Winter Curtailment

Winter Curtailment 2024

Due to the holiday schedule, employees and supervisors need to submit and approve time entries early, before the pay period (December 8 to December 21) ends. This advance processing allows UCPath to ensure payroll information is sent to the bank on time for the upcoming payday.

Biweekly Pay Important Dates for December 2024

Pay Period December 8 to December 21

  • Time Projection Form Due December 16 for Employees that need assistance
  • Employee Approval Due December 18
  • Supervisor Approval Due December 19 by 3 pm
  • Pay Day is January 2, 2025

Pay Period December 22 to January 4

  • Curtailment Holiday Form Due December 12
  • Employee Approval Due January 4
  • Supervisor Approval Due January 6 by 3 pm
  • Pay Day is January 15, 2025

Instructions for Biweekly Employees and their Supervisors

During the Pay Period, December 8 to December 21

EMPLOYEES

  • December 8-18: Record time as usual.
  • By December 16: Enter in advance, but no later than December 18, the hours you plan to work and/or take leave for December 19 to 21. If you need assistance entering your hours in advance, complete and submit the projected hours form to your supervisor no later than Monday, December 16.
  • Due December 18: Review and approve your timecard.
  • January 2nd: Pay Day for this pay period.

SUPERVISORS

  • Due December 19 by 3pm: Ensure your employees scheduled work hours for Thursday to Saturday (December 19 to 21) are recorded in CalTime if applicable. Review and approve timecards.

During the Pay Period, December 22 to January 4

EMPLOYEES

  • By December 12: If you are using vacation or comp-time during this pay period, we recommend recording your leave in advance before campus curtailment.
    • 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 12.
  • December 23, 26, 27, and 30 are the designated annual energy curtailment days where the campus is closed. Employees planning to take leave without pay during the curtailment dates and are currently eligible to accrue vacation should use the Curtailment-LWOP pay code.
  • December 22 to January 4: Employees working during this period should record time in CalTime as usual on those dates.
  • December 26: Holiday hours for December 24, 25, 31 and January 1 will appear for eligible employees beginning December 26.Do not enter holiday hours for December 24, 25, 31 or Jan 1.
  • January 15: Pay Day for this period.

SUPERVISORS

  • Supervisors may need to assist employees in recording leave during this pay period.
  • Due January 6th by 3pm: 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 3 pm on January 6.
  • December 26: Do not enter holiday hours December 24, 25, 31 or January 1.
    • Observed holiday hours for December 24, 25, 31, and January 1 will be populated automatically by the CalTime system beginning December 26 for eligible employees.

Options for Reporting Leave

Employees not working during the holiday or curtailment period may report leave using one of these options:

Option 1: Record leave online through CalTime

Login to CalTime via the web. Locate the pay code column and select one of the following from the drop down list: Select Vacation Leave Taken, Comp Time Off, or Curtailment-LWOP and enter the amount of hours.

Option 2: Curtailment Holiday Form

Complete and submit the Curtailment Holiday Form to your supervisor by December 12. Supervisors must enter this information into CalTime by 3 pm on December 19.

Using Vacation Leave in Advance of Accrual

Eligible employees (those that accrue vacation) record up to 4 days of vacation leave in advance of accrual if needed for curtailment dates (December 23, 26, 27, and 30).

Using the Curtailment-LWOP Pay Code to Record Leave Without Pay

If eligible, you may use the Curtailment-LWOP pay code on curtailment days.Using the Curtailment-LWOP pay code will enable employees to continue to accrue vacation and sick leave credits during curtailment days, even when unpaid.

Eligibility requirements:

  • 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 Monday, Thursday, or Friday (December 23, 26, 27, 30), and are not working as a result of the curtailment closure.

Note: Do not use the regular “Leave Without Pay” code during curtailment, as it may impact 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).

Resources