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Frequently Asked Questions, Project Announcements, and Contact Information

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Frequently Asked Questions 

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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...

Where does an employee find their union and Job Title information?

This information is available in UCPath and also in the Berkeley Regional Portal.

How accessible will the new timekeeping system be?

Selecting timekeeping systems that are accessible for our users was one of the goals of our project.

CalKronos is WCAG 2.1 compliant as delivered from UKG, the vendor. There will be another review by UC Berkeley to be sure the system meets our accessibility requirements. Time Reporting System (TRS) has been tested by UC Berkeley and it meets our required accessibility standards. TRS is also used by six other UC locations.

Where can I submit a question, share concerns, or provide feedback about the project?

Please email caltimetransition@berkeley.edu.

How will updates about this project be communicated?

We will provide regular updates through newsletters, meetings, web updates, and forums. You can also check the FAQ section for the latest information.

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.

How will I be affected by this change?

Feedback Collection and Involvement: Opportunities to ask questions, share concerns, and provide feedback throughout the project

Timecard Responsibilities will typically remain the same Employees will need to record time and 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 System, new job aids, updated training: ...

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....

What are the advantages and disadvantages of each option considered before deciding to use the two systems?

TRS: Cost-effective, meets most requirements, already in use by six other UC campuses, offers potential for greater control to implement new functionality in the future, tailored to Higher Education needs. Minor gaps that can be addressed. No request for proposal required. It’s a proven solution with a long track record pre-built for both non-represented and a majority of our represented employee collective bargaining agreements (i.e., as close to plug and play as you can get for a software implementation).

UKG PRO WFM (Kronos replacement product):...

What were the main options considered for replacing CalTime?

Three main options were considered:

Selected Option: Implementing TRS (a UC system hosted by UCI) for the majority of campus employees (88%) and a secondary solution for specific groups like Housing and Dining, Police, and Skilled Crafts workers.

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 timekeeping solutions via an...

What are the goals of the new timekeeping system?

The primary goals include:

System solution can meet both functional and system requirements

Enhancing accuracy in time tracking and ensuring timekeeping requirements align with UC Policy and regulatory requirements

Streamlining the user experience for employees

Ensuring one-time implementation and ongoing costs are cost-effective

Providing better reporting capabilities

Reliable system support and performance

Eliminating existing customizations that are no longer necessary

Eliminating the need for subsidiary time reporting methods and...

What is the timeline for implementing the new timekeeping system?

The project aims to have the new system in place by fall 2026.

What system will CalTime be replaced with?

UC Berkeley plans to transition the majority of campus employees to the Time Reporting System (TRS) hosted by UC Irvine (currently used by six other locations). A small subset of the campus with more complex 24-hour shift pay requirements will be transitioned to the Ultimate Kronos Group (UKG) replacement product known as PRO Workforce Management.

Why is UC Berkeley replacing its current timekeeping system, CalTime?

The vendor for CalTime, UKG, is ending engineering 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.

What is the timekeeping system replacement project?

The project aims to replace our current timekeeping system, CalTime, with a new solution that offers an improved user experience, is cost-effective, and better aligned with our evolving time reporting needs in higher education.

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Project Announcements

10/27/2025 [INFO] Timekeeping Replacement Project Update fall 2025

4/24/2025 CalTime End User Survey Results collected in November 2024

11/18/2024 Project announcement to replace CalTime by Fall 2026

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Contact

If you have any questions, please email us at caltimereplacement@berkeley.edu.