Why is UC Berkeley replacing its current timekeeping system, CalTime?
The vendor for CalTime, UKG, is ending technical support for the platform in March 2027. This means no further updates, bug fixes, or support will be provided after that date, making it necessary for UC Berkeley to find a replacement solution.
Streamlining the user experience for employees Providing better reporting capabilities Reliable system support and performance Enhancing accuracy in time tracking and ensuring timekeeping requirements align with UC Policy and regulatory requirements System solution can meet both functional and system requirements Ensuring one-time implementation and ongoing costs are cost-effective Eliminating existing customizations that are no longer necessary Eliminating the need for subsidiary time reporting methods and paper timecards
What were the main options considered for replacing CalTime?
These are the main options that were considered:
Selected Option: Implementing Time Reporting System (TRS) (a UC system hosted by UCI) for the majority of campus employees (92%) and CalKronos, a secondary solution, for specific groups like Housing and Dining, Police, and Skilled Crafts and Service workers (8%).
Other options reviewed and not selected: Implementing UKG PRO WFM, the replacement product offered by UKG for CalTime for the entire campus. PeopleSoft Fluid Timesheets Continuing the search for alternative 3rd party...
How will campus engagement be incorporated into the project?
The project team plans to engage with campus stakeholders to collect requirements, gather feedback, work together to design the optimal user experience, obtain support for user acceptance testing, provide updates, and ensure a smooth transition. This will involve:
Identifying stakeholders and building collaborative relationships to collect requirements
Providing regular communication through emails, forums, and web updates.
Collect feedback through surveys and focus groups.
Offering comprehensive training through user guides, videos, and dedicated support....
Timecard Responsibilities will typically remain the same: Employees will need to record time or leave as applicable, and approve their timecard by the approval deadline as usual. Supervisors will still need to review their employees’ timecards, confirm accuracy, and approve by the deadline.
New Systems, new job aids, and updated training: Users will be trained to access, navigate, and perform their timekeeping responsibilities within the new system.
How can I get involved in the project as a Change Champion?
If you are interested in becoming a Change Champion for your department, please email caltimetransition@berkeley.edu and Jan Crosbie-Taylor, Change Manager, will get back to you.
All student employees will use the Time Reporting System (TRS). Students often have multiple jobs, so it is important that the time is tracked for all their jobs in one system.
What are we calling these two new timekeeping systems?
Time Reporting System (TRS) is the name of the system that the majority of campus employees will use, including all student employees. TRS is planned to go live in October 2026.
CalKronos is the name for the system based on UKG’s Pro Workforce Management system. This is planned to go live in May 2026 and will support fewer than 2,000 employees.
Specifically those moving to CalKronos are:
Skilled Trades(KB) union members AFSXME (Service (SX) and Patient Care Technical (EX)) union members Nearly all the UC Police Department (PA & SA unions), excluding all student...
Will the way employees record their time be different in either of the new timekeeping systems?
The requirements for how you enter time will remain the same in the new systems. For examples:
If you use a time clock currently, you will also use a time clock with the new systems. If you enter the exact time you start working and the time you end working, often called ‘real time’, you will do the same in the new systems. If you enter your time in the timesheet anytime in the pay period, you will also be able to do this in the Time Reporting System (TRS).
How long does it take for a time clock punch to show up in the timekeeping system?
Punches made at the time clock will be visible in the timekeeping system (TRS or CalKronos) within 30 minutes of the punch. Punch data is sent near the top of the hour and near the half hour, for example, at 12:05 p.m. and 12:35 p.m.
If I get a new Cal 1 Card, when will it work with the Time Clock?
Day 1: The replacement card will not work.
Day 2:
Cal 1 Card should work for CalKronos users after the worker sync at 8 a.m. Open a ticket if they are scheduled to work that day, and we can request a middleware sync to Cirrus from IT. Cal 1 Card will not work for CalTime users until day 3.
Day 3: Cal 1 Card should work for both CalKronos and CalTime users. If not, open a ticket.
Where do I find my time off balances (ex: sick, vacation)?
UCPath is the system of record where your balances are managed. You will be able to see those balances in multiple places in the new time systems, including at the bottom of your time sheet.
Will Cal1Cards work without any changes for Time Clock users?
Yes! The new time clocks require users to tap their Cal1Card instead of swiping their card. Cal1Cards are equipped with a chip that allows tapping at a time clock.
How does the Time Reporting System (TRS) handle time on call (TOC) for TX employees when there are different rates?
TRS captures reported hours and generates the corresponding Earn Codes (e.g., TOC=16) when the employee enters Time On Call (TOC) hours. The UCPath system then uses these Earn Codes to process the pay by applying the appropriate pay rate to calculate the final amount.
For example, if a TX employee reports 16 hours of Time On Call, TRS sends the TOC=16 code to UCPath, which then converts it into the correct payment for the employee.
The rate applied to the hours TRS sends for TOC is calculated at the UCPath level, and the rates used can be found in the...
How can a supervisor check the work rule for an employee to determine whether they have selected comp time or overtime?
Open the main menu (three horizontal bars) and select Maintenance. Then select People Information. Select the employee from the panel on the left. Then expand the Additional Information in the middle and scroll down to see Comp Time Election.
Will realtime employees, those using time clocks or the Punch tile in CalKronos, be able to input their own vacation & sick leave?
In CalKronos, employees can use the Request Time Off feature in the system, allowing employee requests and supervisor approvals to be tracked. Realtime employees can still enter their vacation, sick leave, and comp time taken in their timecard directly.
Will a vacation request send a notification to the Supervisor to approve or deny?
Yes! The supervisor (as recorded in UCPath) will receive notifications about time-off requests. If the supervisor has delegated to another supervisor, the delegate would receive the notifications.
Will Friendly Names transfer over to CalKronos? Can one add new Friendly Names?
The Friendly Names application is no longer needed with our new timekeeping systems. Transfers to other work locations will be done as a transfer on the timesheet. Transfers to another job are done by selecting the particular job, such as Carpenter Lead, in the Assignment column on the timesheet.
