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CruzPay: Supervisor Manual

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How to Log In
Timesheet Navigation
Status of Timesheet
Paycodes
Exception Messages
Schedules
Approving and/or Rejecting Timesheets
Period Close and Amended Timesheets
Groups
Reports
Appendices
  • Logging in to CruzPay

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

    Click the Launch CruzPay button.

    You will login as a Supervisor the same way you login as a user. 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. Supervisors have an additional function box available to them allowing the supervisory functions to be accessed.

    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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  • Viewing Employee Timesheets

    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 individual timesheet where you will enter your own hours and/or leave taken. Additionally it provides resources allowing you to perform supervisory functions.

    Please see the section in the Employee Manual on “How to Complete Your Timesheet” for information on entering your hours on your own timesheet.

    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.

    Viewing Employee Timesheets

    To view a timesheet of an employee, click the View Employee Time feature in the Supervisor Functions Box.

    Once clicked the Assignments window will open. A list of employees within the group will be shown. Select the employee whose timesheet you wish to view by clicking on their name.

    There are several functions available in the Assignments area of the window, which help you easily navigate through the employee records.

    The Prev button lets you move backwards through the list opening each timesheet as you click.

    The Next button lets you move forwards through the list opening each timesheet as you click.

    The Find button opens a dialog box allowing you to enter criteria to find a particular employee. This function is helpful if your groups are large.

    Type the information in one of the search criteria boxes and click search. The system returns a list of the employees matching the criteria you selected. Click the employee name to open the timesheet. Hire Date is not in use at UCSC.

    Check or uncheck the Exclude inactive employees’ checkbox to either show or hide employees whose timesheets are inactive and/or have terminated.

    Sort allows you to sort the records in the Assignments list.

    Click the drop down arrow and the three sorting choices are displayed. Click the choice you want and the employee names will perform the appropriate action.

    Once the selected timesheet has opened, to access 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.

    Once you have opened the selected timesheet you have additional resources and information available.


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  • Find Functionality

    ​Using the Find functionality is the best way to select the employee you want to work with.  As we know, many employees may have the same name, therefore, we always recommend “finding employees” using their Employee ID, which is unique to everyone.  If you choose to use the employee’s name, take extra care to ensure you have the correct employee.

    You can select FIND from many areas such as View Employee Time within the Manage Employee’s function box as well as on the Approval Window.

    The Find button opens a dialog box allowing you to enter criteria to find a particular employee.  This function is helpful if your groups are large.

    Type the information in one of the search criteria boxes and click search.  The system returns a list of the employees matching the criteria you selected.  Click the employee name to open the timesheet.

    Check or uncheck the Exclude inactive employees’ checkbox to either show or hide employees whose timesheets are inactive and/or have terminated.


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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 Icon to perform the desired action.

    The following is a description of each Function Button:

    A Save action should be done every time you enter new data or make any kind of change. Supervisors are not able to update employee timesheet entries, but can add comments to the timesheet.

    Once you make an update, the Save icon 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.

    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 Manager Reports available to you. Please see the Reports section of your manual for additional 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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  • Additional Timesheet Resources

    You will access additional timesheet resources directly from the employee’s timesheet. When a tab is enabled (active), its information will be displayed at the bottom of the timesheet.

    You can expand this area up or down by clicking on the 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 shown the timesheet entry causing the exception and see the exception message pertaining to it. You should work with your 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.



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



    When the Schedule tab is opened it displays the schedule assigned to the current pay period. Supervisors are unable to make changes to the employees schedule and should work with their Timesheet Coordinator or Timekeeper on necessary changes.


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  • Timesheet Identification Bar

    The Timesheet Identification Bar displays information about each employee.

    Single Assignment Employee: Name, Employee ID, Pay Cycle, Policy Profile, FLSA, Leave Code and Unit Name associated with the primary funding

    Multiple Assignment Employee: Name, Employee ID, Job Name and Unit Name associated with the primary funding


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  • Timesheet Views

    The timesheet has two available views Table or List and you can choose to use either view timesheets. 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 employee to enter notes on the timesheet entries as well.


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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)
    BR Graduate Student Researcher (default view: PTO Taken)
    BX Exempt Monthly Academic Student (default view: STL 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​ExplanationWho Can Use ItFLSASystem Coding used on reports
    Admin Leave w/PayAdministrative leave WITH pay approved per campus delegations of authorityAllEX/NEXADMN
    Allocated HoursUsed in the Pay Preview window SystemNEXALLOC_HRS
    Call Back Non-WorkUsed by Police Officers and Sergeants when called back to work ALLNEXCALL_BACK_NON_WRK
    Cat Leave TakenCatastrophic leave taken. Deducts from manual bank holding donations. Needs corresponding VAC/VLA action. TKEX/NEXCAT_LEAVE
    Cat Leave AdjustCatastrophic leave adjustments to add or reduce (+/-) hours in the manual bank after EE has received donations. TKEX/NEXCAT_ADJ
    Comp Prem AdjustThis code adds or reduces (+/-) hours in the bank. TKNEXCOMP_PREM_ADJ
    Comp Prem EarnedSystem generated paycode used during calculations for banked OTP. SystemNEXCOMP_PREM_E
    Comp Prem IncrementThis code adds or reduces (+/-) hours in the bank in any increment. TKNEXCOMP_PREM_INC
    Comp. Prem PayReduces the bank when comp. time premium is paid to employee. TKNEXCOMP_PREM_PAY
    Comp Str AdjustThis code adds or reduces (+/-) hours in the bank. TKNEXCOMP_STR_ADJ
    Comp Str EarnedSystem generated paycode used during calculations for banked OTS SystemNEXCOMP_STR_E
    Comp Str IncrementThis code adds or reduces (+/-) hours in the bank in any increment TKNEXCOMP_STR_INC
    Comp. Str. PayReduces the bank when comp. time straight is paid to employee. TKNEXCOMP_STR_PAY
    Consec. Qualifying Mo AdjUsed 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. TKNEXCONSEC_QUAL_ADJ
    Comp Prem TakenEntered when using accrued premium comp. time. Exempt with grandparented overtime will need to use this paycode when using CTO.AllEX/NEXCTOP
    Comp Str TakenEntered when using accrued straight comp. time. Exempt with grandparented overtime will need to use this paycode when using CTO.AllEX/NEXCTOS
    Court Not WorkedUsed by Police Officers and Sergeants when called to court to represent the non-work time AllEX/NEXCOURT_NON_WRK
    Do Not ExportUsed by Timekeepers to prevent the timesheet from exporting from CruzPay to UCPath for payment (Student/HAC) ALLNEXDNE
    Extended SKLUsed to enter additional sick hours when on Workers Comp leave and eligible for Extended Sick Leave. TKEX/NEXESL
    HolidayUsed to enter eligible holiday hours for the period dovetailing to system holiday hours shown (same pay period/same workweek).AllNEXHOL
    HolidayUsed by Police Officers/Sergeants to use hours from the Holiday BankAllNEXHOL
    Holiday AdjustUsed by Timekeepers to adjust hours in the holiday bank for Police Officers/Sergeants TKNEXHOL_ADJ
    Holiday Premium HoursSystem paycode applied to the Pay Preview when regular hours are entered on a premium holiday SystemNEXOTH
    Holiday OverrideUsed to override the system holiday calculation. TKNEXHOL_OVR
    Holiday ReliefUsed by K7 employees in Physical Plant to report holiday hours on the Relief Shift. Indicates to TK shift differential is dueAllNEXHOL_RELIEF
    JuryUsed to report hours on jury duty (EX= use in whole day increments).AllEX/NEXJURY
    Leave No PayUsed to report hours on leave without pay.AllEX/NEXLNP
    LNP CurtailmentUsed to report Leave NO Pay during December Curtailment (closure) period only.AllEX/NEXLNP_CURT
    Leave No Pay-FMLAUsed when EE is on FMLA without pay. Will track “FMLA reportable” hours. TKEX/NEXFMLA
    LNP-FurloughUsed to report hours on leave without pay when employees are on furlough.AllEX/NEXLNP_FURLOUGH
    MilitaryUsed when employees are on military leave (not a routine code)AllEX/NEXMIL
    Negate Prior RegularSystem coding used to adjust time in weeks crossing period boundaries when overtime may occur in the new period SystemNEXREG_PRIOR
    OT-DoubleUsed by the system to apply double OT for SX working >12 hours on a day SystemNEXOTD
    OT-PremiumPaycode viewable on the Pay Preview reflecting premium overtime hours calculated which must be paid not comped. SystemNEXOTP
    OT-StraightPaycode viewable on the Pay Preview reflecting straight overtime hours calculated which must be paid not comped. SystemNEXOTS
    Per Diem Sick OverrideTo override the amount of per diem sick time that is available. TKEX/NEXPER_DIEM_SICK_OVR
    Prof DevelopUsed to track training hoursAllNEXPROF_DEV
    Protected Sick Right AdjustTo adjust the amount of protected sick rights available. TKEX/NEXSKL_PROT_ADJ
    Regular DayUsed to record regular hours worked to the nearest ¼ hour on the day shift.AllNEXREG_DAY
    Regular Day ClockUsed 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
    NEXREG_DAY_CLOCK
    Regular EveningUsed to record regular evening hours (per contract language) to the nearest ¼ hour.AllNEXREG_EVE
    Regular Evening ClockUsed to record regular hours worked to the nearest ¼ hour for employees who use swipe cards for time entry on the evening shift.AllNEXREG_EVE_CLOCK
    Regular NightUsed to record regular night hours (per contract language) to the nearest ¼ hourAllNEXREG_NIGHT
    Regular Night ClockUsed to record regular hours worked to the nearest ¼ hour for employees who use swipe cards for time entry on the night shift.AllNEXREG_NIGHT_CLOCK
    Relief Regular PayUsed by K7 employees in Physical Plant to report hours on the Relief Shift. Indicates to TK shift differential is due.AllNEXREG_RELIEF
    Regular ClockUsed for employees who use swipe cards to report timeAllNEXREG_SWIPE
    Rounding Adjust DecreaseUsed by the system to decrease the rounding for employees who use swipe cards to clock in. SystemNEXROUNDING_ADJ_DEC
    Rounding Adjust IncreaseUsed by the system to increase the rounding for employees who use swipe cards to clock in. SystemNEXROUNDING_ADJ_INC
    Sick FMLATo report sick leave used during FMLA leave TKEX/NEXSFMLA
    Sick BereavementBereavement 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)AllEX/NEXBRV
    Sick FamilyWhen using sick time to take care of family members per contract and policy.AllEX/NEXFSL
    Sick TakenUsed to report sick leave used .AllEX/NEXSKL
    Sick AdjustAdds or reduces (+/-) hours to the sick leave bank. TKEX/NEXSKL_ADJ
    Sick IncrementUsed to apply sick leave in any increment on the timesheet TKEX/NEXSKL_INC
    Sick Taken (Protected)To report protected sick leave taken. System-wide information available here.AllEX/NEXSKL_PROT
    Sick Workers Comp.Used to report sick leave usage on workers comp. TKEX/NEXSKL_WC
    Travel Not WorkedUsed by Police Officers/Sergeants to report travel time not workedAllNEXTRAVEL_NON_WRK
    Union BusinessUsed to report time for union business – consult with ELR for appropriateness.AllEX/NEXUBL
    Union RepresentationDO NOT USE - OBSOLETE
    Union Labor Mgmt.DO NOT USE - OBSOLETE
    Vacation TakenTo report vacation leave used.AllEX/NEXVAC
    VAC Lost AdjustAdds or reduces (+/-) hours in the Lost Hour Bank. TKEX/NEXLOST_ADJ
    VAC Lost TakenUsed when entering hours used from the Lost Hour Bank. TKEX/NEXLOST_TAKEN
    Vacation AdjustAdds or reduces (+/-) hours in the vacation leave bank. TKEX/NEXVAC_ADJ
    Vacation CurtailUsed 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.AllEX/NEXVAC_CR
    Vacation FMLATo report vacation leave during FMLA leave TKEX/NEXVFMLA
    Vacation FSPAVacation used for Family School Partnership Act.AllEX/NEXVAC_FSPA
    Vacation Incr.Used to apply vacation leave in any increment on the timesheet. TKEX/NEXVAC_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 TKEX/NEXTRM
    Vacation Work CompUsed to report vacation leave usage on workers comp TKEX/NEXVAC_WC
    VotingHours spent on voting activities.AllNEXVOTE


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  • Monthly Academic Employees (Non-Postdoc, Non-BR, Non-BX)
    PaycodeExplanationWho Can Use ItSystem Coding
    Admin Leave w/PayAdministrative leave WITH pay approved per campus delegations of authority.AllADMN
    Cat Leave TakenCatastrophic leave taken per donations received. Deducts from manual CAT Leave Bank. Needs corresponding VAC/VLA on TRW TKCAT_LEAVE
    Cat Leave AdjustCatastrophic leave adjustments to add or reduce (+/-) hours in the manual bank after EE has received donations. TKCAT_ADJ
    Extended SKLUsed to enter additional sick hours when on Workers Comp leave and eligible for Extended Sick Leave. TKESL
    JuryUsed to report hours on jury duty (EX= use in whole day increments).AllJURY
    Leave No PayUsed to report hours on leave without pay.AllLNP
    Leave No Pay-FMLAUsed when EE is on FMLA without pay. Will track “FMLA reportable” hours at no pay TKFMLA
    LNP CurtailmentUsed to report Leave NO Pay during December Curtailment (closure) period only.AllLNP_CURT
    MilitaryUsed when employees are on military leave (not a routine code).AllMIL
    Protected Sick Right AdjustTo adjust the amount of protected sick rights available. TKSKL_PROT_ADJ
    Sick TakenUsed to report sick leave used .AllSKL
    Sick FamilyWhen using sick time to take care of family members per contract languageAllFSL
    Sick BereavementBereavement leave (attending memorial / funeral services or death in familyAllBRV
    Sick FMLATo report sick leave used during FMLA leave TKSFMLA
    Sick AdjustAdds or reduces (+/-) hours to the sick leave bank. TKSKL_ADJ
    Sick IncrementUsed to apply sick leave in any increment on the timesheet. One use is for exhausting EX sick leave in less than whole day increments TKSKL_INC
    Sick Taken (Protected)To report protected sick leave taken. System-wide information available here. (Does not apply to Unit 18 or Astronomer Titles)AllSKL_PROT
    Sick Workers Comp.Used to report sick leave usage on workers comp. TKSKL_WC
    Union BusinessUsed to report Union BusinessAllUBL
    Union RepresentationDO NOT USE - OBSOLETE
    Union Labor Mgmt.DO NOT USE - OBSOLETE
    Vacation TakenTo report vacation leave used.AllVAC
    Vacation FMLATo report vacation leave during FMLA leave TKVFMLA
    Vacation AdjustAdds or reduces (+/-) hours in the vacation leave bank. TKVAC_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 TKVAC_INC
    Vacation FSPAVacation used for Family School Partnership Act.AllVAC_FSPA
    Vacation CurtailUsed 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.AllVAC_CR
    Vacation Work CompUsed to report vacation leave usage on workers comp TKVAC_WC
    Vacation TRMUsed to clear and pay off vacation hours from the bank for a separating employee. PAYCODE SHOULD NOT BE USED AT THIS TIME. TKTRM


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  • Post-Doctoral (PX) Employees
    PaycodeExplanationAbility to UseSystem Coding
    Admin Leave w/PayAdministrative leave WITH pay approved per campus delegations of authorityAllADMIN
    Extended SKLUsed to enter additional sick days when on Workers Comp leave and eligible for Extended Sick Leave TKESL
    JuryUsed to report days on jury duty (EX=whole day increments)AllJURY
    Leave No PayUsed to report days on leave without payAllLNP
    Leave No Pay-FMLAUsed when on FMLA without pay. Will track “FMLA reportable” time at no pay TKFMLA
    MilitaryUsed when employees are on military leave (not a routine code)AllMIL
    Protected Sick Right AdjustTo adjust the amount of protected sick rights available. TKSKL_PROT_ADJ
    PTO TakenUsed to report personal time off (PTO)AllPTO
    PTO BereavementUsed to report personal time off for bereavementAllBRV_PTO
    PTO FMLAUsed to report sick leave taken during FMLA leaveAllPTO_FMLA
    PTO AdjustAllows timekeeper to add or deduct time from the PTO bank TKPTO_ADJ
    PTO FSPAFamily School Partnership ActAllPTO_FSPA
    PTO Work CompSimilar to VAC_WC TKPTO_WC
    Sick TakenUsed to report sick leave usedAllSKL
    Sick BereavementBereavement 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)AllBRV
    Sick FMLAUsed to report sick leave taken during FMLA leave TKSFMLA
    Sick AdjustAdds or reduces (+/-) days to the sick leave bank
    TKSKL_ADJ
    Sick Taken (Protected)To report protected sick leave taken. System-wide information available here. ​(Does not apply to Unit 18 or Astronomer Titles)AllSKL_PROT
    Sick Workers CompUsed to report sick leave usage for employees on workers comp TKSKL_WC
    Union BusinessUsed to report time for union business – consult Labor Relations Office for appropriatenessAllUBL
    Union RepresentationUsed to report time for union business – consult Labor Relations Office for appropriatenessAllURL
    Union Labor MgmtUsed to report time for union business – consult Labor Relations Office for appropriatenessAllUML


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  • Graduate Student Researcher (BR) Employees
    Paycode Explanation Ability to Use System Coding
    Admin Leave w/Pay Administrative leave WITH pay approved per campus delegations of authority. TK ADMIN
    Bereavement Bereavement leave (attending memorial / funeral services or death in family per contract language; 5-days max ALL BR_BX_BRV
    Jury Used to report days on jury duty (EX=whole day increments) ALL JURY
    LNP - Intermittent/Unplanned Used to report unplanned days on leave without pay ALL LNP_INT
    Leave No Pay Used by Academic Leave Coordinator to report planned days on leave without pay TK LNP
    Leave No Pay (Supplemental Shor-Term) Used by Academic Leave Coordinator to report planned days on leave without pay All LNP_ST
    Leave No Pay - Bereavement Used by Academic Leave Coordinator to report planned days on leave without pay TK LNP_BRV
    Long-Term Leave Used by Academic Leave Coordinator to indicate long-term leave TK BR_BX_LTL
    Military Used when employees are on military leave (not a routine code). All MIL
    Paid Time Off (GSR) Used to report personal time off (PTO) All BR_PTO
    Short-Term Leave Used to report Short Term Leave ALL BR_BX_STL
    Voting Used to report time for voting All VOTE

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  • Salaried Academic Student Employees (ASE)
    Paycode Explanation Ability to Use System Coding
    Admin Leave w/Pay Administrative leave WITH pay approved per campus delegations of authority. TK ADMIN
    Bereavement Bereavement leave (attending memorial / funeral services or death in family per contract language; 5-days max ALL BR_BX_BRV
    Jury Used to report days on jury duty (EX=whole day increments) ALL JURY
    LNP - Intermittent/Unplanned Used to report unplanned days on leave without pay ALL LNP_INT
    Leave No Pay Used by Academic Leave Coordinator to report planned days on leave without pay TK LNP
    Leave No Pay (Supplemental Short-Term) Used by Academic Leave Coordinator to report planned days on leave without pay All LNP_ST
    Leave No Pay - Bereavement Used by Academic Leave Coordinator to report planned days on leave without pay TK LNP_BRV
    Long-Term Leave Used by Academic Leave Coordinator to indicate long-term leave TK BR_BX_LTL
    Military Used when employees are on military leave (not a routine code). All MIL
    Short-Term Leave Used to report Short Term Leave ALL BR_BX_STL
    Voting Used to report time for voting All VOTE

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  • Multiple Assignment Undergraduate Student and Hourly Academic Employees (Biweekly)
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    PaycodeExplanationWho Can Use ItSystem Coding Used on Reports
    Admin Leave w/PayAdministrative leave WITH pay approved per campus delegations of authorityAllADMIN
    Allocated Hours (Paycode)Used by the system to allocate hours per the Labor Distribution (funding information) SystemALLOC_HRS
    Do Not ExportUsed by the TK to stop the timesheet from exporting to UCPath TKDNE
    HolidaySystem 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 OverrideUsed to override the system holiday calculation TKHOL_OVR
    OTPSystem code used to calculate premium overtime SystemOTP
    OTP AdjustUsed by the TK to override system calculated OT allocation for OTP TKOTP_ADJ
    OTSSystem code used to calculate straight overtime SystemOTS
    OTS AdjustUsed by the TK to override system calculated OT allocation for OTS TKOTS_ADJ
    Regular HoursUsed to record regular hours worked to the nearest ¼ hour on day/evening or night shiftAllREG
    Regular Hours ClockUsed to record regular hours worked to the nearest ¼ hour for employees who clock in using swipe cards SystemREG_CLOCK
    Reg PriorCalculated by the system in certain OT cases SystemREG_PRIOR
    Sick AdjustUsed by the TK to add or reduce (+/-) hours in the bank TKSKL_ADJ
    Sick IncrementAdjustments to bank in any increment of time TKSKL_INC
    Sick TakenUsed to report sick leave usedAllSKL
    Sick Taken (Protected)To report protected sick leave taken. System-wide information available here. (Does not apply to BX represented employees)AllSKL_PROT
    Vacation TRMUsed to clear and pay off vacation hours for a separating employee. PAYCODE SHOULD NOT BE USED AT THIS TIME TKTRM
    Vacation AdjustUsed by the TK to add or reduce (+/-) hours in the bank TKVAC_ADJ
    Vacation IncrementAdjustments to bank in any increment of time TKVAC_INC
    Vacation TakenTo report vacation leave usedAllVAC
    ​​

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  • Hourly Academic Employees (Biweekly)
    Paycode​​
    ExplanationAbility to Use CodeSystem Coding
    Admin Leave w/PayAdministrative leave WITH pay approved per campus delegations of authorityAllADMIN
    Allocated – [paycode]Used by the system to allocate hours per the Labor Distribution (funding information) SystemALLOC_HRS
    Do Not ExportUsed by the TK to stop the timesheet from exporting to UCPath TKDNE
    Protected Sick Right AdjustTo adjust the amount of protected sick rights available. TKSKL_PROT_ADJ
    Regular HoursUsed to record regular hours worked to the nearest ¼ hourAllREG
    Sick AdjustUsed by the TK to add or reduce (+/-) hours in the bank TKSKL_ADJ
    Sick IncrementAdjustments to Sick Bank in any increment of time TKSKL_INC
    Sick TakenUsed to report sick leave usedAllSKL
    Sick Taken (Protected)To report protected sick leave taken. System-wide information available here. (Does not apply to Unit 18 or Astronomer Titles)AllSKL_PROT
    Vacation AdjustUsed by the TK to add or reduce (+/-) hours in the bank TKVAC_ADJ
    Vacation IncrementAdjustments to bank in any increment of time TKVAC_INC
    Vacation TakenTo report vacation leave usedAllVAC
    Vacation TRMUsed to clear and pay off vacation hours for a separating employee. PAYCODE SHOULD NOT BE USED AT THIS TIME TKTRM
    ​​

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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)
    MessageAction RequiredSeverityAllow SaveAllow SubmitFLSAUnions
    (Holiday hours worked) OTH hours to be paid for premium work.InformationYesYesNEX99, CX, EX, HX, K7, NX, PA, RX, SX, TX
    (Pay code entered) hours must be entered in .25 hour increments.Adjust entry to .25 incrementsErrorNoNoEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    4 hrs or more of non-scheduled shift were worked.Adjust entry or call timekeeperInformationYesYesNEX99, CX, EX, HX, K7, NX, RX, SX, TX
    Accruals have not yet been posted.InformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Advanced Certification has been downgraded to Intermediate CertificationValidate Advanced was in errorInformationYesYesNEX99, PA
    All Hours entered exceed 24Correct entryErrorNoNoEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Allowed 1 missed break pay per day. Enter 1.00 on Missed Break Pay to report one or more missed breaks today.Correct or Remove.ErrorNoNoNEX99, CX, EX, HX, NX
    Allowed 1 missed meal pay per day. Enter 1.00 on Missed Meal Pay to report a missed meal today.Correct or Remove.ErrorNoNoNEX99, CX, EX, HX, NX
    Biweekly employees cannot be scheduled for more than 40 hours in a week.ErrorNoNoEX/NEX99, CX, DX, EX, HX, K7, NX, RX, SX, TX
    Catastrophic Leave bank is exhausted.Correct entry or update bank before submittalErrorYesNoEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Comp Time bank is exhausted.Correct Entry before saving and submittingErrorNoNoNEX99, CX, EX, HX, K7, NX, PA, RX, SX, TX
    Comp Time bank maximum is reached, remaining hours will be paid.Any additional overtime will be paid.InformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Do Not Export paycode applied to this timesheetInformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Employee didn't work after the holiday.ErrorYesYesNEX99, CX, EX, HX, K7, NX, PA, RX, SX, TX
    Employee didn't work prior to the holiday.ErrorYesYesNEX99, CX, EX, HX, K7, NX, PA, RX, SX, TX
    Employee didn't work the week of the holiday.ErrorYesYesEX99, CX, DX, HX, RX, TX
    Employee may now be vacation eligible.Timekeeper, please reviewInformationYesYesNEXEX, HX, K7, NX, SX
    Employee not eligible for shift payAdjust entry or call timekeeperWarningYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Employee worked more than 12-hours for the day and double time has been generatedInformationYesYesNEXCX, EX, HX, K7, NX, RX, SX, TX
    Employee worked over schedule (>8 hours) today and earned Daily OTInformationYesYesNEXCX, EX, HX, K7, NX, RX, SX, TX
    Greater than 4 days of day shift (shift worker)Adjust entry or call timekeeperWarningYesYesNEX99, CX, EX, HX, K7, NX, RX, SX, TX
    Greater than 40 hours leave taken in a weekAdjust leave takenErrorNoNoEX/NEX99, CX, DX, EX, HX, K7, NX, RX, SX, TX
    Greater than scheduled hours leave taken in a weekAdjust leave taken if neededWarningYesYesEX99, CX, DX, HX, RX, TX
    Holiday Adjust hours added to your Timesheet to correct holiday hours from previous month.InformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Holiday hours entered are not equal to eligible holiday hours.Adjust entry or call timekeeperErrorYesNoEX/NEX99, CX, DX, EX, HX, K7, NX, RX, SX, TX
    Holiday hours have been entered on a week where eligibility has not yet been met or there is no holidayAdjust entry or call timekeeperErrorYesNoEX/NEX99, CX, DX, EX, HX, K7, NX, RX, SX, TX
    Holiday taken exceeds hours available. (Holiday hours) entered, but only (holiday required) hours are available.Adjust entry or call timekeeperErrorYesNoNEX99, PA
    Invalid pay code, "(pay code name/pay code), entered on timesheet.Correct entry or call timekeeperErrorNoNoNEXHX, NX
    LNP curtailment reported on timesheet.InformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Leave on a Holiday. Action may be requiredAdjust entry or call timekeeperInformationYesYesEX99
    MO Leave Reported on a weekend.Move leave to a weekday.ErrorYesYesEX99, CX, DX, HX, RX, TX
    Manager Changed.InformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Mid period position number changeInformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Military leave taken.InformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Minimum approval level not met, timesheet will not be exported.InformationYesYesNEX99
    Missed break pay applied.InformationYesYesNEX99, CX, EX, HX, NX
    Missed clock on previous transaction.TSC Correct Entry before ApprovalErrorYesYesNEX99, SX
    Missed meal break and missed meal pay only applies to the Student Health CenterRemove missed meal and/or break pay.ErrorNoNoNEX99, CX, EX, HX, NX
    Missed meal pay applied.InformationYesYesNEX99, CX, EX, HX, NX
    More than 8 Holiday hours entered on day.Adjust entryErrorYesNoEX/NEX99, CX, DX, EX, HX, K7, NX, RX, SX, TX
    Must enter 0.00 with this paycodeCorrect entryErrorNoNoEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Negative time reported.Adjust entry or call timekeeperErrorNoNoEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Night shift differential not paid on fewer than 2 hours of Regular Night on a day.WarningYesYesNEX99, PA
    Non-shift worker earns shift diffAdjust entry or call timekeeperInformationYesYesNEX99, CX, EX, HX, K7, NX, RX, SX, TX
    Non-shift worker reported shift hours (less than 4)Adjust entry or call timekeeperInformationYesYesNEX99, CX, EX, HX, K7, NX, RX, SX, TX
    Not allowed - missed break pay available only after working at least 3.5 hours.Remove Missed Break Pay.ErrorNoNoNEX99, CX, EX, HX, NX
    Not allowed - missed meal pay available only after working at least 5 hours.Remove Missed Meal Pay.ErrorNoNoNEX99, CX, EX, HX, NX
    Not eligible to take vacation leaveAdjust entry or call timekeeperErrorNoNoNEXEX, HX, K7, NX, SX
    Only one occurence of the Vacation Comp Override pay code can be used per period.ErrorNoNoNEXEX
    PA Certification Pay is ON at the (police certification) LevelInformationYesYesNEX99, PA
    PA employees cannot be scheduled for more than 80 hours in a biweek.ErrorNoNoNEX99, PA
    PFCB Pay Codes cannot be mixed with other pay codes on a day.ErrorNoNoEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    PFCB pay must match schedule.ErrorNoNoEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Police Certification Pay has been turned OFFInformationYesYesNEX99, PA
    Police Specialty Pay II is ON or OFFInformationYesYesNEX99, PA
    Police Specialty Pay has been turned OFFInformationYesYesNEX99, PA
    Police Specialty Pay is ONInformationYesYesNEX99, PA
    Police System Wide Response Pay has been turned OFFInformationYesYesNEX99, PA
    Police System Wide Response Pay is ONInformationYesYesNEX99, PA
    Policy Special Pay On and Off Codes, or two certification codes cannot appear on the same dayErrorNoNoNEX99, PA
    Policy profile change mid-periodNoneInformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Protect sick leave is taken in whole day increments by monthly employees.Remove or contact your timekeeper.ErrorNoNoEX99, CX, DX, HX, RX, TX
    The Protected Sick Leave Bank is exhausted.Remove or contact your timekeeper.ErrorNoNoEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Protected sick leave has been used.InformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Shift Diff. Indicator is OFFInformationYesYesNEX99, CX, EX, HX, K7, NX, RX, SX, TX
    Shift Diff. Indicator is ONInformationYesYesNEX99, CX, EX, HX, K7, NX, RX, SX, TX
    Shift schedule, but worked day.Adjust entry or call timekeeperInformationYesYesNEX99, CX, EX, HX, K7, NX, RX, SX, TX
    Protected sick leave is not available before 1/1/25Remove the pay code on the date.ErrorNoNoEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Sick leave taken does not match scheduleValidate or adjust entryWarningYesYesEX99, CX, DX, HX, RX, TX
    Sick leave taken exceeds amount available.Adjust entry or call timekeeperErrorYesNoEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Specialty/Certification adjustment paycodes entered on timesheetInformationYesYesNEX99, PA
    Specialty/Certification pay code entered on timesheet (invalid for sergeants, job codes 005314, 005315)ErrorNoNoNEX99, PA
    Takes do not match scheduleSupervisor action requiredWarningYesYesEX99, CX, DX, HX, RX, TX
    Takes on a day exceed schedule. Please remove takes that exceed schedule.If you have questions contact your timekeeper.WarningYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    The Vacation Comp Bank is ExhaustedAdjust entry or call timekeeperErrorYesYesNEXEX
    The police holiday bank is exhausted.Modify entry or contact timekeeperErrorNoNoNEX99, PA
    Time entered on an actual holidayAdjust entry or call timekeeperWarningYesYesEX99, CX, DX, HX, RX, TX
    Time entered on an actual holidayAdjust entry or call timekeeperInformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Time entered on an observed holiday.Adjust entry or call timekeeperInformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Time entered on an observed holiday.Adjust entry or call timekeeperWarningYesYesEX99, CX, DX, HX, RX, TX
    Time entered on non-scheduled dayInformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Time entry does not match scheduleValidate or adjust entryInformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Time reported for an employee who is not active.Contact Your Timekeeper ImmediatelyErrorYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Timesheet orientation message for employeeInformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Timesheet orientation message for supervisorInformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Timesheet orientation message for timesheet coordinatorInformationYesYesEX/NEX99, CX, K7, PA, SX, TX
    Timesheet will not be exportedNo action necessaryInformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Vacation Curtailment exceeds 48 hours in a pay period.Adjust entry or call timekeeperErrorNoNoEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Vacation curtailment reported on timesheet.Vacation curtailment reported on timesheetInformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    Vacation does not match schedule. Please update entries to match schedule.If you have questions contact your timekeeper.WarningYesYesEX99, CX, DX, HX, RX, TX
    Vacation taken exceeds hours availableAdjust entry or call timekeeperErrorYesNoEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    You are approaching your maximum vacation balance. This could impact future accruals.AcknowledgeErrorYesNoEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    You are viewing this timesheet using the HR ADMIN role.InformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    You are viewing this timesheet using the MANAGER role.InformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    You are viewing this timesheet using the TIMEKEEPER role.InformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    You are viewing this timesheet using the TIMESHEET COORDINATOR role.InformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    You are viewing this timesheet using the TS_FIXER role.InformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    You are viewing this timesheet using the VIEW ONLY role.InformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    You have reached your maximum accrual vacation hours.AcknowledgeInformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
    You must enter (required) Holiday hours between (start) and (end of week). (Actual holiday hours entered)InformationYesYesEX/NEX99, CX, DX, EX, HX, K7, NX, RX, SX, TX

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  • Monthly Academic Employees (Non-Postdoc, Non-BR, Non-BX)
    MessageAction RequiredSeverityAllow SaveAllow SubmitFLSAUnions
    (PTO hours) entered, but only (PTO hours) available.Adjust entry or call timekeeperErrorYesNoEXPX
    Accruals have not yet been posted.InformationYesYesEXPX
    Bereavement is limited to 5 days within a calendar year.Adjust entry or call timekeeperWarningYesNoEXPX
    Cannot combine leave usageAdjust entryErrorNoNoEXPX
    Do Not Export paycode applied to this timesheetInformationYesYesEXPX
    Employee didn't work the week of the holiday.ErrorYesYesEXPX
    Greater than scheduled hours leave taken in a weekAdjust leave taken if neededWarningYesYesEXPX
    Manager Changed.InformationYesYesEXPX
    Mid period position number changeInformationYesYesEXPX
    Military leave taken.InformationYesYesEXPX
    Must enter 0.00 with this paycodeCorrect entryErrorNoNoEXPX
    Negative time reported.Adjust entry or call timekeeperErrorNoNoEXPX
    PTO Sick does not match schedule. Please update entries to match schedule.If you have questions contact your timekeeper.ErrorNoNoEXPX
    Paid Time Off entry does not match scheduleValidate or adjust entryErrorNoNoEXPX
    Policy profile change mid-periodNoneInformationYesYesEXPX
    Protect sick leave is taken in whole day increments by monthly employees.Remove or contact your timekeeper.ErrorNoNoEXPX
    The Protected Sick Leave Bank is exhausted.Remove or contact your timekeeper.ErrorNoNoEXPX
    Protected sick leave has been used.InformationYesYesEXPX
    Protected sick leave is not available before 1/1/25Remove the pay code on the date.ErrorNoNoEXPX
    Sick leave taken exceeds amount available.Adjust entry or call timekeeperErrorYesNoEXPX
    Takes do not match scheduleSupervisor action requiredWarningYesYesEXPX
    Time entered on an actual holidayAdjust entry or call timekeeperWarningYesYesEXPX
    Time entered on an observed holiday.Adjust entry or call timekeeperWarningYesYesEXPX
    Time entered on non-scheduled dayInformationYesYesEXPX
    Time reported for an employee who is not active.Contact Your Timekeeper ImmediatelyErrorYesYesEXPX
    Timesheet orientation message for employeeInformationYesYesEXPX
    Timesheet orientation message for supervisorInformationYesYesEXPX
    Timesheet will not be exportedNo action necessaryInformationYesYesEXPX
    Union Business Leave (UBL) usage has to be approved by your timekeeperContact your timekeeper for pre-approvalErrorYesYesEXPX
    Vacation Curtailment exceeds 48 hours in a pay period.Adjust entry or call timekeeperErrorNoNoEXPX
    You are viewing this timesheet using the HR ADMIN role.InformationYesYesEXPX
    You are viewing this timesheet using the MANAGER role.InformationYesYesEXPX
    You are viewing this timesheet using the TIMEKEEPER role.InformationYesYesEXPX
    You are viewing this timesheet using the TIMESHEET COORDINATOR role.InformationYesYesEXPX
    You are viewing this timesheet using the TS_FIXER role.InformationYesYesEXPX
    You are viewing this timesheet using the VIEW ONLY role.InformationYesYesEXPX

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  • Post-Doctoral (PX) Employees
    MessageAction RequiredSeverityAllow SaveAllow SubmitFLSAUnions
    (PTO hours) entered, but only (PTO hours) available.Adjust entry or call timekeeperErrorYesNoEXPX
    Accruals have not yet been posted.InformationYesYesEXPX
    Bereavement is limited to 5 days within a calendar year.Adjust entry or call timekeeperWarningYesNoEXPX
    Cannot combine leave usageAdjust entryErrorNoNoEXPX
    Do Not Export paycode applied to this timesheetInformationYesYesEXPX
    Employee didn't work the week of the holiday.ErrorYesYesEXPX
    Greater than scheduled hours leave taken in a weekAdjust leave taken if neededWarningYesYesEXPX
    Manager Changed.InformationYesYesEXPX
    Mid period position number changeInformationYesYesEXPX
    Military leave taken.InformationYesYesEXPX
    Must enter 0.00 with this paycodeCorrect entryErrorNoNoEXPX
    Negative time reported.Adjust entry or call timekeeperErrorNoNoEXPX
    PTO Sick does not match schedule. Please update entries to match schedule.If you have questions contact your timekeeper.ErrorNoNoEXPX
    Paid Time Off entry does not match scheduleValidate or adjust entryErrorNoNoEXPX
    Policy profile change mid-periodNoneInformationYesYesEXPX
    Protect sick leave is taken in whole day increments by monthly employees.Remove or contact your timekeeper.ErrorNoNoEXPX
    The Protected Sick Leave Bank is exhausted.Remove or contact your timekeeper.ErrorNoNoEXPX
    Protected sick leave has been used.InformationYesYesEXPX
    Protected sick leave is not available before 1/1/25Remove the pay code on the date.ErrorNoNoEXPX
    Sick leave taken exceeds amount available.Adjust entry or call timekeeperErrorYesNoEXPX
    Takes do not match scheduleSupervisor action requiredWarningYesYesEXPX
    Time entered on an actual holidayAdjust entry or call timekeeperWarningYesYesEXPX
    Time entered on an observed holiday.Adjust entry or call timekeeperWarningYesYesEXPX
    Time entered on non-scheduled dayInformationYesYesEXPX
    Time reported for an employee who is not active.Contact Your Timekeeper ImmediatelyErrorYesYesEXPX
    Timesheet orientation message for employeeInformationYesYesEXPX
    Timesheet orientation message for supervisorInformationYesYesEXPX
    Timesheet will not be exportedNo action necessaryInformationYesYesEXPX
    Union Business Leave (UBL) usage has to be approved by your timekeeperContact your timekeeper for pre-approvalErrorYesYesEXPX
    Vacation Curtailment exceeds 48 hours in a pay period.Adjust entry or call timekeeperErrorNoNoEXPX
    You are viewing this timesheet using the HR ADMIN role.InformationYesYesEXPX
    You are viewing this timesheet using the MANAGER role.InformationYesYesEXPX
    You are viewing this timesheet using the TIMEKEEPER role.InformationYesYesEXPX
    You are viewing this timesheet using the TIMESHEET COORDINATOR role.InformationYesYesEXPX
    You are viewing this timesheet using the TS_FIXER role.InformationYesYesEXPX
    You are viewing this timesheet using the VIEW ONLY role.InformationYesYesEXPX

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  • Graduate Student Researcher (BR) Employees
    Message Action Required Severity Allow Save Allow Submit FLSA Unions
    Accruals have not yet been posted No Action Necessary Information Yes Yes Exempt BR
    Bereavement requested is approved Approved Warning Yes Yes Exempt BR
    Bereavement requested Acknowledge leave usage Error Yes Yes Exempt BR
    (Pay code entered) hours must be entered in .25 hour increments. Adjust entry to .25 increments Error No No Exempt BR
    Cannot combine leave usage Adjust entry Error No No Exempt BR
    Greater than scheduled hours leave taken in a week Adjust leave taken if needed Warning Yes Yes Exempt BR
    GSR Paid Time Off Banks is exhausted Acknowledge or adjust entry Error No No Exempt BR
    LNP - Intermittent/Unplanned has been used (Mgr acknowledged) Approved Warning Yes Yes Exempt BR
    LNP - Intermittment Leave has been Used Acknowledge or adjust entry Error Yes Yes Exempt BR
    Manager Changed No Action Necessary Information Yes Yes Exempt BR
    Mid period position number change No Action Necessary Information Yes Yes Exempt BR
    Mid period position number change in Error Contact timekeeper Error No No Exempt BR
    Military leave taken No Action Necessary Information Yes Yes Exempt BR
    Paid Time Off entry does not match schedule Validate or adjust entry Error No No Exempt BR
    Short-term leave has been used (Mgr approved) Approved Warning Yes Yes Exempt BR
    Short-Term Leave is Exhausted Adjust entry Error No No Exempt BR
    Short Term Leave has been used Acknowledge or adjust entry Error Yes Yes Exempt BR
    Takes do not match schedule Supervisor action required Warning Yes Yes Exempt BR
    Time entered on a holiday Adjust entry or call timekeeper Warning Yes Yes Exempt BR
    Time entered on non-scheduled day No Action Necessary Information Yes Yes Exempt BR
    Timesheet will not be exported No Action Necessary Information N/A N/A Exempt BR

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  • Salaried Academic Student Employees (ASE)
    Message Action Required Severity Allow Save Allow Submit FLSA Unions
    Accruals have not yet been posted No Action Necessary Information Yes Yes Exempt BX
    Bereavement requested Acknowledge leave usage Error Yes Yes Exempt BX
    Bereavement request is approved No Action Necessary Warning Yes Yes Exempt BX
    (Pay code entered) hours must be entered in .25 hour increments Adjust entry to .25 increments Error No No Exempt BX
    Cannot combine leave usage Adjust entry Error No No Exempt BX
    Do Not Export paycode applied to this timesheet No Action Necessary Information Yes Yes Exempt BX
    Greater than scheduled hours leave taken in a week Adjust leave taken if needed Warning Yes Yes Exempt BX
    Leave No Pay (Short-Term) has been used Acknowledge or adjust entry Error Yes Yes Exempt BX
    Leave No Pay (Short-Term) has been used (Mgr approved) No Action Necessary Warning Yes Yes Exempt BX
    LNP - Intermittent/Unplanned has been used Acknowledge or adjust entry Error Yes Yes Exempt BX
    LNP - Intermittent/Unplanned has been used (Mgr acknowledged) No Action Necessary Warning Yes Yes Exempt BX
    Manager Changed No Action Necessary Information Yes Yes Exempt BX
    Mid period position number change No Action Necessary Information Yes Yes Exempt BX
    Mid period position number change in Error Contact timekeeper Error No No Exempt BX
    Military leave taken No Action Necessary Information Yes Yes Exempt BX
    Paid Time Off entry does not match schedule Validate or adjust entry Error No No Exempt BX
    Short-term leave has been used Acknowledge or adjust entry Error Yes Yes Exempt BX
    Short-term leave has been used (Mgr approved) Approved Warning Yes Yes Exempt BX
    Short-term leave is exhausted Adjust entry Error No No Exempt BX
    Takes do not match schedule Supervisor action required Warning Yes Yes Exempt BX
    Time entered on a holiday Adjust entry or call timekeeper Warning Yes Yes Exempt BX
    Time entered on non-scheduled day No Action Necessary Information Yes Yes Exempt BX
    Timesheet will not be exported No Action Necessary Information Yes Yes Exempt BX

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  • Multiple Assignment Undergraduate Student Employees (Biweekly)
    MessageAction RequiredSeverityAllow SaveAllow SubmitFLSAUnions
    (Pay code entered) hours must be entered in .25 hour increments.Adjust entry to .25 incrementsErrorNoNoEX/NEX99, BX
    Accruals have not yet been posted.InformationYesYesEX/NEX99, BX
    Allowed 1 missed break pay per day. Enter 1.00 on Missed Break Pay to report one or more missed breaks today.Correct or Remove.ErrorNoNoNEX99
    Allowed 1 missed meal pay per day. Enter 1.00 on Missed Meal Pay to report a missed meal today.Correct or Remove.ErrorNoNoNEX99
    Biweekly employees cannot be scheduled for more than 40 hours in a week.ErrorNoNoEX/NEX99, BX
    Data entered on day when assignment is not active in CruzPay.Contact your Timekeeper immediatelyInformationNoNoEX/NEX99, BX
    Data entered on day when employee is not active in CruzPay.Contact your Timekeeper immediatelyErrorNoNoEX/NEX99, BX
    Do Not Export paycode applied to this timesheetInformationYesYesEX/NEX99, BX
    Greater than 40 hours leave taken in a weekAdjust leave takenErrorNoNoEX/NEX99, BX
    Manager Changed.InformationYesYesEX/NEX99, BX
    Missed break pay applied.InformationYesYesNEX99
    Missed clock on previous transaction.TSC Correct Entry before ApprovalErrorYesYesNEX99
    Missed meal break and missed meal pay only applies to the Student Health CenterRemove missed meal and/or break pay.ErrorNoNoNEX99
    Missed meal pay applied.InformationYesYesNEX99
    Must enter 0.00 with this paycodeCorrect entryErrorNoNoEX/NEX99, BX
    Negative time reported.Adjust entry or call timekeeperErrorNoNoEX/NEX99, BX
    Not allowed - missed break pay available only after working at least 3.5 hours.Remove Missed Break Pay.ErrorNoNoNEX99
    Not allowed - missed meal pay available only after working at least 5 hours.Remove Missed Meal Pay.ErrorNoNoNEX99
    PFCB Pay Codes cannot be mixed with other pay codes on a day.ErrorNoNoNEX99
    The Protected Sick Leave Bank is exhausted.Remove or contact your timekeeper.ErrorNoNoEXBX
    Protected sick leave is not available before 1/1/25Remove the pay code on the date.ErrorNoNoEX/NEX99, BX
    Time entered on an actual holidayAdjust entry or call timekeeperInformationYesYesNEX99
    Time entered on an actual holidayAdjust entry or call timekeeperWarningYesYesEXBX
    Time entered on an observed holiday.Adjust entry or call timekeeperInformationYesYesNEX99
    Time entered on an observed holiday.Adjust entry or call timekeeperWarningYesYesEXBX
    Timesheet orientation message for employeeInformationYesYesEX/NEX99, BX
    Timesheet orientation message for supervisorInformationYesYesEX/NEX99, BX
    Timesheet orientation message for timesheet coordinatorInformationYesYesNEX99
    Timesheet will not be exportedNo action necessaryInformationYesYesEX/NEX99, BX
    Vacation Curtailment exceeds 48 hours in a pay period.Adjust entry or call timekeeperErrorNoNoEX/NEX99, BX
    Work Study time cannot be projected.Remove projected time.ErrorNoNoEX/NEX99, BX
    You are viewing this timesheet using the HR ADMIN role.InformationYesYesEX/NEX99, BX
    You are viewing this timesheet using the MANAGER role.InformationYesYesEX/NEX99, BX
    You are viewing this timesheet using the TIMEKEEPER role.InformationYesYesEX/NEX99, BX
    You are viewing this timesheet using the TIMESHEET COORDINATOR role.InformationYesYesEX/NEX99, BX
    You are viewing this timesheet using the TS_FIXER role.InformationYesYesEX/NEX99, BX
    You are viewing this timesheet using the VIEW ONLY role.InformationYesYesEX/NEX99, BX

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  • Hourly Academic Employees (Biweekly)
    MessageAction RequiredSeverityAllow SaveAllow SubmitFLSAUnions
    (Pay code entered) hours must be entered in .25 hour increments.Adjust entry to .25 incrementsErrorNoNoNEX99, FX, RA
    Accruals have not yet been posted.InformationYesYesNEX99, FX, RA
    All Hours entered exceed 24Correct entryErrorNoNoNEX99, FX, RA
    Biweekly employees cannot be scheduled for more than 40 hours in a week.ErrorNoNoNEX99, FX, RA
    Catastrophic Leave bank is exhausted.Correct entry or update bank before submittalErrorYesNoNEX99, FX, RA
    Do Not Export paycode applied to this timesheetInformationYesYesNEX99, FX, RA
    Employee didn't work after the holiday.ErrorYesYesNEX99, FX, RA
    Employee didn't work prior to the holiday.ErrorYesYesNEX99, FX, RA
    Greater than 40 hours leave taken in a weekAdjust leave takenErrorNoNoNEX99, FX, RA
    Holiday Adjust hours added to your Timesheet to correct holiday hours from previous month.InformationYesYesNEX99, FX, RA
    Manager Changed.InformationYesYesNEX99, FX, RA
    May not borrow more than 48 hours for Vacation CurtailmentAdjust entry or call timekeeperErrorNoNoNEX99, FX, RA
    Mid period position number changeInformationYesYesNEX99, FX, RA
    Military leave taken.InformationYesYesNEX99, FX, RA
    More than 8 Holiday hours entered on day.Adjust entryErrorYesNoNEX99, FX, RA
    Must enter 0.00 with this paycodeCorrect entryErrorNoNoNEX99, FX, RA
    Negative time reported.Adjust entry or call timekeeperErrorNoNoNEX99, FX, RA
    PFCB Pay Codes cannot be mixed with other pay codes on a day.ErrorNoNoNEX99, FX, RA
    PFCB pay must match schedule.ErrorNoNoNEX99, FX, RA
    Policy profile change mid-periodNoneInformationYesYesNEX99, FX, RA
    The Protected Sick Leave Bank is exhausted.Remove or contact your timekeeper.ErrorNoNoNEX99, FX, RA
    Protected sick leave has been used.InformationYesYesNEX99, FX, RA
    Protected sick leave is not available before 1/1/25Remove the pay code on the date.ErrorNoNoNEX99, FX, RA
    Sick leave taken exceeds amount available.Adjust entry or call timekeeperErrorYesNoNEX99, FX, RA
    Takes on a day exceed schedule. Please remove takes that exceed schedule.If you have questions contact your timekeeper.ErrorNoNoNEX99, FX, RA
    Time entered on an actual holidayAdjust entry or call timekeeperWarningYesYesNEX99, FX, RA
    Time entered on an observed holiday.Adjust entry or call timekeeperWarningYesYesNEX99, FX, RA
    Time entered on non-scheduled dayInformationYesYesNEX99, FX, RA
    Time entry does not match scheduleValidate or adjust entryInformationYesYesNEX99, FX, RA
    Time reported for an employee who is not active.Contact Your Timekeeper ImmediatelyErrorYesYesNEX99, FX, RA
    Timesheet orientation message for employeeInformationYesYesNEX99, FX, RA
    Timesheet orientation message for supervisorInformationYesYesNEX99, FX, RA
    Timesheet will not be exportedNo action necessaryInformationYesYesNEX99, FX, RA
    Union Business Leave (UBL) usage has to be approved by your timekeeperContact your timekeeper for pre-approvalErrorYesYesNEX99, FX, RA
    Vacation Curtailment exceeds 48 hours in a pay period.Adjust entry or call timekeeperErrorNoNoNEX99, FX, RA
    Vacation Curtailment is used on a non Campus Closure dateAdjust entry or call timekeeperErrorNoNoNEX99, FX, RA
    Vacation taken exceeds hours availableAdjust entry or call timekeeperErrorYesNoNEX99, FX, RA
    You are approaching your maximum vacation balance.AcknowledgeInformationYesYesNEX99, FX, RA
    You are viewing this timesheet using the HR ADMIN role.InformationYesYesNEX99, FX, RA
    You are viewing this timesheet using the MANAGER role.InformationYesYesNEX99, FX, RA
    You are viewing this timesheet using the TIMEKEEPER role.InformationYesYesNEX99, FX, RA
    You are viewing this timesheet using the TIMESHEET COORDINATOR role.InformationYesYesNEX99, FX, RA
    You are viewing this timesheet using the TS_FIXER role.InformationYesYesNEX99, FX, RA
    You are viewing this timesheet using the VIEW ONLY role.InformationYesYesNEX99, FX, RA
    You have reached your maximum accrual vacation hours.AcknowledgeInformationYesYesNEX99, 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:

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


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  • Overview

    ​CruzPay provides an efficient, streamlined method of reviewing employee timesheets electronically, including:

    • Approving the employee’s timesheets online.
    • Viewing the employee’s Time-Off Balances, which show available accrual banks.
    • Viewing the employees Pay Preview, which provides breakdown of hours entered and/or leave taken. For Student / Hourly Academic employees the Pay Preview also provides a breakdown of reported hours per funding allocation.
    • Rejecting the employee’s timesheet, if you see a problem or if a mistake has been made.
    • Composing an e-mail message to the employee regarding the timesheet.
    • Viewing the Approval History of a timesheet, this allows you to see the audit trail including who has approved or rejected it as well as any corresponding emails.

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  • Approval Process

    • Monthly timesheet submittals are due on the last working day of the calendar month.
    • Biweekly timesheet submittals are due on the last Saturday of the pay period.
    • Monthly timesheet approvals are due no later than the second working day of the next calendar month.
    • Biweekly timesheet approvals are due no later than Monday following the pay period.

    Timesheet Coordinators (TSC) will use the approval window per unit protocols. Often the TSC will approve a timesheet as an indicator to the Supervisor that the timesheet is ready for their review and approval.

    Supervisors should begin the approval process immediately after the approval due date.

    Timekeepers should begin the approval process immediately after the Supervisor approval to ensure all timesheets are approved by the deadline. This allows time for any error corrections that may be necessary.

    CruzPay will send automatic communications to employees and supervisors reminding them to submit and/or approve their timesheets as well. Additionally, the export of hours for Student / Hourly Academic employees relies on an approved timesheet. Unapproved timesheets will not export and will most likely result in late pay for the employee.

    The time entries should be reviewed and if necessary Supervisors and/or Timekeepers should work with the Employee and TSC to correct any errors (see rejection below). Timesheets with errors need attention before approval. All exception messages should be reviewed and/or corrected before finalizing timesheet approval. See the Exception Messages section for more details on Exception Messages. .

    If the Approving Supervisor will be away from the office during the approval timeframe, they have been advised to work with their Timekeeper to temporarily delegate their approval authority. More information regarding a Temporary Supervisor Delegation can be found in the toolbox.

    All approvals or rejections are made in the Approval Window, which is discussed in more detail below.


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  • Using the Approval Window

    ​The Approval Window is where the approval actions will be facilitated. Timesheet Coordinators, Supervisors and Timekeepers are able to choose from several different actions (E.g. approval, rejection, sending an employee an email, etc.).

    Select Approve Timesheets from the Manage Employees Functions box on the dashboard to begin the approval process.

    When you first open the Approval Window, the left side Assignment Group navigation area is shown. As with Viewing Employee Timesheets, the default approval period will be determined by the current open period. All assignment groups delegated to all of your roles will be shown on the left hand side of the navigation area.

    Each pay period is displayed separately with Biweekly ending on Saturdays and Monthly ending on the last calendar day of the month.

    Biweekly Example:

    Monthly Example:



    The system will allow you to search for an individual employee using the Find function. Click the Find icon and the search window opens. Below is an example with the descriptions of each criteria.

    Reference the Find Functionality document located in the applicable manual appendices for more information on using this feature.

    Click on the group you wish to open in the Assignments area on the left side of the screen. Employees are grouped together in their respective pay periods in alphabetical order by last name.

    Timesheet Coordinator Groups all begin with words (Automatic-Manual Group names)

    Supervisor Groups all begin with the Supervisor EID and Name

    Timekeeper Groups all begin with numbers then words

    Once the Approval Window opens for a selected group it will display the names of the employees by pay period. Below is an example of the Approval Window for Biweekly Students.



    If a Student / Hourly Academic employee has more than one job in the assignment group, the individual jobs will be listed under the employee’s name.

    If you wish to review a different approval period than the active one, you will use the Employees Active On area of the navigation bar. Simply place a check mark in the box next to As of Current Period and use the calendar to select the pay period end date you wish to access.

    Once selected, the system will automatically reset to that time frame. You should re-select the timesheet data you were reviewing to insure you are looking at the desired period. To reset the time back to current, simply uncheck the box. Additionally once you click the Home button to return to the Dashboard the time will be reset to current as well.

    If you find you are not able to see the entire Approval Window horizontally, you may want to adjust the width of the left side navigation section. To make the adjustment, use your cursor to slide the window towards the left margin making the navigation area smaller, thus expanding your view.


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  • Approval Screen Specifics

     

    By clicking on any of the column names, a triangle appears to the right. This triangle allows you to sort the information either ascending or descending depending on which way the arrow is pointing.​

    Click on any data point in the columns to the left of Manager’s Approval to open the timesheet.​

    When simply viewing the employee’s timesheet you will exit one of two ways; 1) using the Close Time Sheet button, 2) using the Save and Close button.

    If you have made changes to the timesheet, you should follow established protocols about notification to the Timesheet Coordinator, Supervisor and Employee. Additionally the Save and Save and Close buttons will turn yellow indicating a save action is necessary.

    Once the Save button has been clicked you will receive a data message on the approval bar indicating the action was successful.

    COLUMN HEADERS:​


    Name reflects the name of the employee you choose to work with.​
    Assignment column references the name of the job applied in the employee’s EAD and only appears in the approval screen of multiple assignment (Student/Hourly Academic) employees.​
    Employee references the Employee ID (from UCPath).
    Total Hours reflects all non-overtime hours reported on the timesheet.​
    Reg Hours reflects all time entered on the timesheet using “regular” paycodes.
    OT Hours reflects all overtime within the period, which will be PAID to the employee. This column does not reflect Compensatory Time banked for employees whose overtime is NOT paid.
    PTO Hours reflects paid time off hours reported by the employee. These are hours not-worked (body on) such as Jury Duty, Sick, Vacation, Holiday, etc. Additionally, the PTO days used associated with Post-Doctoral timesheets are listed here as well.
    Other Hours reflects non-regular type hours reported and/or calculated such as Leave No Pay and Holiday Premium calculations.
    Exceptions indicates whether or not there are exception messages on the timesheet via YES or NO. When the column is colored red, it indicates the exception is an error and must be corrected before the timesheet is approved.​
    Employee Submitted Yes or No indicates whether or not the employee has submitted the timesheet. If timesheets are unsubmitted, the box is colored yellow. Care should be taken when approving an un-submitted timesheet. In some units supported by Timesheet Coordinators, employees don’t submit their timesheets.
    Manager’s Approval is the section where you will make your approvals, reject timesheets and send emails.​
    Button/Icon Description
    Approve will be reflected when the timesheet is in a state allowing approval (i.e. non-rejected)
    Once the approvals have been saved a green check mark green checkmark will be place on the Approve button
    The Red Circle icon is used to reject the timesheet and/or open the email/comments window for further editing
    The Scroll icon is used to access the approval history of the timesheet
    The Note icon indicates comments have been placed on the timesheet.
    The Red “X” Approve icon indicates the timesheet is in rejected status
    Once the timesheets have been closed for the period, the description will indicate the timesheets are closed
    Approval Level reflects the current approval status of the timesheet.​
    Name Description
    The timesheet hasn’t yet been submitted by the employee. A previously submitted timesheet, which has been rejected will also be returned to unsubmitted status
    Once the timesheet has been submitted, the description will change to Employee
    Once the Timesheet Coordinator has approved the timesheet, the description will change to Timesheet Coordinator. Timesheet Coordinator approvals are not applicable for exporting time for payment
    Once the Supervisor has approved the timesheet, the description will change to Supervisor
    Once the Timekeeper has approved the timesheet, the description will change to Timekeeper

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  • Approval Actions

    ​APPROVING:

    Approving is the process of finalizing the timesheets at the end of the period. You will follow established protocols regarding which timesheets should and should not be approved.

    To apply your approval simply click the Approval button. Be sure to click Save after you’ve completed all your approval actions, or intermittently if you are approving large numbers of timesheets.

    Note: If you have multiple assignment employees (student/HAC) with more than one job in the same group, you will need to approve/save each timesheet separately. In other words, you cannot approve both timesheets at the same time. This is system functionality and can’t be changed.

    WITHDRAWING APPROVALS:

    There may be times when you wish to remove your approval from the timesheet in lieu of rejecting it. [E.g. you may have approved it accidentally.] Basically, this action would be considered an “undo” for the approval. Withdrawing your approval means the timesheet is returned to the status it had prior to your approval.

    Note: This means the employee could have the ability to change the information.

    You are able to withdraw your approval until someone with a higher role in the system places their approval on the timesheet.

    ​To withdraw your approval simply click the Approve box with the green check mark again and it is removed.

    REJECTING TIMESHEETS:

    During the approval process, you may find that an employee has made a mistake on their timesheet. If this happens, you will need to reject it and advise the employee of the corrections needed. Rejecting the timesheet returns it to unsubmitted status, therefore after the corrections are made by the employee, they will need to submit the timesheet again and you will need to re-approve it

    When you must reject a timesheet, select the Reject icon to open a pop-up window for composing the rejection e-mail message and adding comments to the timesheet. Once the Reject icon has been clicked the timesheet rejection screen will open. The subject line defaults to “Your timesheet of [DATE] was rejected”. To change the subject simply delete the text and type your own.

    You must click Save Approvals to complete the rejection process and send any emails you have queued. Saving completes the actions and “writes” it to the system.
    Note: Currently all times listed are Eastern Daylight or Standard Time (+ 3 hours).

    See below for information on creating an email and adding comments.

    SENDING EMAILS:

    There may be times you want to send an email to an employee through the system; such as advising them of why you rejected the timesheet or specific timesheet information. Doing so captures the email in the Approval History of the timesheet. The Approval History is a record of all approval actions taken along with their associated date and time (Eastern + 3-hours).

    You will access the Email window through the Reject feature described above. Below is an example of the Reject Timesheet window and embedded recommendations for Emails.

    The employee will not see any comments made here because they are not able to view the approval history of the timesheet, nor are they printed on any hard copies. Therefore, it is important to use the email message box to convey a message to the employee. We recommend being very cautious about adding comments to the timesheet on the approval window. Please see the Adding Timesheet Comments document in the toolbox for more information.

    Action Buttons Description

    Clicking Send places the action in the queue waiting for you to Save Approvals

    Clicking Close Window closes the window but does not delete the action from the queue

    Clicking Delete removes the action from the queue

    Undo is used when adding timesheet comments so an email is not sent to the employee. We do not recommend adding timesheet comments through the approval window.

    Because these features are accessed through the Reject process you must remember to withdraw your rejection after you have typed and queued your email and/or comments.

    To remove your rejection click the red “X” on the Approve (with strikethrough) button and it changes to Approved status with the green check mark. If you do not want to leave the timesheet in approved status simply click the green check and the timesheet will return to the status it had prior to you using the email/comments fields.

    You must click Save Approvals to complete the rejection process to append comments and send any emails you have prepared.
    Note: Currently all times listed are Eastern Daylight or Standard Time (+ 3 hours)


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  • Temporary Supervisor Group Delegation

    The timekeeper may delegate a supervisor’s assignment group to an additional supervisor for a temporary period of time not to exceed six months. A temporary supervisor group delegation does not remove the employee from the original supervisor’s group, instead it grants the temporary supervisor access to approve timesheets, while also preserving the original supervisor's approval authority. It is important to maintain the integrity of the supervisory functions with the original supervisor by also having access to the employee approvals.

    This additional delegation can be scheduled for a future date and will automatically end on the predetermined date. This delegation is strictly temporary and cannot exceed six months.

    Eligible Situations for Temporary Delegation:

    ​ Temporary supervisor group delegations may be granted in the following cases:
    • The approving supervisor is temporarily unavailable to approve the employee’s timesheet (e.g., due to illness, vacation, leave of absence, or furlough).
    • The supervisor is not currently a CruzPay user, or is in the process of setting up their account, causing a short delay (e.g., awaiting a UCSC email address setup).

    When Temporary Delegations Should Not Be Used:

    A temporary supervisor delegation should not be made when the original supervisor is leaving the unit. In such cases:
    • The employee's EAD data must be updated to reflect the new/interim supervisor information.
    • If the new supervisor has not been assigned, the EAD should be updated to reflect the supervisor of the outgoing supervisor.

    Request Process:

    ​ ​ For audit purposes, all requests must be submitted via email by the Timekeeper to the CruzPay Office (email template provided below).
    • Note: The PAT or APO Supervisor must be copied on the email request. If not, the request will be rerouted to them by the CruzPay Office, causing delays.
    • CruzPay HR-System Administrators will be copied on the response to the timekeeper by the CruzPay Office for tracking purposes.
    • Note: The original supervisor will continue to receive all system-generated email communications regarding the employee’s timesheet (e.g., unsubmitted and/or unapproved timesheets, etc.)

    Temporary Supervisor Group Delegations will be implemented by the CruzPay Office within two business days of receiving the request at etas_office@ucsc.edu; provided that all the necessary information has been included in the request.

    Maintaining accurate 'Reports To' data is critical to ensure proper supervisory group delegations within the system.

    EAD data should not be changed to accommodate a temporary delegation, except in the specific case outlined below.

    Exception: the temporary delegate is part of the same assignment group they are temporarily being delegated to oversee. If this is the case, the delegate will require an additional temporary supervisor delegation for their own timesheet to be approved.

    Required notes for using the template:

    1. Click inside the first column.
    2. The table highlight icon appears in the upper right-hand corner.
    3. Click the icon which will highlight the entire template.
    4. Copy and Paste into an email program.
    5. Complete the required information in the pink row [required to copy/paste from UCPath or CruzPay​]​.
    6. Complete the EAD Validation section (Timekeeper).
    7. Send as directed under Request Process (above).

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  • Approval History

    ​All actions saved on the Approval Window are written to the Approval History of the timesheet. This area is a handy reference of who touched the timesheet when and what actions they performed.

    You will access the Approval History by clicking on the scroll icon on the Approval Window. Below is an example of an Approval History of a timesheet showing approvals and withdrawls.

    Approval History window features:



    Name Description

    Action reflects the approval steps taken within the system.

    Level reflects the role of the individual who took the action
    Level
    Number
    Description
    1 Employee
    5 Timesheet Coordinator
    10 Supervisor
    20 Timekeeper

    Name is the name of the person taking the action.

    ID is the user ID of the person taking the action. This is also the email address of the person taking the action before the @ucsc.edu

    Time reflects the time the entry was completed (Eastern + 3-hours)

    E-Mail is the content of an email sent through the system

    Comment is the content of a comment placed in the approval window

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  • Amended Timesheets

    ​Amending a timesheet is the process used to change the time entry on a previously closed timesheet. The window for amending a timesheet is roughly a year retroactively. Only Timekeepers are able to amend previous closed period timesheets. Employees are not able to submit amended timesheets, so the Employee Submitted column will always say NO. Supervisors should make every effort to approve amended timesheets when doing their normal period approvals.

    There is a separate approval queue for amended timesheets.



    When working in the Approval Window, you also have the option of viewing only Amended timesheets by selecting the option from the Show drop down menu.


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  • Pay Period Close Schedule

    Once per pay period the CruzPay system must be closed to lock and calculate the previous pay period timesheets. The closing process is facilitated by the Enterprise Financial Systems (EFS) office and is typically done per the schedule listed below.

    Prior to closing, it is imperative that all timesheets are submitted by the employee and approved by Timesheet Coordinator (if applicable), Supervisor and/or Timekeeper. Once the closing has finished, the timesheet is locked from further editing by all parties.

    Staff/Academic Monthly

    Staff/Academic Monthly
     

    Staff/Academic Biweekly

    Staff Biweekly
     

    Student/Hourly Academic Biweekly

    Student/Hourly Academic Biweekly
     

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  • Amended Timesheets (Changing Closed Timesheets)

    Only Timekeepers can make changes to prior timesheets for an employee. Any changes made must be approved by the employee (via email communication) and their supervisor who approves within the system.
    Note: employees are unable to submit amended timesheets.

    If the changes affect accrual balances, the resulting difference will be applied to the current period bank balances after the next period close. This means the accrual balances may be incorrect on the screen and reports until the system updates.

    Timesheet Amendments: (Timekeeper Process)

    Only closed timesheets are able to be amended. You will click the Amend Timesheet button to view and/or amend a timesheet.

    Note: Only Timekeepers are able to amend timesheets (process below). To amend the timesheet follow the steps below:

    1. Open the employees’ timesheet and select the appropriate pay period.
    2. If the timesheet can be amended, the Amend icon (see above) appears in the list of available function icons.
    3. Click the Amend button and make the appropriate corrections. Add comments on the timesheet advising what you have done and why. A dialog box will appear advising the amended timesheet is in the queue. >
    4. Save the amended timesheet.

    The amended timesheet will now appear in the approval queue of the supervisor for approval.
    Note: DO NOT amend a timesheet of an employee who is terminated or who will terminate prior to the next applicable period closure.


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  • Viewing Other Versions of a Timesheet

    Various events can result in multiple versions of a timesheet. For example, there is the version created when the period closing occurs, or there may be a version that was previously amended.

    Once a timesheet has been amended, the Other Versions icon appears. The amended version is the one which is currently open. You may view the original timesheet by clicking the Other Versions icon and changing the selection. Within this area you have the ability to toggle back/forth between the multiple timesheet versions.

    When reviewing an amended timesheet, it is helpful to compare it against a previous version in order to verify that the changes are correct. To do this, click the Other Versions icon to display a pop-up window that lists the various versions of the timesheet and allows you to compare the current version with previous versions.

    In this example, there are two different versions of the timesheet. The version you are currently viewing have grayed out the buttons because the timesheet is currently open. To choose another version, Click the View this version button to display it.

    The Open Version is the one that can be amended. The message Viewing Version indicates that it is also the one currently being displayed.

    Version 1 is the timesheet which was submitted and approved. This version cannot be changed.

    Version 2 is the version open for amendment. This version can be amended by the Timekeeper until it is closed.


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  • Managing Groups

    Timekeepers have been delegated rights within the CruzPay system to manage time for selected employees. SHR and APO are responsible for the delegations of groups to timekeepers following internal business processes. Think of groups as playlists full of employees you coordinate the business for.

    Automatic Assignment Groups:
    Automatic assignment groups are based on the appointment department code (level-4 org code) of the CruzPay primary appointment. When employees import into the system each evening, they will move into and out-of the automatic assignment groups as appropriate based on the coding within UCPath.

    Automatic-Manual Groups:
    Another type of group is an automatic-manual group, which employees move into and out-of based on the entry in the Unit field of their Employee Assignment Data (EAD). When the automatic manual group name is entered in the unit field, the employee will be placed into that group as well. If the Unit field changes, the employees will be removed from the automatic-manual group appropriately. These groups are primarily used in large units handled by multiple timekeepers, or those with Timesheet Coordinators.

    Manual Groups:
    These groups are created for unique situations and are coordinated by the SHR or APO System Administrators.


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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.

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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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  • Max Vacation Exception Request

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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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