Timekeeping Replacement Project

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.

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.

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.”

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.

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).

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.