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Monthly Staff and Academic Employee Manual

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  • 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. Furthermore it provides additional resources that are available to you.

    Function Boxes hold several links for navigating to the various screens within the system.

    To open your timesheet, click on Enter My Hours in the Personal Functions Box. 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.

    The following are examples of Monthly and Biweekly timesheets.

    Monthly Staff and Academic – exempt employees enter leave taken but not hours worked. The default paycode is Vacation Taken.



    Biweekly Staff/Student/Hourly Academic – non-exempt employees enter hours worked and leave taken. The default paycode is Regular Day or Regular 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.  The totals take into account any accruals used or earned time during the current period; showing the initial and ending balances for the period. The initial balance represents the accruals available for you to use during the current period. The ending balance shows accruals available to use as of the first day of the next period.

    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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  • 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 PPS 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 PPS 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 PPS 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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  • Obsolete Paycodes
    System Coding Used on Reports Paycode Explanation
    CX_PTO CX-PTO Taken NO LONGER IN USE
    FUR_SR Furlough SR Taken NO LONGER IN USE
    FUR_SR_ADJ Furlough SR Adjust NO LONGER IN USE
    HOP Holiday OT Premium NO LONGER IN USE
    HOT Holiday OT NO LONGER IN USE
    Union Representation NO LONGER IN USE
    Union Labor Mgmt. NO LONGER IN USE

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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 Tab Notifications
    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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  • Staff Employees (Monthly and Biweekly)

    General Exception Messages

    Exception Condition Message Action Required Severity Allow Save Allow Submit Applies to FLSA
    Employee is on Leave without Pay (LNP) and has reported time Time worked or paid leave taken reported while on LNP Accruals may need to be adjusted by the Timekeeper Warning Yes Yes EX/NEX
    Employee has used Leave without Pay (LNP) Employee reported Leave No Pay None Information Yes Yes EX/NEX
    Policy profile at the beginning of the period is different than at the end of the period Policy profile change mid-period None Information Yes Yes EX/NEX
    Employee entered >40 hours of leave and did not report any work (REG) time Greater than 40 hours leave taken in a week Adjust leave taken Error No No NEX
    Military leave is entered on the time sheet Military leave taken None Information Yes Yes EX/NEX
    Curtailment LNP is entered on a day that is not designated as a Campus Closure Day Not a Campus Closure day; Curtailment LNP is not allowed Correct entry or call timekeeper Error No No EX/NEX
    Unintended paycode on timesheet Invalid paycode, < >, entered on timesheet Correct entry or call timekeeper Error No No EX/NEX
    Time was entered on a timesheet when the employee was not recognized as active by CruzPay There are hours reported for an employee who is not active None Information Yes Yes EX/NEX
    Negative hours reported Negative hours reported Adjust entry or call timekeeper Error No No EX/NEX
    More than 24 hours reported on the day All hours entered for the day exceed 24 Correct entry Error No No EX/NEX
    Hours not entered in .25 hour increment [PAYCODE] must be entered in .25 hour increment Adjust entry to .25 increments Error Yes Yes NEX
    Employee reached 6-QW periods of service Employee is now vacation eligible. Update leave code in PPS Information Yes Yes EX/NEX
    Relief Pay Generated [#] hours Relief Pay entered on timesheet None Information Yes Yes K7 NEX
    Shift Differential Applied Shift Differential is due to employee for hours worked on evening, night or relief shift None Information Yes Yes K7 NEX
    Shift Differential may apply Shift may apply Timekeeper please review Information Yes Yes SX NEX
    EE earned OT due to >8/10/12 hour day shift Employee worked >8 hours today and earned OT None Information Yes Yes K7 & SX
    NEX
    EE worked >12 hours Employee worked >12 hours today and earned double time None Information Yes Yes SX
    NEX
    Exempt Employees CAT hours exceed the CAT bank balance Catastrophic Leave bank is exhausted [#] hours entered, but only [#] hours are available Correct entry or update bank before submittal Error No No EX
    Missed Punch Two outs and no in, or two ins and no out Missed clock on previous transaction Contact Timesheet Coordinator Error Yes Yes Swipe card only

    Vacation Exception Messages

    Exception Condition Message Action Required Severity Allow Save Allow Submit Applies to FLSA
    Employee used more vacation than available in their bank Employee used more vacation than available in the bank Adjust entry or call timekeeper Error No No EX/NEX
    SX or K7 employee used accrued vacation and they have not yet reached the eligibility criteria Not eligible to take vacation leave Adjust entry or call timekeeper Error No No SX & K7 Only
    Vacation Curtailment is used on a non-Campus Closure day (December only) Vacation Curtailment is used on a non Campus Closure date Adjust entry or call timekeeper Error No No EX/NEX
    Vacation Curtailment is on the time sheet and Vacation bank goes below - 48 May not borrow more than 48 hours for Vacation Curtailment Adjust entry or call timekeeper Error No No EX/NEX
    Advising employee they are within 3-QW periods of reaching their maximum accrual to allow them time to schedule and use vacation time and has to acknowledge by checking the box on the exception message You are within [#] hours of your maximum vacation balance [#] Acknowledge Warning Yes Yes EX/NEX
    Advising employee they are within 3-QW periods of reaching their maximum accrual to allow them time to schedule and use vacation time and has to acknowledge by checking the box on the exception message You are within [#] hours of your maximum vacation balance [#] Acknowledge Information Yes Yes EX/NEX
    Employee has reached the maximum vacation threshold You have reached your maximum vacation accrual of [#] hours Check the box to acknowledge message Information Yes Yes EX/NEX
    Vacation Extension bank is exhausted Vacation Extension bank is exhausted [#] entered, but only [#] hours are available Correct entry or update bank before submittal Error No No EX/NEX

    Sick Exception Messages

    Exception Condition Message Action Required Severity Allow Save Allow Submit Applies to FLSA
    Employee used more sick time than available in their bank Sick leave taken exceeds hours available [#] hours entered but only [#] hours are available Adjust entry or call timekeeper Error No No EX/NEX
    Greater than 5 consecutive days of Bereavement have been entered (CX, RX, TX, SX, K7, PA and PX) Bereavement is limited to 5 consecutive days Adjust entry or call timekeeper Error No No EX/NEX, CX, RX, TX, SX, K7, PA & PX
    Greater than 10 consecutive days of Bereavement have been entered (99) Bereavement is limited to 10 consecutive days Adjust entry or call timekeeper Error No No 99
    EX/NEX

    Holiday Exception Messages

    Exception Condition Message Action Required Severity Allow Save Allow Submit Applies to FLSA
    Holiday hours have been entered on a week where there is no holiday or eligibility has not yet been met Holiday hours entered before eligibility has been met or during a week with no holiday Adjust entry or call timekeeper Error Yes No NEX
    Holiday hours plus other hours is less than the employees scheduled hours for the day Holiday plus other hours is less than scheduled hours for the day Validate or adjust entry Warning Yes Yes NEX
    Holiday hours entered in a week not equal to holiday hours calculated You must enter [#] holiday hours between [DATE] and [DATE], [#] hours entered Adjust entry or call timekeeper Information Yes Yes NEX
    Holiday hours entered over period not equal to holiday hours calculated Holiday hours entered are not equal to eligible holiday hours. You must enter [#] for this period [#] hours entered Adjust entry or call timekeeper Warning Yes No NEX
    Employee entered time on observed holiday Time entered on a holiday Adjust entry or call timekeeper Warning Yes No EX
    Employee entered time on a system holiday Time entered on a holiday Adjust entry, or call timekeeper Warning Yes No EX
    Employee used more Holiday than available in their bank Employee used more Holiday hours than available in the Holiday bank Adjust entry or call timekeeper Error No No NEX - PA
    Holiday bank adjustment made Holiday adjustment paycode was used None Information Yes Yes NEX - PA
    Holiday Premium hours have been calculated [#] OTH hours to be paid for premium work None Information Yes Yes NEX
    Employee status is LNP on a holiday Leave on a holiday. Action may be required None Information Yes Yes NEX
    More than 8 holiday hours entered on day More than 8 Holiday hours entered on day Adjust entry or call timekeeper Error Yes No NEX

    Comp. Time Exception Messages

    Exception Condition Message Action Required Severity Allow Save Allow Submit Applies to FLSA
    Employee’s comp. time hours exceed their schedule for the day Comp time may not exceed the scheduled hours for the day Adjust entry or call timekeeper Warning Yes Yes EX/NEX
    Comp Time Straight bank is exhausted Comp Time Straight bank is exhausted [#] entered, but only [#] available Adjust entry or call timekeeper Error No No EX/NEX
    Comp Time Premium bank is exhausted Comp Time Premium bank is exhausted [#] entered, but only [#] available Adjust entry or call timekeeper Error No No EX/NEX
    Comp Time Straight bank maximum is reached Comp. Time Straight bank maximum is reached, remaining hours will be paid None Information Yes Yes EX/NEX
    Comp Time Premium bank maximum is reached Comp. Time Premium bank maximum is reached, remaining hours will be paid None Information Yes Yes EX/NEX

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  • Monthly Academic Employees (Non-PostDoc)

    General Exception Messages

    Exception Condition Message Action Required Severity Allow Save Allow Submit
    Employee is on Leave without Pay (LNP) and has reported time Time worked or paid leave taken reported while on LNP Accruals may need to be adjusted by the Timekeeper Warning Yes Yes
    Employee has used Leave without Pay (LNP) Employee reported Leave No Pay None Information Yes Yes
    Employee has changed jobs mid-period and is now in a new policy profile group Policy profile change mid-period None Information Yes Yes
    Military leave is entered on the time sheet Military leave taken None Information Yes Yes
    Curtailment LNP is entered on a day that is not designated as a Campus Closure Day Not a Campus Closure day; Curtailment LNP is not allowed Correct entry or call timekeeper Error No No
    Unintended paycode on timesheet Invalid paycode, <>, entered on timesheet Correct entry or call timekeeper Error No No
    Time entered as a negative value on timesheet. Negative time reported. Adjust entry or call timekeeper Error No No
    Time was entered on a timesheet when the employee was not recognized as active by CruzPay Time reported for an employee who is not active None Error Yes Yes
    Time entered on a non-scheduled day Time entered on non-scheduled day Validate or adjust entry. Warning No No
    Exempt employee’s leave entry does not match their schedule. Entry using paycode <> does not match schedule. Validate or adjust entry. Warning Yes Yes
    Exempt employee enters leave on a paid holiday (whether system or observed). Time entered on a holiday Validate entry or contact timekeeper. Warning Yes No

    Vacation Exception Messages

    Exception Condition Message Action Required Severity Allow Save Allow Submit
    Employee used more vacation than available in their bank Vacation taken exceeds hours available Adjust entry or call timekeeper Error No No
    Vacation Curtailment is used on a non Campus Closure day (December) Vacation Curtailment is used on a non Campus Closure date Adjust entry or call timekeeper Error No No
    Vacation Curtailment is on the time sheet and Vacation bank goes below - 36 May not borrow more than 36 hours for Vacation Curtailment Adjust entry or call timekeeper Error No No
    Advising employee they are within 3-months of reaching their maximum accrual to allow them time to schedule and use vacation time You are within XX [three months accrual counted down] hours of reaching your maximum vacation balance ([XXX] hours). Check the box to acknowledge message Information Yes Yes
    Employee has reached the maximum vacation threshold You have reached your maximum vacation accrual of [XXX] hours Check the box to acknowledge message Information Yes Yes

    Sick Exception Messages

    Exception Condition Message Action Required Severity Allow Save Allow Submit
    Employee used more sick time than available in their bank. Sick leave taken exceeds amount available. [XX] entered, only [YY] available Adjust entry or call timekeeper Error No No

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  • Post-Doctoral (PX) Employees

    General Exception Messages

    Exception Condition Message Action Required Severity Allow Save Allow Submit
    Employee is on Leave without Pay (LNP) and has reported time Time worked or paid leave taken reported while on LNP Accruals may need to be adjusted by the Timekeeper Warning Yes Yes
    Employee has used Leave without Pay (LNP) Employee reported Leave No Pay None Information Yes Yes
    Employee has changed jobs mid-period and is now in a new policy profile group Policy profile change mid-period None Information Yes Yes
    Military leave is entered on the time sheet Military leave taken None Information Yes Yes
    Unintended paycode on timesheet Invalid paycode, <>, entered on timesheet Correct entry or call timekeeper Error No No
    Time entered as a negative value on timesheet. Negative time reported. Adjust entry or call timekeeper Error No No
    Time was entered on a timesheet when the employee was not recognized as active by CruzPay Time reported for an employee who is not active None Error Yes Yes
    Entry not entered in day increment (‘0’ or ‘1’) <paycode> must be entered in day increment Adjust entry to day increment. Error No No
    Time entered on a non-scheduled day Time entered on non-scheduled day Validate or adjust entry. Warning No No
    Exempt employee’s leave entry does not match their schedule. Entry using paycode <> does not match schedule. Validate or adjust entry. Warning Yes Yes
    Exempt employee enters leave on a paid holiday (whether system or observed). Time entered on a holiday Validate entry or contact timekeeper. Warning Yes No

    PTO Exception Messages

    Exception Condition Message Action Required Severity Allow Save Allow Submit
    Employee used more PTO than available in their bank [XX] entered, but only [YY] available. Adjust entry or call timekeeper Error No No

    Sick Exception Messages

    Exception Condition Message Action Required Severity Allow Save Allow Submit
    Employee used more sick time than available in their bank. Sick leave taken exceeds amount available. [XX] entered, only [YY] available. Adjust entry or call timekeeper Error No No

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  • Multiple Assignment Undergraduate Student Employees (Biweekly)
    Legend
    Aggregate All timesheet entries made by the employee across all assignments (jobs)
    Component Entries made on a specific timesheet
    Day All entries made on the day
    NEX Non-Exempt employee
    Period All entries made for the period
    Slice Timesheet Entry
    Week All entries made during the week

    Data Entry Exception Messages

    Exception Condition
    (what triggered the exception)
    Context Aggregate /
    Component
    Message Action Required Severity Allow Save Allow Submit
    An invalid paycode was used on the timesheet Slice Component Invalid paycode < >, entered on timesheet. Adjust entry or call timekeeper Error No No
    A paid hour’s paycode was entered with a negative value. Slice Component Negative hours reported. Adjust entry or call timekeeper Error No No
    Too many hours reported on the day Day Aggregate All Hours entered for the day exceed 24 Adjust entry or call timekeeper Error Yes No
    Sick time entered on timesheet exceeds balance available Slice Aggregate Sick leave taken exceeds hours available [#] entered, but only [#] hours are available. Adjust entry or call timekeeper Error No No
    Vacation time entered exceeds balance available Slice Aggregate Vacation leave taken exceeds hours available [#] entered, but only [#] hours are available. Adjust entry or call timekeeper Error No No
    Elapsed hours entered on timesheet in increment other than .25 hour increment Slice Component [Paycode] hours must be entered in .25-hour increments Adjust entry or call timekeeper Error No No
    Worked hours across all assignments total more than 20 hours in a week Week Aggregate Student reports more than 20 worked hours in week [#] hours reported None Information Yes Yes
    Sum of Holiday Override hours entered on all assignments is greater than 8 hours Slice Aggregate More than 8 Holiday hours entered on day. Time may be entered on more than one assignment Correct holiday hours entry Error Yes No
    Holiday Override hours were entered on timesheet, but there is no holiday in the week Slice Aggregate Holiday hours have been entered on a week where there is no holiday Correct holiday hours entry Error Yes No
    Sum of Holiday Override hours entered in the week across all assignments exceeds number of holidays in week * 8 Slice Aggregate You may enter no more than [#] Holiday hours between [date] and [date], [#] hours entered Correct holiday hours entry Error Yes No
    Sum of Holiday hours entered on the day across all assignments exceeds 8 hours Slice Aggregate More than 8 Holiday hours entered on the day. Time may be entered on more than one assignment Adjust Entry Error Yes No
    Time was entered on a timesheet for a day on which the employee was not active (has status of T) Day Aggregate Data entered on day when student is not active. Employee has separated Contact your timekeeper immediately Error No No
    Time was entered on a timesheet for a day on which the assignment was not active (has status of T) Day Component Data entered on day when assignment is not active Contact your timekeeper immediately Error No No
    Missed Punch Two outs and no in, or two ins and no out Slice Component Missed clock on previous transaction Contact Timesheet Coordinator Error Yes Yes

    Miscellaneous Exception Messages

    Exception Condition
    (what triggered the exception)
    Context Aggregate /
    Component
    Message Action Required Severity Allow Save Allow Submit
    More OTP Adjust hours entered than computed overtime Week Aggregate More OTP Adj hours entered than overtime earned Timekeeper validate OT Warning Yes Yes
    More OTS Adjust hours entered than computed overtime Week Aggregate More OTS Adj hours entered than overtime earned Timekeeper validate OT Warning Yes Yes

    Export Exception Messages

    Exception Condition
    (what triggered the exception)
    Context Aggregate /
    Component
    Message Action Required Severity Allow Save Allow Submit
    Prevent time entry from exporting to PPS Period Component MDo Not Export paycode applied to [assignment / period] timesheet - Warning Yes Yes
    System paycode Reg Prior has been generated Slice Aggregate Reg. Prior paycode appears on timesheet Timekeeper review and update as necessary Information Yes Yes
    System has calculated OT during the week across all assignments Week Aggregate Employee earned overtime this week - Information Yes Yes
    Approval level of Supervisor or higher not met Period Component Approval level not met, timesheet did not export - Information Yes Yes
    Combined aggregate hours greater than 100% Period Aggregate Student reported more than 100%. Review Timesheets Information Yes Yes
    Entry with no LD allocation in place Day Component No LD allocation in effect for this assignment Contact your timekeeper immediately Information Yes Yes
    Prevent export at assignment level enabled Period Component Timesheet will not be exported. No action necessary Information Yes Yes
    DNE paycode entered < > to 0.00 Period Component Must enter 0.00 with this paycode Correct entry Error No No

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  • Hourly Academic Employees (Biweekly)
    Legend
    Aggregate All timesheet entries made by the employee across all assignments (jobs)
    Component Entries made on a specific timesheet
    Day All entries made on the day
    NEX Non-Exempt employee
    Period All entries made for the period
    Slice Timesheet Entry
    Week All entries made during the week

    Data Entry Exception Messages

    Exception Condition
    (what triggered the exception)
    Context Aggregate /
    Component
    Message Action Required Severity Allow Save Allow Submit
    An invalid paycode was used on the timesheet Slice Component Invalid paycode <>, entered on timesheet Adjust entry or call timekeeper Error No No
    A paid hour’s paycode was entered with a negative value Slice Component Negative hours reported Adjust entry or call timekeeper Error No No
    Too many hours reported on the day Day Aggregate All Hours entered for the day exceed 24. Adjust entry or call timekeeper Error Yes No
    Elapsed hours entered on the timesheet in increment other than .25 hour increment Slice Component [Paycode] hours must be entered in .25 hour increments Adjust entry to .25 hour increments Error No No
    Worked hours across all assignments total more than 20 hours in a week Week Aggregate Employee reports more than 20 worked hours in week. [#] hours reported None Information Yes Yes
    Time was entered on a timesheet for a day on which the employee was not active (has status of T) Day Aggregate Data entered on day when student is not active. Employee has separated Contact your timekeeper immediately Error No No
    Time was entered on a timesheet for a day on which the assignment was not active (has status of T) Day Component Data entered on day when assignment is not active Contact your timekeeper immediately Error No No

    Export Exception Messages

    Exception Condition
    (what triggered the exception)
    Context Aggregate /
    Component
    Message Action Required Severity Allow Save Allow Submit
    Prevent time entry from exporting to PPS Period Component Do Not Export paycode applied to [assignment / period] timesheet - Warning Yes Yes
    System paycode Reg Prior has been generated Slice Aggregate Reg. Prior paycode appears on timesheet Timekeeper review and update as necessary Information Yes Yes
    System has calculated OT during the week across all assignments Week Aggregate Employee earned overtime this week. (Only with Student/Staff job.) - Information Yes Yes
    Approval level of Supervisor or higher not met Period Component Approval level not met, timesheet did not export - Information Yes Yes
    Combined aggregate hours greater than 100% Period Aggregate Employee reported more than 100%. Review Timesheets Information Yes Yes
    Entry with no LD allocation in place Day Component No LD allocation in effect for this assignment Contact your timekeeper immediately Information Yes Yes
    Prevent export at assignment level enabled Period Component Timesheet will not be exported No action necessary Information Yes Yes
    DNE paycode entered <> to 0.00 Period Component Must enter 0.00 with this paycode Correct entry Error No No

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  • Obsolete Exception Messages
    Exception Condition Message Action Required Severity Allow Save Allow Submit Applies to FLSA
    Notify the EE that their Furlough SR bank balance is going negative XX Furlough hours entered, which brings your balance to XX Validate or adjust entry Warning Yes Yes 99 - EX/NEX
    Maximum Furlough SR hours (based on EAD) exceeded Furlough SR taken exceeds hours available. XX entered, but only XX hours are available Adjust entry or call timekeeper Error No No 99 - EX/NEX
    CX-PTO entered on the timesheet exceeds the hours available in the bank CX-PTO leave taken exceeds available hours, [#] hours entered, but only [#] available Adjust entry or call timekeeper Error No No CX only

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  • Viewing your Schedule

    Timekeepers and Timesheet Coordinators have the responsibility for maintaining your schedule within the CruzPay system. 

    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 you have completed entering time on your timesheet, it should generally match your schedule.  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.

    Goose Time Reporting Summary (UCSC): This Timekeeper only report provides information on time reported each period showing calculated overtime and premium calculations. It also provides alerts advising the timekeeper on action(s) that have taken place on the timesheet that may need additional action.

    • This report needs a “save” action on the timesheets to be effective.
    • If the report is run for the “current” month, it is best to wait for the period closure to pass before generating it.
    • This report is run on an as of date.
    • This report can also be run individually with an employee’s ID number.

    Granny Goose Time Reporting Summary (UCSC): This Timekeeper only report provides information on the same information as the Goose Time Reporting Summary (UCSC), except it is used for reporting on periods pre-biweekly (prior to 1/20/2013).

    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.

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  • Acronyms

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  • Glossary of Terms

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  • Past Assignments

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  • Pay Preview

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  • Time-Off Balances

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  • Timesheet Comments

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  • Find Your Timekeeper

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  • How to Print Your Timesheet

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