CalTime Demo for Supervisors of Non- Exempt Employees

Transcription

1 CalTime Demo for Supervisors of Non- Exempt Employees Berkeley UNIVERSITY OF CALIFORNIA

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3 Agenda 1 ü Learning Objec.ves 2 ü November 1 st Changes 3 ü What is Biweekly and CalTime? 4 ü Roles and Responsibili.es 5 ü How Does CalTime Work? 6 ü Deadlines 7 ü Demonstra.ons 8 ü Review 9 ü Resources and Ge6ng Help 10/10/2014 University of California Berkeley 3

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5 Supervisors should be able to...! Define the CalTime responsibili.es of a supervisor and a non- exempt employee! Iden.fy the.mecard approval deadlines! Review employees.mecards for accuracy, addressing missed punches, unexcused absences, late and early In and Out punches, and over.me! Perform work rule transfers; add leave (for RT swipers); apply comments; run Genies; and edit non- exempt employees.mecards! Enter employee work hours and perform job, contract, or grant transfers as necessary, when employee is not able! Approve employees.mecards by your deadline! Know where to go for CalTime resources and help 10/10/2014 University of California Berkeley 5

6 What happens on November 1?

7 Non- exempt employees, including most student employees, start: Using CalTime to record their hours worked, transfers, and leave taken Ge6ng paid every two weeks (biweekly) Using a different method for calcula.ng vaca.on and sick leave accruals (Factor Leave Accrual) 7

8 Biweekly Basics

9 Biweekly Pay Basics Get paid EVERY OTHER WEDNESDAY Monthly pay rate is converted to HOURLY PAY RATE EARNED OVERTIME is included in each paycheck Pay period 80 HOURS (2 weeks) 1/2 OF MONTHLY BENEFIT PREMIUMS are taken out of each biweekly paycheck Receive 26 PAYCHECKS/YEAR (maximum of 27): 2 paychecks/month for 10 months 3 paychecks/month for 2 months

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11 CalTime is a Kronos- so[ware- based Timekeeping system already being used by more than 5,000 exempt OR employees at Berkeley. 9/26/2014 University of California Berkeley Online, via PC or Mac Image courtesy of David Cas;llo Dominici and cooldesign at FreeDigitalPhotos.net 11

12 It is also... A ;me- worked and leave- repor;ng system that coordinates with Human Capital Management (HCM) and the Payroll and Personnel Systems (PPS) HCM PPS Profile Data e.g., name, home dept., supervisor of record CalTime Non- exempt hours and exempt and non- exempt leave 10/10/2014 University of California Berkeley 12

13 Glossary 10/10/2014 University of California Berkeley 13

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15 CalTime Advantages CalTime provides advantages to each user popula.on: Employees electronic entry of hours worked, transfer, leave taken, and.mecard approval ready access to current and previous.mecards ready access to leave balances Supervisors electronic review and approval quick, accurate repor.ng of hours worked, transfers, and leave balances on- demand access to employee.mecards and reports Timekeepers eliminates data entry into diverse systems electronic tracking of approvals allows a detailed audit trail of all.mekeeping- and leave- related ac.vi.es on- demand access to employee.mecards and reports 10/10/2014 University of California Berkeley 15

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17 Roles Employee Supervisor Timekeeper 10/10/2014 University of California Berkeley 17

18 Exempt Employees Are paid monthly, report full days of leave, are not eligible for over;me... Can Use Their PCs Throughout the Month to record leave and approve their.mecard by the end of the month 10/10/2014 University of California Berkeley 18

19 Non-Exempt Employees Are paid according to ;me worked, report leave and ;me worked in quarter- hour increments, are eligible for over;me... Any^me PC Users Record.me, leave, and transfers on PCs Real Time PC Time- Stampers Use PCs to record.me and transfers through a.me- stamp program, but can record leave and edit punches through their.mecards on PCs Real Time Swipers and Biometric Users Swipe IDs at terminals (.meclocks) or use a form of fingerprint ID to clock in and out and record.me and transfers. (If they otherwise have access to a PC, they can enter their own leave, but supervisors will generally record leave for them.) 10/10/2014 University of California Berkeley 19

20 Below you see the Web- based 7mecard that non- exempt ANYTIME employees will soon be using. COMPUTER ACCESS OR Online, via PC or Mac TERMINAL ACCESS Above and to the le1 you see the PC- based 7mestamp and the type of terminal that non- exempt REAL TIME employees will soon be using. 9/26/2014 University of California Berkeley 20

21 Responsibilities (Non-Exempt) Non- Exempt Employees Accurately report the hours they have worked, and (in some cases) job transfers and leave they have taken. Review and approve their biweekly.mecards by the pay period end every other Saturday. Supervisors Review their employees.mecards frequently. (Timecard Excep;on Genie) No.fy employees of.mecard errors and to make the necessary correc.ons. If the employee lacks PC access or is ill, make.mecard correc.ons with the permission of employees. Biweekly, review and APPROVE their employees.mecards the first Monday following pay period end. (Non- Exempt Pay Period Approval Genie) u u u u u Timekeepers Follow up with supervisors as needed to make sure all.mecards are approved. SIGN OFF the.mecards. Maintain CalTime.mecard lists and supervisor groups. Coordinate with PPS/ HCM regarding proper handling of pay codes such as LWOP, FMLA, Worker s Comp, etc. Resolve historical.mecard issues (historical edits). 10/10/2014 University of California Berkeley 21

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23 Employee enters time and approves timecard by deadline Employee gets paid Supervisor reviews, edits, and approves timecard FROM TIMECARD TO PAYCHECK Payroll generates paycheck Timekeeper signs off timecards CalTime sends time and leave reported to Payroll 9/26/2014 University of California Berkeley 23

24 Deadlines

25 When are approval deadlines? PAY PERIOD EMPLOYEE Deadline SUPERVISOR Deadline PAYDAY November 1 8 Saturday, November 8 th Monday, November 10 th Wednesday, November 19 November 9 22 Saturday, November 22 Monday, November 24 (by noon) Wednesday, December 3 November Saturday, December 6 Monday, December 8 Wednesday, December 17 10/10/2014 University of California Berkeley 25

26 Demonstra^ons

27 CalTime Overview Demonstrations 1 ü Access and Log in to CalTime 2 ü Introduc.on to CalTime Screen and Genies 3 ü Introduc.on to Excep.ons (missed punches) 4 ü Adding Comments 5 ü Canceling Meal Deduc.ons 6 ü Spli6ng a Row (adding a Pay Code) 7 ü Approving Employee Timecards 8 ü Genera.ng the Time and Accrual Detail Reports 9 ü Log off CalTime 10/10/2014 University of California Berkeley 27

28 Review

29 CalTime Supervisor Review ü Frequently Review all your non- exempt employees.mecards using the Timecard Excep^ons Genie. Pay special aien.on to missed punches, early ins and outs, total hours each day, and over.me. ü Save the.mecard ajer making any changes. ü Contact your employees when correc.ons need to be made on their.mecards. ü In accordance with department policy, contact your employees when they have not approved their.mecards by Monday morning, following pay period end. ü Approve employee.mecards between midnight on the Saturday following pay period end and midnight on the Monday following pay period end. ü Go to: cal^me.berkeley.edu/training/supervisors if you need CalTime step- by- step job aids and other resources. 10/10/2014 University of California Berkeley 29

30 Resources

31 Support and Suggestions Need Resources? cal^me.berkeley.edu/training/supervisors Need Help? Let us know... ü What you need help with ü Who needs help (employees, supervisors) ü Include screen shots, if you have them Berkeley UNIVERSITY OF CALIFORNIA 31

32 Thank you for your aken7on! Berkeley UNIVERSITY OF CALIFORNIA 32