CalTime to PPS

1. Controllers Office-Payroll Updated 3/8/13 CalTime to PPS From a Timekeeper perspective: The timing of exempt employee leave reporting and how does the leave usage make its way to PPS.

2. CalTime to PPS CalTime • is a standardized timekeeping system currently used to report leave usage for exempt employees. • provides an easy and accessible way to submit leave usage electronically so that leave usage can be reported into our Payroll Personnel System (PPS). • Allows employees to view leave balances in real time. Payroll Personnel System (PPS) • Is the system of record for leave accruals, usage, balances, and pay related information. This means leave such as vacation, sick leave, and comp-time should always be kept accurate. CalTime should be kept in sync with PPS. • Leave balances in PPS are referenced when calculating termination vacation payout.

3. Data Flow: CalTime to PPS CALTIME PPS Note: This is an example of how leave usage is reported for the current month. Prior month adjustments require a different process.

4. Timing: How does leave usage get into PPS *Note: The example above is based on the January –June 2013 Payroll Deadline Calendar. Leave usage is electronically batched from CalTime to PPS on the same date as the AYSO deadline date on the Payroll calendar. http://controller.berkeley.edu/payroll/Schedules/OPTRSDeadlineScheduleJanthroughJune2013.pdf

5. Leave: Caltime compared to PPS

6. Leave Usage Adjustments for prior pay periods Example of best practice: Example of practice (not best) that requires an adjustment: FEBRUARY Employee enters accurate leave usage MARCH February Leave usage is sent to PPS MARCH February Leave usage is sent to PPS FEBRUARY Employee enters leave usage APRIL Employee needs to correct usage for February

7. Leave Usage Adjustments for prior pay periods Continued.…. Example of practice (not best) that requires adjustment: When this happens…additional steps are necessary • Timekeeper must perform a ‘historical edit’ in CalTime (for edit tutorial, go to http://caltime.berkeley.edu/training/timekeepers.html) • The timekeeper should ensure that the employee and supervisor are informed of the edit. • Timekeeper must manually enter leave adjustment in PPS APRIL Employee needs to correct usage for February MARCH February Leave usage is sent to PPS FEBRUARY Employee enters leave usage

8. Leave Balance Reset What is a leave balance Reset? • A leave balance reset is defined as an adjustment to the total leave (comp time or vacation or sick leave) balance. • Typically this is done when the balance has been identified as incorrect and we cannot locate when the actual error took place. • Perhaps one of the following occurred • Caltime is correct but PPS is not • PPS is correct and Caltime is not • PPS and Caltime are both incorrect

9. Leave Balance Reset continued… What does the timekeeper do when faced with the following?

10. Leave Reporting Note: If you are comparing leave usage in Caltime to PPS. It is best to run the PPS report immediately after the SM cycle closes (see payroll deadline calendar). When you run your leave usage genie in Caltime,it should be for the pay period of the prior month (remember we report leave usage in arrears).

11. Additional information Caltime: • Training materials may be found at http://caltime.berkeley.edu/training/timekeepers.html • A more detailed overview of leave usage in Caltime may be found at http://caltime.berkeley.edu/training/timekeepers.html • Additional questions can be emailed to caltimehelp@berkeley.edu Payroll Personnel System (PPS): • Training materials pertaining to leave balances, usage, and reporting may be found at • http://controller.berkeley.edu/payroll/LeaveReporting/LeaveAccrualandUsageReporting.htm • Additional questions can be emailed to payhelp@berkeley.edu