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CruzPay Meets UCPath

CruzPay will continue to be used for timesheet entry and processing with UCPath. Although CruzPay looks and works very much like it did in the past, the business rules and processing has been significantly upgraded to work with UCPath. In the previous PPS world, only student timesheet data was electronically fed to payroll processing; all other time and leave taken data was keyed into PPS by SHR and Academic Division timekeepers. In the current UCPath world, all CruzPay timesheet data is interfaced directly. This was an enormous behind-the-scenes change, and required several years of planning, analysis, coding and testing by our cross-functional CruzPay team of experts from SHR, APO, ITS and EFS.

On this page we are calling out areas that changed for employees and supervisors who used CruzPay and to highlight their importance while we continue to transition to UCPath. As always, please contact us at cruzpay_help@ucsc.edu for any questions or comments.

UCPath Launch

Key Dates

Pay Dates Calendar

Monthly Employees
01/02/2020 Monthly employee access to upgraded CruzPay

01/07/2020 Monthly employee December timesheet due

01/10/2020 Supervisor approval for monthly employee December timesheet due

Bi-Weekly Employees
01/02/2020 Biweekly employee access to upgraded CruzPay for time entry (12/29-01/11 pay period)

Swipe Card Employees
01/12/2020 Swipe cards issued, swiping resumes in upgraded CruzPay

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What's new in CruzPay

Accelerated Timesheet Submittal and Approval
As of 01/02/2020, employees will have access to an upgraded CruzPay and will be (retroactively) reporting time worked and leave used for these pay periods. For Monthly employees this is their December 2019 timesheet. For Biweekly employees this is their 12/29/2019-1/11/2020 timesheet.

Historical timesheets that were entered prior to the UCPath upgrade will be available for inquiry via the archived CruzPay environment.

Bank Balances and Accruals
UCPath is the system of record for bank balances, like Vacation, Sick, and PTO. Also, UCPath calculates accruals, like Vacation, Sick, and PTO accruals. For CruzPay, this means that every pay period your CruzPay bank balance and accrual information will be updated, to reflect your most up-to-date UCPath bank and accrual information. If you see the message ‘Accruals have not yet been posted’ on your CruzPay timesheet, you know that bank and accrual updates from UCPath are still underway.​
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Other Topics

Timesheet Submittal and Approval
To ensure accurate and timely pay, it is important for employees to submit their timesheets and for supervisors to approve their employees’ timesheets - on time.

As a reminder, the regular Employee Submittal and Supervisor Approval deadlines are:

Employees

  • Monthly timesheet submittals are due on the last calendar day of the month.
    Biweekly timesheet submittals are due on the last Saturday of the pay period.

Supervisors

  • Monthly timesheet approvals are due no later than the second calendar day of the month.
    Biweekly timesheet approvals are due no later than 10:30am on Monday following the pay period.

Email Reminders
Employees and supervisors will continue to receive email reminders when it is time to submit and/or approve timesheets.
Email Reminder Schedule
Biweekly employees Submittal
Timesheet submittals are due on your last workday each pay period; Friday or Saturday, depending on your schedule. If your timesheet is unsubmitted, you can expect to receive up to three submit reminders on the following schedule:
  • WEDNESDAY (3 days prior to the end of the biweekly period)
  • FRIDAY (1 day prior to the end of the biweekly period)
  • SATURDAY (last day of the biweekly period)
Monthly employees Submittal
Timesheet submittals are due on your last calendar day of the month. If your timesheet is unsubmitted, you can expect to receive up to two submit reminders on the following schedule:
  • 2 days prior to the end of the calendar month
  • Last day of the calendar month
Supervisors of Biweekly employees Approval
Timesheet approvals are due on Monday (following the biweekly pay period), at 10:30am, at the latest. Supervisors with unapproved timesheets can expect to receive up to two approval reminders on the following schedule:
  • SUNDAY (1 day after the end of a biweekly period)
  • MONDAY (2 days after the end of the biweekly period)
Supervisors of Monthly employees Approval
Timesheet approvals are due 2 days after the end of the month. Supervisors with unapproved timesheets can expect to receive up to two approval reminders on the following schedule:
  • 1 day after the end of the calendar month
  • 2 days after the end of the calendar month

Schedules
Maintaining correct employees’ schedules in CruzPay is also very important to ensure accurate pay. More information on how to easily update schedules for your employees in the upgraded CruzPay will be provided soon.
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