SLC Supervisor CalTime Protocols

SLC tutors are Exempt Biweekly AnyTime employees! Please note that information, guides, and communications regarding Realtime/Non-Exempt/Monthly employees do not apply to SLC tutors.

Note: Ambassadors for some programs are Realtime Employees and more information about processing their hours is forthcoming.

Step 1: When logging into CalTime you will see:

Step 2: Click the '+' icon and select "My Information" from the drop-down menu to view, update, and approve your own timecard.

Step 3: Click "Manage My Department" to enter supervisor mode and approve staff timecards. This should be your default window that is open when you log in to CalTime. 

Different positions have corresponding “Friendly Names” assigned to them. When reporting time, staff enter amounts and select in the “Transfer” column the Friendly Name matching the position/pay rate. When approving timecards, approvers should verify that these hours are entered correctly. You should be able to filter this information in the totals area. Approvers should stay up-to-date with the current Friendly Names for peer staff’s different positions. The live document containing peer staff friendly names and position eligibility can be found here.

If time was recorded/saved on the timecard before the end of the pay period, it will be paid out normally. No approvals are necessary for time to be paid. However, they are strongly recommended to ensure that hours are reported and recorded accurately.

The peer staff member must fill out a Manual TimeCard you can see further instructions in the Manual Timesheet section below. 

Your peer staff should submit manual timesheets following the directions in your program's Manual Timesheet Form. 

Please make a copy of this and personalize it for your program. This will allow them to get access to the timesheet, directions for how to fill them out, and give a convenient way for them to submit the timesheet to you.

Below are instructions that you for what staff need to do to fill out manual timesheets. This is also included in the Manual Timesheet Form Template:

Please find the Biweekly manual timesheet here.

• The information you need to include on the top two rows is:
  • Employee Name:Your name on UCPath records. To find this, log in to UCPath; it will be the name on the upper-left;
  • UCB EID:your UCPath ID. To find this, log in to UCPath; "EID" stands for "Employee ID" and will be in the upper-left;
  • Title:“Tutor”;
  • Department:“Student Learning Center”;
  • Bi Weekly Pay Period From:Pay Period Begin Date and To:Pay Period End Date. The begin and end dates of different pay periods are listed in the appropriate Biweekly calendar here. 
• For Pay Code write "Reg" and input the total amount of hours [rounded to the nearest 0.25 hour] you worked from Begin Date to End Date in the "Hours" section. In the “Other” column please write the appropriate Friendly Name: either “UOSLC-DYNAMIC-TUT”,  “UOSLC-STRUCT-TUT” or “UOSLC-AMBASSADOR”. 
• For Total %/HRS. add up the total number of hours on the timecard.
• Once you have completed the Manual timesheet, sign and date it in the “Employee’s Signature” section (either by printing it out or electronically using a Tablet/Adobe Acrobat) and email your supervisor with the signed timesheet. Your supervisor will then sign it and send it to payroll for processing. 

HR/BEARs will process an off-cycle payment for you which may process and pay out on a different timeline than the usual pay dates for that pay period. Please note, that this process is carried out by UCPath and not the Student Learning Center.

Please see the image below as a reference of a correctly filled out timesheet

Once the staff member has completely filled this out you can sign and date the timesheet. Once this is completed you can email the timesheet to bears_payroll@berkeley.edu. Be sure to include UOSLC in the header as well as the pay period end date and name of the peer staff member.

Feel free to reach out to slc-payroll@lists.berkeley.edu for any questions.

 Click on "Manage My Department" in CalTime to pull up the approver interface.

Select Pay Period Tab: Select the current pay period in "Time Period". Under "HyperFind" select "Biweekly". Then hit save and click next on the top right.

Approve Timecards Field: Clicking the "Select All Rows" button will allow you to edit each staff member's timesheet successively. To initiate the approval process, select "Go To" and then "Timecards" from the drop-down menu to begin approving time.

Using this method will allow you to see each individual employee's timecard for the pay period. Check that the daily amounts and totals are correct. You should also verify that they have reported time and selected the correct Friendly Name/ Position in the "Transfer" column. If all appears to be accurate, select "Approve Timecard". The Timecard background should become yellow, indicating that it has been approved.

At the top of the page, there are arrows that allow you to scroll to the next employee and repeat the process. (Each staff member's name is on the drop-down menu.)

You can verify that you've approved all staff's timesheets by returning to the “Manage My Department” tab. You should see approvals noted on this page. There should be a “1” in the “Spvr Approval Single Friendly Name” column if they have only one position, and a check mark in the “Spvr Approval Multiple Friendly Names” if they have multiple positions.

1. Tutor timesheet approvals/submission are due by the end of the pay period (Saturday) by 11:59PM. It will then become uneditable by tutors; however, supervisors will still be able to request that HR/BRS edit those hours for that pay period, typically until noon the following Monday.
2. Supervisor/Delegate Approvals are typically due by noon the following Monday, although for some periods the deadline is 9:00AM.
3. HR/BEARS processes timesheets on the same day or following day and we should get an update about their status soon after.

• Approvals Calendar (For Peer and Professional Staff)
• Supervisor Complete Guide
• Anytime Employee Complete Guide
• How to Record and Approve Time for Employees in a Reader or Tutor Position (Video) - HR/BEARS