CruzPay: Timesheet Coordinator Manual

Logging in to CruzPay

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

Click the Launch CruzPay button.

You will login as a Timesheet Coordinator 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. Timesheet Coordinators have additional functions available to them allowing the timekeeping actions 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 and Editing 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 allowing you to perform timekeeping functions.

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 and Editing Employee Timesheets

To view a timesheet of an employee, click the Edit Employee Time feature in the Timesheet Coordinator Functions Box.

Once clicked, the Assignments window will open. A list of all the groups you have been delegated will be shown. Select the group you wish to view by clicking on the group name. Select the employee whose timesheet you wish to view by clicking on the employee’s 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 any of the columns to open the timesheet.

Hire Date is not in use at UCSC.

To view terminated timesheets and/or pre biweekly conversion (Split timesheets) you will need to uncheck the Exclude inactive employees’ checkbox on the Find Employees window. You can check or uncheck the checkbox to show or hide employees whose timesheets are inactive and/or have terminated. The box will remain in the last status it was in until you change it.

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.

Additionally, you can click the calendar icon and a 3-month calendar appears, you can use the left or right arrows to move backwards or forwards by month.

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

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

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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 including adding 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 pertaining to the individual employee’s record. 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 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. Timesheet Coordinators are able to make changes to the employees schedule here for the current pay period. Please see the Schedules section of the Timesheet Coordinator Manual for more information on schedules.

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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 ability to enter notes on the timesheet entries as well.

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How to Complete Timesheet Entries

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

In some cases employees do not submit their timesheets because the Timesheet Coordinators make the entries for employees directly onto the timesheet, or the employee uses a swipe card to clock in and out. In those situations, employees approve a paper timesheet, which is kept in the unit for their records.

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

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

TO ENTER TIME:

Open the timesheet you wish to edit ensuring the correct pay period is displayed. Follow the directions above to change the pay period if applicable.

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

Once you have selected the paycode you wish to use, tab to the date you wish to make the entry. Type in the number of hours to record, tabbing across as needed. For entries on Swipe Card timesheets please see the Entering Time on Swiping Employee Timesheets below.

As you make entries the Save button will turn orange indicating a save action is needed. Once you are through, click the save button to write your entries to your timesheet.

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

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

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

You will use the Paste function to past the information you have copied.

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

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

You can also create favorites of the paycodes you use most often, as well as notes you routinely apply to time entries. Once you click the Create New Favorite From Row box you will be asked to name the favorite.

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

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

Here you can delete any favorites you no longer need.

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

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Entering Time on Swiping Employee Timesheets

Select the employee’s timesheet following the steps above.
Timesheets for swipe card users differ slightly from other timesheets because they allow for in and out time entries.
Table View:

List View:

You can make elapsed hours entries using the paycode drop down menu. Besides entering regular time, the elapsed hour entries must always be used for all non-regular time entries [vacation, sick, holiday, etc.].
You can also make entries using in / out time entries by selecting “clock” paycodes from the paycode drop down menu.

Once you have selected a “clocking” paycode the screen will change to allow in/out time entry. These entries should be limited to regular time entries. We recommend using the TABLE view when making clock entries.

To indicate AM or PM, simply enter the time and “A” or “P” indicating AM or PM. Tab and the resulting entry is completed.

Save the entries and the total for the day appears in the right hand column.

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Crossing Days

Because swipe-card users often work in 24/7 operations there could be the instance where the employee swipes in late in the evening on Day 1 and out in the early morning of Day 2. If this happens, you need to indicate which “day” the hours pertain to when completing the entries.

When you cross the midnight hour you will need to link the in/out times together by using a plus (+) symbol. Simply type a plus sign during the entry of the hours and AM/PM designation. This tells the system there wasn’t a missed punch or the paradox of clocking out before clocking in.

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

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Monthly Academic Employees (Non-Postdoc, Non-BR, Non-BX)

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

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Post-Doctoral (PX) Employees

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

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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)

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

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Hourly Academic Employees (Biweekly)

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

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Introduction

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

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

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

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

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

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

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Resolving Exceptions

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

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

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

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

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Staff Employees (Monthly and Biweekly)

Message	Action Required	Severity	Allow Save	Allow Submit	FLSA	Unions
(Holiday hours worked) OTH hours to be paid for premium work.		Information	Yes	Yes	NEX	99, CX, EX, HX, K7, NX, PA, RX, SX, TX
(Pay code entered) hours must be entered in .25 hour increments.	Adjust entry to .25 increments	Error	No	No	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
4 hrs or more of non-scheduled shift were worked.	Adjust entry or call timekeeper	Information	Yes	Yes	NEX	99, CX, EX, HX, K7, NX, RX, SX, TX
Accruals have not yet been posted.		Information	Yes	Yes	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Advanced Certification has been downgraded to Intermediate Certification	Validate Advanced was in error	Information	Yes	Yes	NEX	99, PA
All Hours entered exceed 24	Correct entry	Error	No	No	EX/NEX	99, 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.	Error	No	No	NEX	99, 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.	Error	No	No	NEX	99, CX, EX, HX, NX
Biweekly employees cannot be scheduled for more than 40 hours in a week.		Error	No	No	EX/NEX	99, CX, DX, EX, HX, K7, NX, RX, SX, TX
Catastrophic Leave bank is exhausted.	Correct entry or update bank before submittal	Error	Yes	No	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Comp Time bank is exhausted.	Correct Entry before saving and submitting	Error	No	No	NEX	99, 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.	Information	Yes	Yes	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Do Not Export paycode applied to this timesheet		Information	Yes	Yes	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Employee may now be vacation eligible.	Timekeeper, please review	Information	Yes	Yes	NEX	EX, HX, K7, NX, SX
Employee not eligible for shift pay	Adjust entry or call timekeeper	Warning	Yes	Yes	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Employee worked more than 12-hours for the day and double time has been generated		Information	Yes	Yes	NEX	CX, EX, HX, K7, NX, RX, SX, TX
Employee worked over schedule (>8 hours) today and earned Daily OT		Information	Yes	Yes	NEX	CX, EX, HX, K7, NX, RX, SX, TX
Greater than 4 days of day shift (shift worker)	Adjust entry or call timekeeper	Warning	Yes	Yes	NEX	99, CX, EX, HX, K7, NX, RX, SX, TX
Greater than 40 hours leave taken in a week	Adjust leave taken	Error	No	No	EX/NEX	99, CX, DX, EX, HX, K7, NX, RX, SX, TX
Greater than scheduled hours leave taken in a week	Adjust leave taken if needed	Warning	Yes	Yes	EX	99, CX, DX, HX, RX, TX
Holiday hours entered are not equal to eligible holiday hours.	Adjust entry or call timekeeper	Error	Yes	No	EX/NEX	99, 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 holiday	Adjust entry or call timekeeper	Error	Yes	No	EX/NEX	99, 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 timekeeper	Error	Yes	No	NEX	99, PA
Invalid pay code, "(pay code name/pay code), entered on timesheet.	Correct entry or call timekeeper	Error	No	No	NEX	EX, HX, NX
Leave on a Holiday. Action may be required	Adjust entry or call timekeeper	Information	Yes	Yes	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
LNP curtailment reported on timesheet.		Information	Yes	Yes	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Manager Changed.		Information	Yes	Yes	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Mid period position number change		Information	Yes	Yes	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Military leave taken.		Information	Yes	Yes	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Minimum approval level not met, timesheet will not be exported.		Information	Yes	Yes	NEX	99
Missed break pay applied.		Information	Yes	Yes	NEX	99, CX, EX, HX, NX
Missed clock on previous transaction.	TSC Correct Entry before Approval	Error	Yes	Yes	NEX	99, SX
Missed meal break and missed meal pay only applies to the Student Health Center	Remove missed meal and/or break pay.	Error	No	No	NEX	99, CX, EX, HX, NX
Missed meal pay applied.		Information	Yes	Yes	NEX	99, CX, EX, HX, NX
MO Leave Reported on a weekend.	Move leave to a weekday.	Error	Yes	Yes	EX	99, CX, DX, HX, RX, TX
More than 8 Holiday hours entered on day.	Adjust entry	Error	Yes	No	EX/NEX	99, CX, DX, EX, HX, K7, NX, RX, SX, TX
Must enter 0.00 with this paycode	Correct entry	Error	No	No	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Negative time reported.	Adjust entry or call timekeeper	Error	No	No	EX/NEX	99, 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.		Warning	Yes	Yes	NEX	99, PA
Non-shift worker earns shift diff	Adjust entry or call timekeeper	Information	Yes	Yes	NEX	99, CX, EX, HX, K7, NX, RX, SX, TX
Non-shift worker reported shift hours (less than 4)	Adjust entry or call timekeeper	Information	Yes	Yes	NEX	99, CX, EX, HX, K7, NX, RX, SX, TX
Not allowed - missed break pay available only after working at least 3.5 hours.	Remove Missed B< reak Pay.	Error	No	No	NEX	99, CX, EX, HX, NX
Not allowed - missed meal pay available only after working at least 5 hours.	Remove Missed Meal Pay.	Error	No	No	NEX	99, CX, EX, HX, NX
Not eligible to take vacation leave	Adjust entry or call timekeeper	Error	No	No	NEX	EX, HX, K7, NX, SX
PA Certification Pay is ON at the (police certification) Level		Information	Yes	Yes	NEX	99, PA
PA employees cannot be scheduled for more than 80 hours in a biweek.		Error	No	No	NEX	99, PA
PFCB Pay Codes cannot be mixed with other pay codes on a day.		Error	No	No	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
PFCB pay must match schedule.		Error	No	No	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Police Certification Pay has been turned OFF		Information	Yes	Yes	NEX	99, PA
Police Specialty Pay has been turned OFF		Information	Yes	Yes	NEX	99, PA
Police Specialty Pay II is ON or OFF		Information	Yes	Yes	NEX	99, PA
Police Specialty Pay is ON		Information	Yes	Yes	NEX	99, PA
Police System Wide Response Pay has been turned OFF		Information	Yes	Yes	NEX	99, PA
Police System Wide Response Pay is ON		Information	Yes	Yes	NEX	99, PA
Policy profile change mid-period	None	Information	Yes	Yes	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Policy Special Pay On and Off Codes, or two certification codes cannot appear on the same day		Error	No	No	NEX	99, PA
Shift Diff. Indicator is OFF		Information	Yes	Yes	NEX	99, CX, EX, HX, K7, NX, RX, SX, TX
Shift Diff. Indicator is ON		Information	Yes	Yes	NEX	99, CX, EX, HX, K7, NX, RX, SX, TX
Shift schedule, but worked day.	Adjust entry or call timekeeper	Information	Yes	Yes	NEX	99, CX, EX, HX, K7, NX, RX, SX, TX
Sick leave taken does not match schedule	Validate or adjust entry	Warning	Yes	Yes	EX	99, CX, DX, HX, RX, TX
Sick leave taken exceeds amount available.	Adjust entry or call timekeeper	Error	Yes	No	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Specialty/Certification adjustment paycodes entered on timesheet		Information	Yes	Yes	NEX	99, PA
Specialty/Certification pay code entered on timesheet (invalid for sergeants, job codes 005314, 005315)		Error	No	No	NEX	99, PA
Takes do not match schedule	Supervisor action required	Warning	Yes	Yes	EX	99, CX, DX, HX, RX, TX
Takes on a day exceed schedule. Please remove takes that exceed schedule.	If you have questions contact your timekeeper.	Warning	Yes	Yes	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Time entered on an actual holiday	Adjust entry or call timekeeper	Warning	Yes	Yes	EX	99, CX, DX, HX, RX, TX
Time entered on an actual holiday	Adjust entry or call timekeeper	Information	Yes	Yes	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Time entered on an observed holiday.	Adjust entry or call timekeeper	Information	Yes	Yes	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Time entered on an observed holiday.	Adjust entry or call timekeeper	Warning	Yes	Yes	EX	99, CX, DX, HX, RX, TX
Time entered on non-scheduled day		Information	Yes	Yes	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Time entry does not match schedule	Validate or adjust entry	Information	Yes	Yes	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Time reported for an employee who is not active.	Contact Your Timekeeper Immediately	Error	Yes	Yes	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Timesheet will not be exported	No action necessary	Information	Yes	Yes	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Vacation Curtailment exceeds 48 hours in a pay period.	Adjust entry or call timekeeper	Error	No	No	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
Vacation curtailment reported on timesheet.	Vacation curtailment reported on timesheet	Information	Yes	Yes	EX/NEX	99, 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.	Warning	Yes	Yes	EX	99, CX, DX, HX, RX, TX
Vacation taken exceeds hours available	Adjust entry or call timekeep< ò er	Error	Yes	No	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
You are approaching your maximum vacation balance. This could impact future accruals.	Acknowledge	Error	Yes	No	EX/NEX	99, CX, DX, EX, HX, K7, NX, PA, RX, SX, TX
You have reached your maximum accrual vacation hours.	Acknowledge	Information	Yes	Yes	EX/NEX	99, 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)		Information	Yes	Yes	EX/NEX	99, CX, DX, EX, HX, K7, NX, RX, SX, TX

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Monthly Academic Employees (Non-Postdoc, Non-BR, Non-BX)

Message	Action Required	Severity	Allow Save	Allow Submit	FLSA	Unions
(Pay code entered) hours must be entered in .25 hour increments.	Adjust entry to .25 increments	Error	No	No	EX	99, A7, BX, FX, IX, LX, RA
Accruals have not yet been posted.		Information	Yes	Yes	EX	99, A7, BX, FX, IX, LX, RA
All Hours entered exceed 24	Correct entry	Error	No	No	EX	99, A7, FX, IX, LX, RA
Bereavement requested.	Approve or adjust entry	Error	Yes	Yes	EX	BX
Cannot combine leave usage	Adjust entry	Error	No	No	EX	BX
Catastrophic Leave bank is exhausted.	Correct entry or update bank before submittal	Error	Yes	No	EX	99, A7, FX, IX, LX, RA
Do Not Export paycode applied to this timesheet		Information	Yes	Yes	EX	99, A7, BX, FX, IX, LX, RA
Greater than scheduled hours leave taken in a week	Adjust leave taken if needed	Warning	Yes	Yes	EX	99, A7, BX, FX, IX, LX, RA
Leave No Pay (Short-Term) has been used	Acknowledge or adjust entry	Error	Yes	Yes	EX	BX
LNP - Intermittent/Unplanned has been used	Acknowledge or adjust entry	Error	Yes	Yes	EX	BX
Long-term leave has been used.		Warning	Yes	Yes	EX	BX
Long-Term Leave is Exhausted		Error	Yes	No	EX	BX
Manager Changed.		Information	Yes	Yes	EX	99, A7, BX, FX, IX, LX, RA
May not borrow more than 48 hours for Vacation Curtailment	Adjust entry or call timekeeper	Error	No	No	EX	99, A7, FX, IX, LX, RA
Mid period position number change		Information	Yes	Yes	EX	99, A7, BX, FX, IX, LX, RA
Military leave taken.		Information	Yes	Yes	EX	99, A7, BX, FX, IX, LX, RA
Must enter 0.00 with this paycode	Correct entry	Error	No	No	EX	99, A7, BX, FX, IX, LX, RA
Negative time reported.	Adjust entry or call timekeeper	Error	No	No	EX	99, A7, BX, FX, IX, LX, RA
Paid Time Off entry does not match schedule	Validate or adjust entry	Error	No	No	EX	BX
PFCB Pay Codes cannot be mixed with other pay codes on a day.		Error	No	No	EX	99, A7, FX, IX, LX, RA
PFCB pay must match schedule.		Error	No	No	EX	99, A7, FX, IX, LX, RA
Policy profile change mid-period	None	Information	Yes	Yes	EX	99, A7, BX, FX, IX, LX, RA
Short-term leave has been used.	Acknowledge or adjust entry	Error	Yes	Yes	EX	BX
Short-Term Leave is Exhausted		Error	Yes	No	EX	BX
Sick leave taken does not match schedule	Validate or adjust entry	Warning	Yes	Yes	EX	99, A7, FX, IX, LX, RA
Sick leave taken exceeds amount available.	Adjust entry or call timekeeper	Error	Yes	No	EX	99, FX, IX, LX, RA
Takes do not match schedule	Supervisor action required	Warning	Yes	Yes	EX	99, A7, BX, FX, IX, LX, RA
Time entered on an actual holiday	Adjust entry or call timekeeper	Warning	Yes	Yes	EX	99, A7, BX, FX, IX, LX, RA
Time entered on an observed holiday.	Adjust entry or call timekeeper	Warning	Yes	Yes	EX	99, A7, BX, FX, IX, LX, RA
Time entered on non-scheduled day		Information	Yes	Yes	EX	99, A7, BX, FX, IX, LX, RA
Time reported for an employee who is not active.	Contact Your Timekeeper Immediately	Error	Yes	Yes	< EX	99, A7, BX, FX, IX, LX, RA
Timesheet will not be exported	No action necessary	Information	Yes	Yes	EX	99, A7, BX, FX, IX, LX, RA
Vacation Curtailment exceeds 48 hours in a pay period.	Adjust entry or call timekeeper	Error	No	No	EX	99, A7, FX, IX, LX, RA
Vacation Curtailment is used on a non Campus Closure date	Adjust entry or call timekeeper	Error	No	No	EX	99, A7, FX, IX, LX, RA
Vacation does not match schedule. Please update entries to match schedule.	If you have questions contact your timekeeper.	Warning	Yes	Yes	EX	99, A7, FX, IX, LX, RA
Vacation taken exceeds hours available	Adjust entry or call timekeeper	Error	Yes	No	EX	99, A7, FX, IX, LX, RA
You are approaching your maximum vacation balance.	Acknowledge	Information	Yes	Yes	EX	99, A7, FX, IX, LX, RA
You have reached your maximum accrual vacation hours.	Acknowledge	Information	Yes	Yes	EX	99, A7, FX, IX, LX, RA

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Post-Doctoral (PX) Employees

Message	Action Required	Severity	Allow Save	Allow Submit	FLSA	Unions
(PTO hours) entered, but only (PTO hours) available.	Adjust entry or call timekeeper	Error	Yes	No	EX	PX
Accruals have not yet been posted.		Information	Yes	Yes	EX	PX
Bereavement is limited to 5 days within a calendar year.	Adjust entry or call timekeeper	Warning	Yes	No	EX	PX
Cannot combine leave usage	Adjust entry	Error	No	No	EX	PX
Do Not Export paycode applied to this timesheet		Information	Yes	Yes	EX	PX
Greater than scheduled hours leave taken in a week	Adjust leave taken if needed	Warning	Yes	Yes	EX	PX
Manager Changed.		Information	Yes	Yes	EX	PX
Mid period position number change		Information	Yes	Yes	EX	PX
Military leave taken.		Information	Yes	Yes	EX	PX
Must enter 0.00 with this paycode	Correct entry	Error	No	No	EX	PX
Negative time reported.	Adjust entry or call timekeeper	Error	No	No	EX	PX
Paid Time Off entry does not match schedule	Validate or adjust entry	Error	No	No	EX	PX
Policy profile change mid-period	None	Information	Yes	Yes	EX	PX
PTO Sick does not match schedule. Please update entries to match schedule.	If you have questions contact your timekeeper.	Error	No	No	EX	PX
Sick leave taken exceeds amount available.	Adjust entry or call timekeeper	Error	Yes	No	EX	PX
Takes do not match schedule	Supervisor action required	Warning	Yes	Yes	EX	PX
Time entered on an actual holiday	Adjust entry or call timekeeper	Warning	Yes	Yes	EX	PX
Time entered on an observed holiday.	Adjust entry or call timekeeper	Warning	Yes	Yes	EX	PX
Time entered on non-scheduled day		Information	Yes	Yes	EX	PX
Time reported for an employee who is not active.	Contact Your Timekeeper Immediately	Error	Yes	Yes	EX	PX
Timesheet will not be exported	No action necessary	Information	Yes	Yes	EX	PX
Vacation Curtailment exceeds 48 hours in a pay period.	Adjust entry or call timekeeper	Error	No	No	EX	PX

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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
Do Not Export paycode applied to this timesheet	No Action Necessary	Information	Yes	Yes	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
Leave No Pay (Short-Term) has been used	Acknowledge or adjust entry	Error	Yes	Yes	Exempt	BR
Leave No Pay (Short-Term) has been used (Mgr approved)	No Action Necessary	Warning	Yes	Yes	Exempt	BR
LNP - Intermittent/Unplanned has been used (Mgr acknowledged)	Approved	Warning	Yes	Yes	Exempt	BR
LNP - Intermittent Leave has been Used	Acknowledge or adjust entry	Error	No	No	Exempt	BR
Long Term Leave Used	Acknowledge or adjust entry	Error	No	No	Exempt	BR
Long-term leave has been used (acknowledged)	No Action Necessary	Information	No	No	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	Submit Time on this Day on Manual I-181	Error	No	No	Exempt	BR
Military leave taken	No Action Necessary	Information	Yes	Yes	Exempt	BR
Must enter 000 with this paycode	Correct entry	Error	No	No	Exempt	BR
Negative time reported	Adjust entry or call timekeeper	Error	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	No	No	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	Yes	Yes	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	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
Do Not Export paycode applied to this timesheet	No Action Necessary	Information	Yes	Yes	Exempt	BR
Greater than scheduled hours leave taken in a week	Adjust leave taken if needed	Warning	Yes	Yes	Exempt	BR
Leave No Pay (Short-Term) has been used	Acknowledge or adjust entry	Error	Yes	Yes	Exempt	BR
Leave No Pay (Short-Term) has been used (Mgr approved)	No Action Necessary	Warning	Yes	Yes	Exempt	BR
LNP - Intermittent/Unplanned has been used (Mgr acknowledged)	Approved	Warning	Yes	Yes	Exempt	BR
LNP - Intermittent Leave has been Used	Acknowledge or adjust entry	Error	Yes	Yes	Exempt	BR
Long Term Leave Used	Acknowledge or adjust entry	Error	Yes	Yes	Exempt	BR
Long-term leave has been used (acknowledged)	No Action Necessary	Information	No	No	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	Submit Time on this Day on Manual I-181	Error	No	No	Exempt	BR
Military leave taken	No Action Necessary	Information	Yes	Yes	Exempt	BR
Must enter 000 with this paycode	Correct entry	Error	No	No	Exempt	BR
Negative time reported	Adjust entry or call timekeeper	Error	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	Yes	Yes	Exempt	BR

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Multiple Assignment Undergraduate Student Employees (Biweekly)

Message	Action Required	Severity	Allow Save	Allow Submit	FLSA	Unions
(Pay code entered) hours must be entered in .25 hour increments.	Adjust entry to .25 increments	Error	No	No	EX/NEX	99, BX
Accruals have not yet been posted.		Information	Yes	Yes	EX/NEX	99, 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.	Error	No	No	NEX	99
Allowed 1 missed meal pay per day. Enter 1.00 on Missed Meal Pay to report a missed meal today.	Correct or Remove.	Error	No	No	NEX	99
Biweekly employees cannot be scheduled for more than 40 hours in a week.		Error	No	No	EX/NEX	99, BX
Data entered on day when assignment is not active in CruzPay.	Contact your Timekeeper immediately	Information	No	No	EX/NEX	99, BX
Data entered on day when employee is not active in CruzPay.	Contact your Timekeeper immediately	Error	No	No	EX/NEX	99, BX
Do Not Export paycode applied to this timesheet		Information	Yes	Yes	EX/NEX	99, BX
Greater than 40 hours leave taken in a week	Adjust leave taken	Error	No	No	EX/NEX	99, BX
Manager Changed.		Information	Yes	Yes	EX/NEX	99, BX
Missed break pay applied.		Information	Yes	Yes	NEX	99
Missed clock on previous transaction.	TSC Correct Entry before Approval	Error	Yes	Yes	NEX	99
Missed meal break and missed meal pay only applies to the Student Health Center	Remove missed meal and/or break pay.	Error	No	No	NEX	99
Missed meal pay applied.		Information	Yes	Yes	NEX	99
Must enter 0.00 with this paycode	Correct entry	Error	No	No	EX/NEX	99, BX
Negative time reported.	Adjust entry or call timekeeper	Error	No	No	EX/NEX	99, BX
Not allowed - missed break pay available only after working at least 3.5 hours.	Remove Missed Break Pay.	Error	No	No	NEX	99
Not allowed - missed meal pay available only after working at least 5 hours.	Remove Missed Meal Pay.	Error	No	No	NEX	99
PFCB Pay Codes cannot be mixed with other pay codes on a day.		Error	No	No	NEX	99
Time entered on an actual holiday	Adjust entry or call timekeeper	Information	Yes	Yes	NEX	99
Time entered on an actual holiday	Adjust entry or call timekeeper	Warning	Yes	Yes	EX	BX
Time entered on an observed holiday.	Adjust entry or call timekeeper	Information	Yes	Yes	NEX	99
Time entered on an observed holiday.	Adjust entry or call timekeeper	Warning	Yes	Yes	EX	BX
Timesheet will not be exported	No action necessary	Information	Yes	Yes	EX/NEX	99, BX
Vacation Curtailment exceeds 48 hours in a pay period.	Adjust entry or call timekeeper	Error	No	No	EX/NEX	99, BX

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Hourly Academic Employees (Biweekly)

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

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Viewing your Schedule

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

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

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

Viewing Schedules

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.

From the Dashboard:

Click Assign Schedules from within the Timesheet Coordinator Functions Box and the Schedule Maintenance window will open where you will select the appropriate action.

Permanent Changes:

Assign Schedule Cycles is not used at UCSC.

Assign Schedule Templates allows you to apply a pre-configured schedule template to the employee’s record. A list of schedule templates can be found in the Timekeeper Toolbox.

Click Assign Schedule Templates and the Permanent Schedule Template Assignment area will open. Select the group on the left side navigation bar holding the employee whose schedule you wish to update.

Place a check mark in the box next to the employee’s name to enable entry.

Then check the Manager Override button to open up the template area.
Click on the Schedule in the Schedule Template box and the available templates will appear as a drop down. Highlight the template you wish to apply.

Choose the effective date by clicking on the embedded calendar. The effective date must be within the current or future pay period.

Click Save to save the changes.
The employees schedule template has now been updated.

Temporary Changes:

Temporary schedule changes can be made through the Assign Schedule Templates window or directly on the current timesheet.

Changes via the Assign Schedule Templates area:
Click Assign Schedule Templates and the Temporary Schedule Template Assignment area will open.

Follow the steps outlined above under permanent changes to apply a schedule template. The Temporary Schedule Template will only be activated for the current pay period.

Changes made via the current timesheet:

At the bottom of the timesheet select the Schedule tab.

When the Schedule tab is opened it displays the schedule assigned to the current pay period. Update any day necessary with the appropriate information and click Save. The schedule is now updated for the current pay period.

You can select additional pay periods and make changes directly to them as well.

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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 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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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 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:

Open the employees’ timesheet and select the appropriate pay period.
If the timesheet can be amended, the Amend icon (see above) appears in the list of available function icons.
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.
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.

Financial Affairs

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CruzPay: Timesheet Coordinator Manual

Financial Affairs

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CruzPay: Timesheet Coordinator Manual