Timesheets & Time Reporting

Timesheets & Time Reporting

 

Time Reporting

In order to be paid, hourly employees (including student assistants, work-study students, and hourly staff) must record their hours in CalTime, UC Berkeley's online timekeeping system. Instructions for using CalTime as an hourly employee (also referred to as Non-Exempt) can be found here. There are two kinds of Non-Exempt users in CalTime - Anytime users, who can report their hours any time during the biweekly pay period, and Realtime users, who must clock in at the beginning of their shift and clock out at the end. You will be told which category you fall under at the time of your hire. Hourly/Non-Exempt employees are paid on a biweekly basis. For further information on biweekly pay please click here.

            For Hourly/Non-Exempt employees, the time reporting deadlines are:

·       

Employee approval by end of the last day of the pay period

·       

Supervisor approval by the end of the first business day after the end of the pay period

With the exception of Postdoctoral Scholars and Graduate Student Researchers, employees paid on a monthly basis (also referred to as Exempt employees) also use CalTime to submit time records each month. Exempt employees do not need to report hours worked, but do need to report days taken off. Instructions for using CalTime as a monthly (Exempt) employee can be found here. Monthly/Exempt employees are required to complete/approve their timecards for each month on or by the first business day of the following month. Pay dates for monthly/Exempt employees can be found at this address.

            For Monthly/Exempt employees using CalTime, the deadlines are:

·       

Employee approval by the 1st business day of the following month

·       

Supervisor approval by the 5th day of the following month

Postdoctoral Scholars are required to complete monthly timesheets, which can be found at this address. Each month’s timecard, complete with supervisor approval, should be submitted by e-mail to respayroll@berkeley.edu no later than the 5th business day of the following month.

There are some employees, both hourly and monthly, who are exceptions to these general rules. These are referred to as out-of-scope employees. If you are one of these employees, you will be notified of your status and the correct time reporting procedures at your time of hire.

 

Timesheet Templates

If you need to submit a manual (non-CalTime) timesheet for any reason, templates can be found here.