Frequently Asked Questions

How do the systems work?

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Will Friendly Names transfer over to the new timekeeping systems? Can one add new Friendly Names?

The Friendly Names application is no longer needed with our new timekeeping systems.

In CalKronos, transfers to other work locations appear in the Transfer column of the employee's timecard. Transfers to other jobs, such as a lead worker, are shown in the Assignment column on the timecard. CalKronos employees who use time clocks can select their work location (listed as Cost Centers) or select their secondary job on the time clock when they Punch in. For TRS, each job has its own timesheet, so employees with multiple jobs can simply use the timesheet for the job for which they...

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 student employees have to select their different jobs on their timesheet?

All student employees will be using the Time Reporting System (TRS). In TRS each unique job has its own timesheet to fill out.

Supervisors will only see the timesheet for the job that they supervise.

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...

What do I need to know about the Time Reporting System (TRS)?

System Access & Setup

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How many supervisors have access to an employee’s timesheet for review and approvals?

TRS automatically assigns two supervisors to each employee's timesheet: the employee's direct supervisor as the Primary and the direct supervisor's manager as the Backup. This means that every employee's timesheet can be accessed by two people at all times. Should there be a need to add an additional supervisory-level person to an employee's timesheet, we have a Delegate request process (same as in CalTime).

Will my permissions in CalTime automatically transfer over to the new system (Time Reporting System (TRS)?

Employees and Supervisors will be granted access automatically. Special access, such as delegations and those with global view or update access, will need to submit a request to confirm that access is still required. We will reach out to applicable campus users with instructions about this process to extend access in TRS.

I currently record my time using a time clock and/or the timestamp in the CalTime system. Will I continue using those?

If you use a time clock, you may continue to do so when you transition to Time Reporting System (TRS). However, the timestamp feature will no longer be available in TRS. Those who report time online in TRS will submit and complete a timecard.

What is the cutover date for biweekly people moving to Time Reporting System (TRS)?

The transition to TRS will occur during the week of October 12-16, 2026, and will be effective October 11 for Biweekly employees and October 1 for Monthly employees.

Will we find the link to access Time Reporting System (TRS) on the same CalTime website we use today?

No, we will start using a new website, Timekeeping.berkeley.edu, to access our new timekeeping systems.

Do we have to be connected to our VPN to access our timesheets?

No, you should not need a VPN to access TRS. You will be asked to log in to the system using your CalNet name and passphrase.

Submitting, Editing & Approval Rules

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Which employees require a schedule in TRS?

The employees in the following Unions earn Daily Overtime and/or are eligible for Shift Differentials; therefore employees in the listed Unions require a schedule to be entered in TRS to ensure they are paid correctly.

CX - Teamsters 2010 GS - Teamsters DC 2 TX - UPTE (Technical staff) RX - UPTE (Research Support Professionals) NX - CNA (Cal Nurses Assoc)

Will reminders be sent out to employees about when timesheets are due? What about reminders to supervisors?

Yes! Email reminders will be sent to employees and supervisors from the Time Reporting System (TRS) system, but only if the employee has not submitted their timesheet or if the supervisor has not approved the timesheet by the reminder date. Look for emails coming from donotreply_ucbtrs@berkeley.edu.

Do employees or supervisors have to create the timesheet each pay period? Or is it created by the system when the pay period begins?

The timesheet is auto-created for the employee.

Do biweekly employees need to add their lunch break (meal break) in TRS?

Yes. Time Reporting System (TRS) is used by other UC locations and is designed to require that the lunch period (or meal break) be recorded on the employee’s timesheet.

Are there any limitations on how late a timesheet can be revised/submitted/resubmitted within the system?

Timesheets are due by the approval deadlines posted on timekeeping.berkeley.edu.

If an employee changes a past timesheet and submits it for approval outside of the approval period, will the supervisor be notified of the submission?

Yes. The supervisor will be notified and must reapprove the adjustments made.

How many days in advance can a person finalize their timesheet?

The system allows you to create a future-dated timecard for one pay period ahead. For the current pay period, you can enter your time for the pay period on the first day.

As an employee, I occasionally fill out my Timesheet in CalTime on Sunday. Will this version allow us to update after the Saturday midnight deadline?

Yes, you are always allowed to update and approve or submit your timesheet before the pay period due date.

How does an employee enter overtime on their timesheet?

You don’t enter overtime specifically in your timesheet. You enter the hours you work, and the system calculates any overtime based on your work schedule.

Can you retroactively revise a timesheet in Time Reporting System (TRS)?

You will need to contact Berkeley Regional Services via the HR Service Hub, and the Department Time Administrator (DTA)/Timekeeper will release the timesheet back to your supervisor in TRS for further editing. This action reverts an employee's timesheet to SUBMITTED TO SUPERVISOR status. The supervisor can then return the timesheet to the employee for adjustments. If the employee is not available, supervisors can also make adjustments to a returned timesheet on the employee’s behalf.

For Monthly (Exempt) employees, if there is no vacation/sick or other leave to add, do we just click Submit as we do now, or do we have to add additional information?

In Time Reporting System (TRS), monthly employees are asked if they have any time off or leave time to add. You may select No, which takes you through the steps to complete and submit your timesheet to your supervisor. Review the TRS employee demonstration video to see this in action.

Multiple Positions, Pay Cycles & Student Employees

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Do students need to approve their timesheets before a supervisor can?

If students do not click 'Submit to Supervisor' on their timesheet, the supervisor can still access the timesheet, make edits, and approve the timesheet.

Students who do not click 'Submit to Supervisor' on their Timesheet will be shown an Acknowledgment action at the top of their TRS Home screen. They must acknowledge the time that the supervisor approved for them.

How will a graduate student who has a GSI or GSR job, which is salaried and paid monthly, and also has a Reader, Tutor, or Student Assistant job, which is paid hourly, enter their time in Time Reporting System (TRS)?

The graduate student in these situations will have two Monthly timesheets, one for their salaried job and one for the hourly job. The hourly job timesheet is referred to as Monthly-Hourly, and hours worked are entered into the timesheet.

Note: Monthly-Hourly timesheets must be completed mid-month to pay the employee for that month’s hours. This will require that hours entered are projected in the Monthly-Hourly timesheet for the second half of each month.

If students have multiple jobs in the same department with the same job title, how will they distinguish between them? Is there a way for the campus department to designate specific names for these timesheets in TRS?

Yes! A Timesheet Identifier can be added in these cases. The Timesheet Identifier has a 15-character limit. Timesheet Identifiers can be added by the Department Time Administrator (DTA)/Timekeeper in Berkeley Regional Services (DTA).

Can the system ensure that students with multiple appointments (multiple jobs) are not scheduled to work more than eight hours per day or to exceed their appointments' combined weekly hours?

There is a system validation that prevents submitting overlapping work hours across multiple jobs within the same pay period. A message will display: “You have entered hours that overlap with a shift on another concurrent job for the same pay period. You must remove the overlapping hours from the other timesheet before submitting this one.”

Leaves, Accruals & Time Off

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Some of our sponsored projects require tracking employee leave accrual and use per project based on the federal fiscal year. We use Friendly Names today to track this time. Does TRS allow us to track this?

TRS is a system for tracking work hours and leave taken to pay employees. The system will not have a method to associate chartstrings, a type of Friendly Name, with specific hours of work. All time entered will use the Position funding in UCPath to allocate funds to specific chartstrings.

Can an employee request time off through the Time Reporting System (TRS)? Or is that still handled within the department?

No, you cannot request time off in TRS. You should discuss the procedures for requesting time off with your supervisor.

Will the system allow exempt staff on intermittent leave to enter leave hours in increments less than 8 hours?

The system complies with the policy for leave reporting. Employees can enter the number of hours for each leave instance.

Will the leave balances update every month vs. the current difference between what is shown in UCPath and what is in CalTime?

The balance shown in CalTime is your balance, minus any leave you have reported on your current timecard. This will change when we move to the Time Reporting System (TRS).

The balance shown in TRS will be the same as UCPath and will be updated once per pay period. The balance shown on the timecard will not be reduced by any leave you have reported on the current timecard.

Supervisors, Delegates & Access

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If a student (or any employee) enters time and submits to the supervisor by the deadline, but the supervisor misses their deadline, will the employee get paid?

Yes! Additionally, the supervisor will receive an email that requires post-acknowledgment of the missed timecard approval.

What are the responsibilities of the Backup Supervisor in Time Reporting System (TRS)?

Here is a summary of responsibilities and system features for Backup Supervisors.

Timesheet Management: Backup supervisors can approve, return, or edit timesheets. They access these records by selecting the Backup Supervisor menu option on the system's main page.

Notifications: By default, they do not receive email notifications for timesheet submissions. However, they can opt in to receive alerts when an employee submits a timesheet for specific primary supervisors.

Assignment Logic: If the system's auto-assignment logic finds only a primary or only a backup...

Does the supervisor/manager of the direct supervisor, or backup supervisor, receive an email if an employee’s timesheet is not approved?

The backup supervisor must “opt in” to be copied on timesheet reminder emails that are sent to the primary supervisor.

If a supervisor forgets to approve a timesheet, will it be automatically processed?

Yes. All hours and leave taken that have been saved on the timecard will be processed.

Can you request view-only access for someone who is not listed as a supervisor?

There is a role for a Department Collaborator who can give view-only access to an administrator in the department. This can be requested using the delegate request process.

If there is a supervisor of record in UCPath but another supervisor in practice, can the “supervisor in practice” be added as a delegate?

The UCPath supervisor of record is responsible for approving the employee’s timecard. TRS uses the UCPath ‘Reports To’ data to identify the Primary (direct) supervisor and the Backup (primary supervisor’s supervisor) for the employee's timesheet. There is an option to add a third, Optional Supervisor, through the delegate request process.

Biweekly Employees - Overtime and Comp Time

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How do biweekly employees manage their comp time earned and how will they be able to use comp time?

Employees can view their comp time balance on their timecard and request a change through their supervisor. Employees record comp time taken on their timecard the same way they record work and other leave time.

For biweekly employees, will overtime worked still be calculated as comp time if this is currently the case?

Yes. Employees’ comp time selections will move to the TRS system. You can see your comp time election in your timesheet in TRS.

Does TRS capture shift lengths to calculate overtime for biweekly employees?

Every biweekly employee is assigned a default Work Schedule of Monday-Friday, 8 hours per day. If an employee has a different or alternate work schedule, such as four 10-hour shifts (4/40 schedule), then the Department Time Administrator (DTA) will need to adjust the Work Schedule to correctly manage overtime.

Work Schedules also need to be updated for employees scheduled to work a night shift (after 5 p.m. and before 8 a.m.) This enables the system to generate the shift differential when an employee uses paid leave to cover their night shift...

Will there be automatic lunch deductions?

Except for those who use a time clock, employees who use the online system must record their lunch time off. Similar to CalTime employee-assigned pay rules, TRS has work schedules that drive shift length and overtime pay. However, the term “work schedule” is not necessarily a schedule but the setting assigned that tells the system you normally have an 8-hour shift, etc. This is not the same as adding a schedule by day for different days in the week.

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For Student & Grad Student Employees

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Who approves my hours? What if they missed the approval deadline?

Your direct supervisor or designated approver will approve your timesheet by the biweekly deadline. You can see your timesheet status in the top right corner of your timesheet. Don't worry if your supervisor misses the approval deadline; TRS will automatically submit the timesheet.

What if I accidentally made some mistakes and need to correct my past timesheets that have been paid?

If you make an error on a past timesheet, ask your supervisor to recall it. Depending on the timesheet's status, they can handle it directly. If the timesheet is too far in the past, your supervisor will contact the DTA. This is a delayed process requiring a formal acknowledgment/agreement, and you will have to pay back any overpayments.

How do I make sure that my inputs are saved?

Whenever you input new hours or make corrections, please click the “Save” button at the bottom of your timesheet regularly. Look for the small green bar to confirm that your changes were saved successfully.

What if I work multiple jobs?

TRS organizes multiple jobs into separate timesheets to help reduce confusion for students working multiple jobs. Please note that TRS flags overlapping time across multiple timesheets for an employee as an error.

How do I get holiday pay or use my sick leave?

Sick leave applies only to certain employees, and student employees typically do not receive holiday pay. To check your remaining sick leave hours on TRS, ask your supervisor whether they can see it.

I’m a new student employee. How should I enroll in TRS?

New student employees will be enrolled in TRS once their employee status and UCPath record are established. No action is required to be enrolled.

What happens if I forget to submit my timesheet?

If you miss an approval deadline, your timesheet will still move along in the process. TRS will send you a message that requires you to read and acknowledge the action taken.

Can I submit my hours from my phone?

TRS is an adaptive user interface, and you should be able to enter time in the pop-up window.

How do I submit my hours as a monthly-paid student employee (eg., Graduate Student Instructors)?

If you are a monthly-hourly GSI, your timesheet is due on the 18th of every month. You will need to project your hours for the rest of that week. If you are overpaid due to projections, you will pay it back retroactively.

If a student (or any employee) enters time and submits to the supervisor by the deadline, but the supervisor misses their deadline, will the employee get paid?

Yes! Additionally, the supervisor will receive an email that requires post-acknowledgment of the missed timecard approval.

Do students need to approve their timesheets before a supervisor can?

If students do not click 'Submit to Supervisor' on their timesheet, the supervisor can still access the timesheet, make edits, and approve the timesheet.

Students who do not click 'Submit to Supervisor' on their Timesheet will be shown an Acknowledgment action at the top of their TRS Home screen. They must acknowledge the time that the supervisor approved for them.

How will a graduate student who has a GSI or GSR job, which is salaried and paid monthly, and also has a Reader, Tutor, or Student Assistant job, which is paid hourly, enter their time in Time Reporting System (TRS)?

The graduate student in these situations will have two Monthly timesheets, one for their salaried job and one for the hourly job. The hourly job timesheet is referred to as Monthly-Hourly, and hours worked are entered into the timesheet.

Note: Monthly-Hourly timesheets must be completed mid-month to pay the employee for that month’s hours. This will require that hours entered are projected in the Monthly-Hourly timesheet for the second half of each month.

If students have multiple jobs in the same department with the same job title, how will they distinguish between them? Is there a way for the campus department to designate specific names for these timesheets in TRS?

Yes! A Timesheet Identifier can be added in these cases. The Timesheet Identifier has a 15-character limit. Timesheet Identifiers can be added by the Department Time Administrator (DTA)/Timekeeper in Berkeley Regional Services (DTA).

Can the system ensure that students with multiple appointments (multiple jobs) are not scheduled to work more than eight hours per day or to exceed their appointments' combined weekly hours?

There is a system validation that prevents submitting overlapping work hours across multiple jobs within the same pay period. A message will display: “You have entered hours that overlap with a shift on another concurrent job for the same pay period. You must remove the overlapping hours from the other timesheet before submitting this one.”

Will student employees have to select their different jobs on their timesheet?

All student employees will be using the Time Reporting System (TRS). In TRS each unique job has its own timesheet to fill out.

Supervisors will only see the timesheet for the job that they supervise.

Which system will student employees use?

All student employees will use the Time Reporting System (TRS).

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What do I need to know in general?

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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.

What is the timeline for implementing the new timekeeping system?

The project aims to have both new systems in place by Fall 2026.

What are the goals of the new timekeeping system?

The primary goals include:

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....

How will I be affected by this change?

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.

Enhancements: You will experience a...

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.

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.

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

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

Which system will student employees use?

All student employees will use the Time Reporting System (TRS).

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 and it will support fewer than 2,000 employees. CalKronos went live on July 22, 2026.

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...

What other UC locations are using the Time Reporting System (TRS)?

The UC locations using Time Reporting System (TRS) are:

UC Irvine (host of the system) UC Los Angeles UC Office of the President UC Davis UC Merced UC ANR (Agriculture and Natural Resources)

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.