Winter Curtailment 2023
Important timekeeping instructions this year for biweekly paid employees and their supervisors are required to comply with early UCPath December Payroll Deadlines. Please read the instructions below carefully to ensure you are paid correctly.
In preparation for the December holidays and the campus annual energy curtailment period, biweekly paid employees and their supervisor should plan ahead and follow the deadlines and instructions below to ensure biweekly paid employee(s) are paid for all hours worked and leave taken. During the biweekly paid period, December 10 through 23, due to the holiday schedule, biweekly paid employees and their supervisors are being asked to submit and approve their hours worked and leave taken before the pay period ends. The early time submission and approval deadlines allow UCPath to process Payroll and submit the necessary information to the bank so employees may have their pay available during the following pay day.
Biweekly Pay Approval Deadlines and Key Dates
Pay Period December 10 to December 23
- Time Projection Form Due December 18 for Employees that are required to report time on a daily basis
- Employee Approval Due December 20
- Supervisor Approval Due December 21 by Noon
- Pay Day is January 3, 2024
Pay Period December 24 to January 6
- Curtailment Holiday Form Due December 13
- Employee Approval Due January 6
- Supervisor Approval Due January 8 by Noon
- Pay Day is January 17, 2024
Instructions Pertain to Your User Role
The instructions to follow during Curtailment are specific to your user role in CalTime. Below is a description of CalTime user roles. You may scroll to the next section to find instructions pertaining to your role.
RealTime Employee Role
RealTime employees are typically students, represented AFSCME and Skilled Craft employees that are required to report time on a daily basis at the beginning and end of their scheduled shift. Their supervisor must enter any future timecard entries or corrections to entries on their behalf.
AnyTime Employee Role
AnyTime employees are typically staff (and some students) that are permitted to report time anytime through the biweekly pay period. They can enter future entries and correct and update their entries on their timecard without assistance from their supervisor.
Supervisor Role
Supervisors have the ability to update and edit their employees time card regardless if their employee has a RealTime or Anytime CalTime user role. However during curtailment they must assist their RealTime employee by entering future scheduled work hours (also known as time projection) before the pay period ends.
Instructions for RealTime Biweekly Employees
During the Pay Period, December 10 to December 23
- Record time as usual during December 10 through 20.
- Complete and submit the projected hours form to your supervisor no later than Monday, December 18 if you are scheduled to work or take leave on December 21-23.
- Note: In order to be paid for hours on December 21 to 23, your supervisor must enter your hours in CalTime in advance, no later than Noon on December 21.
- Approve your timecard on December 20.
- Pay Day for this period is January 3
About the Projected Work Hours Form
Biweekly paid employees scheduled to work during December 21 to 23 must ensure their hours are entered in CalTime by noon on Thursday December 21 before the pay period ends or they will not be paid for these days. Employees that need their supervisor to enter these hours in CalTime on their behalf must complete and submit the Projected Hours Form to their supervisor no later than Monday December 18.
During the Pay Period, December 24 to January 6
- This pay period includes the annual energy curtailment period during December 27, 28, and 29.
- If you are using vacation or comp-time during this pay period, you must record your leave in advance.
- Record using CalTime: If you have access to a computer you may enter your leave choice online through CalTime. Scroll down to see pay code information under Options on Recording Leave.
- Record using Holiday Leave Form: If you do not have access to a computer or need supervisor assistance, you must complete the notify the Holiday/Curtailment Leave Form and return to your supervisor by December 13.
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Do not enter holiday hours for December 25 and 26 or Jan 1 and 2. Holiday hours for December 25 and 26, and January 1 and 2 will appear for eligible employees beginning December 28.
- Pay Day for this period is January 17
Instructions for AnyTime biweekly Employees
During the Pay Period, December 10 to December 23
- Enter your hours worked or leave taken as usual for December 10 through 20.
- Enter in advance, but no later than December 20, the hours you plan to work and/or take leave for December 21 to 23, and approve your timecard by December 20.
During the Pay Period, December 24 to January 6
- This pay period includes the annual energy curtailment period during December 27, 28, and 29.
- During this pay period, you may enter any work or planned leave hours at any time until January 6.
- See below for options on recording leave.
- Do not enter holiday hours for December 25 and 26 or Jan 1 and 2.
- Holiday hours for December 25 and 26, and January 1 and 2 will appear for eligible employees beginning December 28.
Instructions for Supervisors
During Pay Period December 10 to December 23
EMPLOYEES
Note that employees record time as usual during December 10 through 20.
- All biweekly paid employees must approve their timecard by December 20. If your employee is scheduled to work during December 21 to 23, and they are required to report time on a daily basis in RealTime (i.e. students, represented AFSCME and Skilled Craft employees), you must enter their hours in CalTime by noon on Thursday December 21, before the pay period ends or they will not be paid for these days.
- Employees that need their supervisor to enter these hours in CalTime on their behalf must complete and submit the projected hours form to you no later than Monday December 18.
SUPERVISORS
- Ensure your employees scheduled work hours for Thursday to Saturday (December 21 to 23) have been entered in CalTime by noon on Thursday, December 21.
- Approve timecards by noon on December 21.
During Pay Period December 24 to January 17
- Supervisors may need to assist employees in recording leave during this pay period.
- Employees that require assistance must provide you with leave information using the Curtailment Holiday Form.
- You must enter their leave information in CalTime no later than noon on January 8.
- Do not enter holiday hours December 25 and 26 or January 1 and 2.
- Observed holiday hours for December 25 and 26, and January 1 and 2 will be populated automatically by the CalTime system beginning December 28 for eligible employees.
- Employees working during December 24 to January 6, should record time in CalTime as usual on those dates.
- If your employee will be taking leave without pay during the curtailment dates (December 27, 28, 29) and is currently eligible to accrue vacation, they should use the Curtailment-LWOP pay code.
Options for Reporting Leave
Employees that are not working during the holiday and curtailment period my report leave online or by submitting a Curtailment Holiday Form. Eligible employees should use vacation, comp time or Curtailment-LWOP pay codes to record leave taken during curtailment. See below for more information on how to record leave during this period.
Record leave online through CalTime
Go to the CalTime website to access your timecard online. When reporting leave hours, choose Pay Code Vacation Leave Taken, Comp Time Off, or Curtailment-LWOP and enter the amount of hours. For more information, see How Non-exempt Employees edit pay code(s) and hours (pdf).
Note: Employees that are working during the holiday and curtailment period may record time during their regular scheduled shift.
Record leave using the Curtailment Holiday Form (Due December 13)
If recording leave using the Curtailment Holiday Form, fill out the form and turn it in to your supervisor by December 13. The Supervisor must enter their employees' vacation leave or comp-time into CalTime before leaving for the holiday and curtailment break and no later than noon on December 21.
Using Vacation Leave in Advance of Accrual
If you earn vacation leave and wish to use it for the three curtailment closure dates but you don’t yet have enough accrued vacation leave, you are permitted to take up to three days of vacation leave in advance of accrual. Your supervisor can enter this into CalTime as vacation leave. Holiday hours for December 25 and 26, and January 1 and 2 will appear for eligible employees beginning December 28.
Using the Curtailment-LWOP Pay Code to Record Leave Without Pay
If you are eligible to accrue leave and plan on reporting "leave without pay" during curtailment (December 27, 28 and 29), use the Curtailment-LWOP pay code when recording your leave. Using this paycode will ensure that eligible employees continue to accrue vacation and sick leave credits during curtailment days, even when unpaid.
Eligibility
If you meet the eligibility conditions below, please use the pay code "Curtailment-LWOP" (LWOP stands for Leave Without Pay) to record leave on December 27, 28 and 29.
- You plan to use leave without pay to account for your time off during the campus closure dates instead of using vacation accrual in advance or existing accrued vacation and or compensatory time,
- You are currently eligible to accrue vacation and/or sick leave, or will be eligible at the time of curtailment, and
- You are typically scheduled to work on a Wednesday, Thursday, or Friday (December 27 to 29), and are not working as a result of the curtailment closure.
Important: Employees should not use the regular “Leave Without Pay” pay code during the curtailment dates, as this may negatively affect accruals.
Contact
Employees should reach out to their supervisor for initial assistance. If further assistance is needed, email caltime@berkeley.edu or call the Help Desk at (510) 664-9000 (option 1 followed by option 4).