CruzPay Implementation: Inclusion of academic employees
When:
Academic employees will begin using CruzPay in winter quarter 2012.
Who’s “in”:
The approximately 1200 academic employees who will begin entering time or absences from work in the CruzPay system in this phase include:
Readers and tutors
Post-doctoral scholars
Professional Researchers, Project Scientists and Specialists
Astronomers
Fiscal-year Faculty
Librarians (except substitute)
Academic Coordinators
Coordinator of Field Work
Other academics who report sick and vacation leave taken (including fiscal-year faculty administrators)
Who’s “out”:
Because the following groups have special circumstances or do not report time, sick, vacation, or paid time off, they will not have employee records in CruzPay (though they may use the system as supervisors):
Academic-year faculty (unless another appointment makes them eligible)
Graduate Student Researchers
Graduate Student Instructors, Teaching Assistants and Course Assistants
“On-call” groups such as substitute librarians and PISCO divers
E-mail Addresses
All e-mail communication from CruzPay, including User ID and initial password, will be sent to official UCSC (CruzID@ucsc.edu) e-mail addresses only.
IMPORTANT! If you will be using the system as an employee and/or supervisor, and do not regularly check your ‘@ucsc.edu’ email, it is very important that you forward mail from that account to one you actively use. Click here for instructions on how to automatically forward your mail
E-mail Communications
The following communications inform affected individuals:
| Date |
Recipient |
Sender |
|---|
| 11/21/2011 |
All academics |
CruzPay Office [etas_office@ucsc.edu] |
| 01/10/2012 |
Academic employees expected to use CruzPay in January and their supervisors |
CruzPay Office [etas_office@ucsc.edu] |
Using CruzPay
CruzPay is easy to use and can be accessed from any Windows or Mac workstation, either on- or off-campus.
Employees enter time and/or leave directly into the system via a web browser. At the end of the pay period, employees submit their timesheet on-line. CruzPay automatically displays the timesheet to their supervisor for approval. Supervisors review their employees’ timesheets on-line, and indicate their approval (or rejection) through the system as well.
Employees and supervisors will continue to be supported by their current divisional academic personnel representative or SHR Service Team for time and attendance policies and procedures.
Reporting Time
All hourly employees will enter time in terms of hours, rounded to the nearest quarter-hour.
Reporting Absences from Work
As exempt employees, academics using CruzPay will record absences from work in whole day increments. Employees enter in terms of hours (e.g. sick time taken: “8” [hours]), with the exception of postdoctoral scholars, who will enter daily increments (e.g. sick time taken: “1” [day]).
Multiple Assignments
It is possible for an hourly-rated employee to have multiple jobs, where not all of the jobs are set up in CruzPay. The existing time reporting process in place should continue to be used for any jobs that are not set up in CruzPay.
Monthly-rated employees with multiple appointments may or may not be eligible to use CruzPay, depending on their specific situation. If you have questions about your eligibility, contact your academic personnel unit representative.
