New Timekeeping Systems Coming in 2026
Please contact us with questions at caltimetransition@berkeley.edu.
Project Overview
We would like to introduce you to the Timekeeping Replacement Project! This project is sponsored by the Controller's Office and managed by the Payroll Policy and Controls department. We are replacing the CalTime timekeeping system because the vendor support will end in early 2027.
The primary objectives of this project are:
- enhance the accuracy of timekeeping work rules and pay
- improve the user experience with modern, more intuitive systems
- meet the existing core timekeeping needs required to ensure employees' time is correctly recorded, approved, and reported to UCPath for accurate pay
- most cost-effective means for campus timekeeping needs
Please refer to the Timekeeping Replacement Project PowerPoint for an overview of the project objectives, guiding principles, scope, timeline, and stakeholder impact.
Project Timeline
Two replacement systems will be implemented in May and October 2026. They were selected for their ability to meet timekeeping business needs and provide cost efficiency to the campus. Both of the new systems will provide new benefits for all campus employees.
May 2026 - CalKronos (UKG Pro Workforce Management) Implementation
A small group of approximately 2,000 employees with complex 24-hour shift pay requirements will move to this system in May 2026. The employees moving to the CalKronos system are: Skilled Crafts (KB), Service (SX), Patient Care Technical (EX), and Police Officers (PA) union employees. Additionally, all staff employees in the Police Department will move to CalKronos. In Housing and Dining, a few additional job titles will also move to CalKronos.
October 2026 - Time Reporting System (TRS) Implementation
The majority of campus employees, including Staff, Academic employees, and all Students, will transition to Time Reporting System (TRS). TRS is currently used by six other UC locations. Users will go live with this system in October 2026.
Which System Will You Use in 2026?
Employees Transitioning to Time Reporting System (TRS)
Most employees will use Time Reporting System (TRS). A small group determined by a contractual bargaining agreement and department will transition to CalKronos; those employees are listed below.
Employees Transitioning to CalKronos
All employees in these unions will transition to CalKronos:
- Skilled Crafts (KB) - ACBCTC
- Service Unit (SX) - AFSCME
- Patient Care Technical (EX) - AFSCME
- Police Officers (PA) – FUPOA
The following employees will also transition to CalKronos:
- All non-student employees in the UC Police Department (UCPD)
- Some additional job titles in Dining Services (Student Affairs - UKHDS)
Employees Excluded from Transitioning
Non-vacation accruing academics who are appointed on an academic-year basis are excluded from both systems.
Please Note: Some faculty are exempt from using a timekeeping system to report their own time; however, they must still use the timekeeping system to review and approve their direct employees' time.
Supporting Your Success: Stakeholder Engagement
Campus engagement and effective change management are essential to this project's success. Your involvement will be important for a smooth transition. We will guide you through the steps to prepare for the new timekeeping systems, whether you are an employee entering time, a supervisor or manager approving time, or a payroll representative overseeing your unit.
In November 2024, we conducted a CalTime user feedback survey to learn what you liked and didn’t like about our current timekeeping system. That information has informed our work in the Timekeeping Replacement Project. You can learn more on the CalTime Survey Results page.
We are committed to keeping you informed, prepared, and connected every step of the way:
Change Champions to Help Keep You Connected
These colleagues are working closely with the change manager to provide updates, plan for training, and funnel your feedback directly to the project team.
Newsletters to Keep You Informed
Stay up-to-date on all project milestones coming directly to your inbox.
Sneak Peeks at Your New Timekeeping System
Get an early look at the interface and key features so you know exactly what to expect and can visualize your new workflow.
Training That Works With Your Schedule
We will offer flexible learning options (online modules, short videos, scheduled live Zoom sessions) so you can learn when and how it is most convenient for you.
Extra Support After Go-Live
Our support does not stop on launch day. Dedicated project and technical resources will be available to troubleshoot issues, ensure data accuracy, and answer your questions in the critical weeks following the launch.
We believe the best projects are done with you, not to you. Stay tuned for our communications as we move through the project. Your modern, user-friendly timekeeping experience is just around the corner.
Support for Managers
Are you interested in learning new skills to help guide your team through any change? Berkeley People Management course "Leading Change" - BPM 207 will be offered on the following dates:
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February 11, 2026 from 9 a.m. to 4:30 p.m.
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June 4, 2026 from 9 a.m. to 4:30 p.m.
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September 23, 2026 from 9 a.m. to 4:30 p.m.
Registration will be available in the UC Learning Center starting in November 2025.
Contact
Please contact us with questions at caltimetransition@berkeley.edu.