leave bank.	TK	VAC_ADJ
Vacation Incr.	Used to apply vacation leave in any increment on the timesheet. One use is for exhausting EX vacation leave in less than whole day increments	TK	VAC_INC
Vacation FSPA	Vacation used for Family School Partnership Act.	All	VAC_FSPA
Vacation Curtail	Used during December curtailment (closure) to allow EE’s vacation bank to go negative (below zero). Bank must have positive hours before further vacation use is allowed.	All	VAC_CR
Vacation Work Comp	Used to report vacation leave usage on workers comp	TK	VAC_WC
Vacation TRM	Used to clear and pay off vacation hours from the bank for a separating employee. PAYCODE SHOULD NOT BE USED AT THIS TIME.	TK	TRM

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Post-Doctoral (PX) Employees

Paycode	Explanation	Ability to Use	System Coding
Admin Leave w/Pay	Administrative leave WITH pay approved per campus delegations of authority	All	ADMIN
Extended SKL	Used to enter additional sick days when on Workers Comp leave and eligible for Extended Sick Leave	TK	ESL
Jury	Used to report days on jury duty (EX=whole day increments)	All	JURY
Leave No Pay	Used to report days on leave without pay	All	LNP
Leave No Pay-FMLA	Used when on FMLA without pay. Will track “FMLA reportable” time at no pay	TK	FMLA
Military	Used when employees are on military leave (not a routine code)	All	MIL
PTO Taken	Used to report personal time off (PTO)	All	PTO
PTO Bereavement	Used to report personal time off for bereavement	All	BRV_PTO
PTO FMLA	Used to report sick leave taken during FMLA leave	All	PTO_FMLA
PTO Adjust	Allows timekeeper to add or deduct time from the PTO bank	TK	PTO_ADJ
PTO FSPA	Family School Partnership Act	All	PTO_FSPA
PTO Work Comp	Similar to VAC_WC	TK	PTO_WC
Sick Taken	Used to report sick leave used	All	SKL
Sick Bereavement	Bereavement leave (attending memorial / funeral services or death in family per contract language; 5-days max for CX, RX, SX, TX and 10 days max for 99) (EX = whole day increments)	All	BRV
Sick FMLA	Used to report sick leave taken during FMLA leave	TK	SFMLA
Sick Adjust	Adds or reduces (+/-) days to the sick leave bank	TK	SKL_ADJ
Sick Workers Comp	Used to report sick leave usage for employees on workers comp	TK	SKL_WC
Union Business	Used to report time for union business – consult Labor Relations Office for appropriateness	All	UBL
Union Representation	Used to report time for union business – consult Labor Relations Office for appropriateness	All	URL
Union Labor Mgmt	Used to report time for union business – consult Labor Relations Office for appropriateness	All	UML

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Multiple Assignment Undergraduate Student and Hourly Academic Employees (Biweekly)

Paycode	Explanation	Who Can Use It	System Coding Used on Reports
Admin Leave w/Pay	Administrative leave WITH pay approved per campus delegations of authority	All	ADMIN
Allocated Hours (Paycode)	Used by the system to allocate hours per the Labor Distribution (funding information)	System	ALLOC_HRS
Do Not Export	Used by the TK to stop the timesheet from exporting to UCPath	TK	DNE
Holiday	System applied holiday entries dovetailing to policy. Used by TSC and TK to update eligible holiday hours for the pay period dovetailing to hours reported and eligibility parameters	System TSC TK	HOL
Holiday Override	Used to override the system holiday calculation	TK	HOL_OVR
OTP	System code used to calculate premium overtime	System	OTP
OTP Adjust	Used by the TK to override system calculated OT allocation for OTP	TK	OTP_ADJ
OTS	System code used to calculate straight overtime	System	OTS
OTS Adjust	Used by the TK to override system calculated OT allocation for OTS	TK	OTS_ADJ
Regular Hours	Used to record regular hours worked to the nearest ¼ hour on day/evening or night shift	All	REG
Regular Hours Clock	Used to record regular hours worked to the nearest ¼ hour for employees who clock in using swipe cards	System	REG_CLOCK
Reg Prior	Calculated by the system in certain OT cases	System	REG_PRIOR
Sick Adjust	Used by the TK to add or reduce (+/-) hours in the bank	TK	SKL_ADJ
Sick Increment	Adjustments to bank in any increment of time	TK	SKL_INC
Sick Taken	Used to report sick leave used	All	SKL
Vacation TRM	Used to clear and pay off vacation hours for a separating employee. PAYCODE SHOULD NOT BE USED AT THIS TIME	TK	TRM
Vacation Adjust	Used by the TK to add or reduce (+/-) hours in the bank	TK	VAC_ADJ
Vacation Increment	Adjustments to bank in any increment of time	TK	VAC_INC
Vacation Taken	To report vacation leave used	All	VAC

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Hourly Academic Employees (Biweekly)

Paycode	Explanation	Ability to Use Code	System Coding
Admin Leave w/Pay	Administrative leave WITH pay approved per campus delegations of authority	All	ADMIN
Allocated – [paycode]	Used by the system to allocate hours per the Labor Distribution (funding information)	System	ALLOC_HRS
Do Not Export	Used by the TK to stop the timesheet from exporting to UCPath	TK	DNE
Regular Hours	Used to record regular hours worked to the nearest ¼ hour	All	REG
Sick Adjust	Used by the TK to add or reduce (+/-) hours in the bank	TK	SKL_ADJ
Sick Increment	Adjustments to Sick Bank in any increment of time	TK	SKL_INC
Sick Taken	Used to report sick leave used	All	SKL
Vacation Adjust	Used by the TK to add or reduce (+/-) hours in the bank	TK	VAC_ADJ
Vacation Increment	Adjustments to bank in any increment of time	TK	VAC_INC
Vacation Taken	To report vacation leave used	All	VAC
Vacation TRM	Used to clear and pay off vacation hours for a separating employee. PAYCODE SHOULD NOT BE USED AT THIS TIME	TK	TRM

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Introduction

The Exceptions Tab at the bottom of the timesheet provides a list of all timesheet exceptions (informational, warning or error). The information is specific to the individual circumstances. [E.g. the date of the exception, the issue, the severity and if any action is required.] Some exception messages may be informational only and not an indication that the timesheet contains an error; however, exceptions advising errors require a correction before the timesheet can be successfully submitted and processed.

The messages are color-coded to identify the level of severity.

Type	Color	Consequences
Informational	White	Provides information applicable to the timesheet and/or individual entries
Warning	Yellow	Provides information you should be aware of and/or correct prior to submitting the timesheet
Error	Red	An error is present preventing the timesheet from being saved and/or submitted successfully

When an entry causes an exception a push pin will appear on the Exceptions Tab. Click the pin and the timesheet entry causing the exception will be highlighted along with the exception message pertaining to it. Exception messages should be corrected prior to submitting the timesheet for the period.

If the exception is an error, the system will advise you via an informational window on the timesheet.

When Timesheet Coordinators, Supervisors and Timekeepers are approving employee timesheets, we recommend opening the timesheet to view the pending exceptions. At that time the Employee, Timesheet Coordinator, Supervisor and/or Timekeeper can work together to ensure the timesheet exceptions are corrected before final approval.

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Resolving Exceptions

CruzPay will require that red (error) exceptions are resolved before the timesheet can be submitted successfully and will display an overlay advising you.

Some exception messages advise the employee to acknowledge the message by clicking the check box. Checking the box only indicates the employee has read the message.

See below for description of Exception Messages for all employee roles.

Legend
FLSA	Fair Labor Standards Act designates Exempt or Non-exempt status based on title code
EX	Exempt employee, generally monthly
NEX	Non-Exempt employee, generally biweekly

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Multiple Assignment Undergraduate Student Employees (Biweekly)

Message	Action Required	Severity	Allow Save	Allow Submit	FLSA	Unions
(Pay code entered) hours must be entered in .25 hour increments.	Adjust entry to .25 increments	Error	No	No	NEX	99, FX, RA
Accruals have not yet been posted.		Information	Yes	Yes	NEX	99, FX, RA
All Hours entered exceed 24	Correct entry	Error	No	No	NEX	99, FX, RA
Biweekly employees cannot be scheduled for more than 40 hours in a week.		Yes	Yes	NEX	99, FX, RA
Time entered on an observed holiday.	Adjust entry or call timekeeper	Warning	Yes	Yes	NEX	99, FX, RA
Time entered on non-scheduled day		Information	Yes	Yes	NEX	99, FX, RA
Time entry does not match schedule	Validate or adjust entry	Information	Yes	Yes	NEX	99, FX, RA
Time reported for an employee who is not active.	Contact Your Timekeeper Immediately	Error	Yes	Yes	NEX	99, FX, RA
Timesheet will not be exported	No action necessary	Information	Yes	Yes	NEX	99, FX, RA
Vacation Curtailment exceeds 48 hours in a pay period.	Adjust entry or call timekeeper	Error	No	No	NEX	99, FX, RA
Vacation Curtailment is used on a non Campus Closure date	Adjust entry or call timekeeper	Error	No	No	NEX	99, FX, RA
Vacation taken exceeds hours available	Adjust entry or call timekeeper	Error	Yes	No	NEX	99, FX, RA
You are approaching your maximum vacation balance.	Acknowledge	Information	Yes	Yes	NEX	99, FX, RA
You have reached your maximum accrual vacation hours.	Acknowledge	Information	Yes	Yes	NEX	99, FX, RA

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Hourly Academic Employees (Biweekly)

Message	Action Required	Severity	Allow Save	Allow Submit	FLSA	Unions
(Pay code entered) hours must be entered in .25 hour increments.	Adjust entry to .25 increments	Error	No	No	NEX	99, FX, RA
Accruals have not yet been posted.		Information	Yes	Yes	NEX	99, FX, RA
All Hours entered exceed 24	Correct entry	Error	No	No	NEX	99, FX, RA
Biweekly employees cannot be scheduled for more than 40 hours in a week.		Yes	Yes	NEX	99, FX, RA
Time entered on an observed holiday.	Adjust entry or call timekeeper	Warning	Yes	Yes	NEX	99, FX, RA
Time entered on non-scheduled day		Information	Yes	Yes	NEX	99, FX, RA
Time entry does not match schedule	Validate or adjust entry	Information	Yes	Yes	NEX	99, FX, RA
Time reported for an employee who is not active.	Contact Your Timekeeper Immediately	Error	Yes	Yes	NEX	99, FX, RA
Timesheet will not be exported	No action necessary	Information	Yes	Yes	NEX	99, FX, RA
Vacation Curtailment exceeds 48 hours in a pay period.	Adjust entry or call timekeeper	Error	No	No	NEX	99, FX, RA
Vacation Curtailment is used on a non Campus Closure date	Adjust entry or call timekeeper	Error	No	No	NEX	99, FX, RA
Vacation taken exceeds hours available	Adjust entry or call timekeeper	Error	Yes	No	NEX	99, FX, RA
You are approaching your maximum vacation balance.	Acknowledge	Information	Yes	Yes	NEX	99, FX, RA
You have reached your maximum accrual vacation hours.	Acknowledge	Information	Yes	Yes	NEX	99, FX, RA

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Viewing your Schedule

Currently, Supervisors and Timesheet Coordinators have the responsibility for maintaining schedules within the CruzPay system for staff employees. Timekeepers are able to help and answer questions as well. Student employees do not utilize the schedule functions.

Schedules are used to correctly apply pay rules, save time and reduce errors in your time entry.

There are several schedule templates, which have been developed for the most common workweeks. When employees have completed entering time on their timesheets, it should generally match their schedule. Your Timekeeper can help you with the schedule templates in CruzPay. Multiple Assignment employees do not have schedules activated within the system.

From the Timesheet:

Your schedule is viewable on your timesheet by selecting the schedule tab. Once opened it will look almost identical to your timesheet with hours indicating your expected effort.

Employees are not able to change their schedules, this must be completed by your Timesheet Coordinator and/or Timekeeper.

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Viewing / Using Reports

The reports provided in CruzPay cover a wide spectrum of employee time and attendance data. Some reports have generic system functionality and others have been tailored to specific UCSC needs. The UCSC tailored reports are identified with (UCSC) at the end of the report name.

From the dashboard you will access reports by clicking the link in the applicable functions box. Employees will click the View My Reports link in the Personal functions box; and Timesheet Coordinators (TSC), Supervisors and Timekeepers will click the View Group Reports from the Manage Employee functions box.

Employee:

TSC/Supervisor/Timekeeper:

After selecting View Group Reports, a list of available reports is displayed.

Employee:

Timesheet Coordinator, Supervisor & Timekeeper:

When the blue folder icon is present it indicates there are additional reports available in a sub-menu.

Click the arrow after the folder name and the sub-menu appears in the next column.
Additionally, there are also reports available from the Timesheet - More menu, accessed when viewing the employee's timesheet.

Each menu is tailored by role so Employees, Timesheet Coordinators (TSC), Supervisors and Timekeepers will all have different menus. The reports are all the same regardless of which menu they are listed in. Individually listed reports in the menu (left side) are only available to Timekeepers only. As such they are listed below any available folders.

Reports For Managers: This folder holds reports which are available to a combination of Timekeepers, Supervisors and Timesheet Coordinators (TSC). However, Supervisors and TSC’s may- or may-not have all reports delegated to their respective roles.

Reports in progress: This folder holds reports that are currently in development. We DO NOT recommend using these reports. If you choose to do so, use them at your own discretion and please validate the results carefully. Once they are in their final form they will move to the Timekeeper or Reports For Managers menus.

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Assignment Group Logic (AGL)

Accurate historical reporting on a group requires awareness of how data gets pulled for reporting.

Custom (UCSC) Reports:
Reports developed specifically for UCSC look at the chosen pay period or date range. They will provide information on employees who were in the chosen assignment group(s) at any time during that period. This functionality hasn’t changed and was the same in the pre-upgraded system.

Standard (non-UCSC) Reports:
Uses a different method of AGL, which requires customization to work correctly at UCSC.

Running these reports as is will return data for employees who are in the assignment group TODAY (date report generated), regardless of the reporting period or date range specified. Once the customized AGL has been applied they will reflect data similar to the custom reports (see above).

Recommended guidelines for use of “as-is” standard reports (no AGL applied):

Run on a single employee.
Run on a stable population (no changes in membership during the selected period or date range).

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Favorites and Recently Viewed

You can create Favorites from reports you run frequently. The favorite functionality works the same as the dashboard Favorites. Simply hover over the star and click; the report will be placed into the Favorites folder. It will also remain in the usual menu as well. To remove the report from Favorites, hover over the star and click, the report is removed from the favorites menu.

The Recently Viewed folder holds reports you have recently generated.

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Running Reports – Parameters

Click on the report you want to run and the report parameter screen appears. This screen is very similar to Infoview.

As with the Tab area of the Timesheet, you can drag the report parameter area up or down by hovering your cursor on the line and looking for the cursor changing to the drag icon.

Parameters: Reports require different pieces of information to run successfully. Each report will have different parameter needs depending on the desired results. The following bullets are typical parameters, which are required by most reports except those accessed through the More menu on the employee’s timesheet (see below for More menu specifics).

As Of OR Date Range refers to the timeframe you want to run the report for (the start and/or end times).
Assignment group(s) indicate which group you want to query. If this parameter is present you MUST select at least 1 group. To select multiple groups hold the Ctrl key and click the groups you wish to run information on.
Pay Cycle indicates which group of employees (by pay cycle) you wish to run the information on. If available, choose the ALL parameter to run the report simultaneously on all pay cycles. This parameter is not available on all reports or reports generated through the More menu on the employee’s timesheet.
Employee ID is used when you want to run the report on a single employee within the group.
Other parameter specifics not identified above should be self-explanatory.

In most cases, with the exception of employee ID, all parameters must be selected otherwise you will receive an error message requiring you to make a selection.

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Running Reports – Report Output

Once you have entered your parameters and selected Run Now the report delivery screen will appear. Select the desired output and whether or not you want to view (print) or email the results.

When reports are run, a new tab will generate in your browser where the report actions take place.

Delivery Methods:

View Now should be selected if you want to run the report in the desired format immediately.
Send in an Email should be selected if you want to email the report without formatting it.
This parameter does not work for HTML.

Report Output Types:

There are four types of report outputs you can select.

PDF: Running the report in PDF will create an Adobe PDF document of the report results. This works well for most reports, but not all. You will need to experiment to see which ones you prefer to run in PDF.
Excel: Running the report in Excel generates an excel document which appears to be a screen print of the output. You will need to do some formatting, such as adding, resizing or deleting columns.
Excel CSV: Running the report in CSV format places the information into an Excel spreadsheet without any formatting. You will need to apply all formatting of your choice to the document and save it as an Excel document. Beware, some reports will generate with extra or blank columns, which you will need to remove as well.
HTML: Running the report in HTML works well and the output will generate on a new tab in your browser. You can then export the report to PDF or Excel from HTML as well.

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Running Reports – MORE Menu: Employee Information

The More menu on an employee’s timesheet allows you to run reports on the employee whose timesheet you are viewing. Therefore, the system does not need any parameters entered. It is also assumed that the date range/as of date is the pay period being viewed.

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Reports – Brief Synopsis

Below lists all available reports and they may or may not be available to all roles
[Employee, Timesheet Coordinator, Supervisor and Timekeeper]

Absence History: This report provides a list of employees in the selected group(s) who used a “Leave” paycode during the selected timeframe such as vacation or sick taken.

This report can be run for the entire group or individually using the employee’s ID.
This report utilizes a date range from x to y.
This report is not configured for UCSC therefore some information is not applicable to our campus.

Accrual (UCSC): This report provides a list of all accrual balances usage and accrual for employees in the selected group(s) during the selected timeframe.

This report can also be run individually with an employee’s ID number.
This report is run on a date range from x to y.

This report can also be used to provide information on:

Maximum vacation thresholds for MO or BW employees.
Leave code validation for Student/Hourly Academic employees.

Accrual Detail: This report provides information similar to the Accrual (UCSC) report with the addition of the individual accrual or usage by date instead of a period total.

This report utilizes a date range from x to y.
This report is not configured for UCSC therefore some information is not applicable to our campus.
This report can also be run individually with an employee’s ID number.

Amended Timesheets – Amenders: This Timekeeper only report provides information on which users created an amended timesheet and when the amendment was made.

This report is not configured for UCSC; some information is not applicable to our campus.
This report uses an as of date.
This report can also be run individually with an employee’s ID number.

Amended Timesheets – Currently Open: This Timekeeper only report provides information on all amended timesheets that are currently open.

There is no parameter for a date range as it looks to all open amended timesheets.
This report can also be run individually with an employee’s ID number.
This report is not configured for UCSC some information is not applicable to our campus.

Bank Activity (UCSC): This Timekeeper only report provides a consolidated view of accrual, usage and adjustment activity—including time entry comments—affecting all or selected banks (e.g. sick, vacation, comp. time, etc.) for the selected group(s) of employees.

This report can also be run individually with an employee’s ID number or last name.
This report is run on a date range from x to y.

Known quirks:

Zero-accrual entries (e.g. employee at vacation max.) do not show up on the report.
It reports on the last status of the timesheet. If amended timesheets are pending, it includes amendments.
Postdoc bank loads have a date and amount, but no activity description.
There is an extremely rare case where duplicate results may appear: this will only happen if there are multiple entries on the same timesheet date with the same paycode and the same time entry value (rounded to two decimals). If you see four or more identical lines on the report, suspect duplicates.
Large date ranges or groups selected may affect performance; best run on individuals or small groups.

Daily Hours (UCSC): This report was originally created for our Dining unit who utilize swipe card time entry. Therefore there may be columns that do not pertain to a unit outside of Dining. Those columns can be eliminated.

This report relies on a date range and will provide information on hours reported for the assignment group selected and will include all employee policy profiles. I.e. you are unable to run this report on an individual employee.

Daily Hours Detail (UCSC): This report was originally created for our Dining unit who utilize swipe card time entry. Therefore there may be columns that do not pertain to a unit outside of Dining. Those columns can be eliminated.

This report relies on a date range and will provide information on hours reported for the assignment group selected and include all employee policy profiles. I.e. you are unable to run this report on an individual employee.
This report differs from the Daily Hours (UCSC) report as it also provides time worked information.

Do Not Export (UCSC): This Timekeeper only report applies to employees whose time is exported from CruzPay for payment.

Employees reflected on the report have entries on their timesheet meeting at least one of the DNE flags within the system (see below).

DNE flags are listed below along with their report abbreviation [in brackets]:

DNE Flag	Description
No approval [No Appv]	No approval action has been taken on the timesheet as of the date/time the report is generated.
DNE paycode used [Paycode]	The DNE Paycode has been added to the timesheet.
No Labor Distribution in place corresponding to hours reported. [No LD]	The distributions do not cover the entire month; therefore some or all of the hours will not be exported.
Prevent Export Assignment (PEA) applied to EAD [PEA]	A PEA has been activated on the EAD of the assignment. If the PEA is applied, only time on the individual timesheet will be prevented from exporting. Other timesheets will be exported as appropriate.
Prevent Export Employee (PEE) applied to EAD [PEE]	A PEE has been activated on the EAD of an assignment. Therefore, no-time for any assignment will export.
Employee has Separated [Sep]	The employee has separated during the pay period and time will not be exported through CruzPay. Any pay due will need to be paid via OPTRS.

EAD – Audit (UCSC): This Timekeeper only report provides information on Employee Assignment Data (EAD) entries (behind the scenes) for all employees in the selected assignment group(s) as of the selected date.

This report is run on an as of date.

This report can also be used to provide information on:

Employee Rosters: by running the report with “All” as the pay cycle selected, it will provide a current list of who is included in the assignment group.
Supervisor Lists: by running the report with “All” as the pay cycle selected, it will provide a current list of supervisors within each assignment group.
New Employees: by running the report with “All” as the pay cycle selected, it will provide
A snapshot of new employees within the assignment group identifiable because their EAD information will be blank.

EAD – Incomplete (UCSC): This Timekeeper only report provides information on employees in the selected group(s) whose Employee Assignment Data (EAD) entries have missing elements as of the selected date. This report is in progress – therefore we do not recommend running it.

This report is run on an as of date.

Employee Summary: This Timekeeper only report provides information on all employees in the selected group(s) showing their ID, policy profile, assignment name and hire date. This report is in progress – therefore we do not recommend running it.

This report is a date specific report; therefore data is effective the date and time the report is run.
This report is not configured for UCSC therefore some information is not applicable to our campus.

This report can also be used to provide information on:

Policy Profiles of the employees within the group.

Hours Worked by Paycode: This Timekeeper only report provides information on all hours by paycode for each employee in the selected group.

We recommend choosing ALL in the paycode selection.
This report is run on a date range x to y.
This report is not configured for UCSC therefore some information is not applicable to our campus.
This report can also be run individually with an employee’s ID number.

Overtime (UCSC): This report provides information on all overtime earned by employees during the specified period of time.

This report is run on a date range from x to y.
This report can also be run individually with an employee’s ID number.

Reaching Maximum Vacation (UCSC): This report provides information on all employees who are within three quadriweekly period’s accrual of reaching their maximum vacation threshold.

This report needs a “save” action to be effective.
If the report is run for the current period, it is best to wait for the period closure to pass before generating the report.
This report is run on an as of date.
If no employees are within the maximum vacation threshold criteria, a message will display advising you.

Timesheet Audit for Date Range: This report provides information on all actions taken on an employee’s timesheet within a specified time period.

This report is run on a date range x to y.
This report is not configured for UCSC therefore some information is not applicable to our campus.
This report can also be run individually with an employee’s ID number.

Timesheet Comments: This report provides information on all comments made on the specified timesheets. This report will NOT display comments placed on the Approval Window.

This report is run on a date range x to y.
This report is not configured for UCSC therefore some information is not applicable to our campus.
This report can also be run individually with an employee’s ID number.

Timesheet Detail Query: This report provides information on all timesheet entries made during the selected date range.

We recommend this report be run on individually employees using their employee ID.
This report is not configured for UCSC therefore some information is not applicable to our campus.
This report is run on a date range x to y.
We recommend selecting ALL paycodes so you receive the most detailed information.

Timesheet Exceptions Within Date Range: This report provides information on all selected exceptions that occur in a specified date range.

This report is run on a date range x to y.
This report is not configured for UCSC therefore some information is not applicable to our campus.
This report can also be run individually with an employee’s ID number.

Timesheet with Signature: This report provides a timesheet for the pay period with signatures by the employee and supervisor.

This report is the same as the one run in the More menu on the employee’s timesheet.
This report can be used for batch-printing timesheets for a specific unit/pay period.
This report is run on a pay period end date.
This report can also be run individually with an employee’s ID number.

Financial Affairs

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Biweekly Student and Hourly Academic Employee Manual

Financial Affairs

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Biweekly Student and Hourly Academic Employee Manual