Time Reporting System

What's New?

This page provides a summary of enhancements/upgrades to the Time Reporting System (TRS), arranged in reverse chronological order.

8/6/15:

This release provides enhancements to TRS that will benefit Departmental Time Administrators (DTAs) and Supervisors:

  • DTAs Can Now Be Assigned as Backup and Optional Backup Supervisors:  DTAs are now allowed to be assigned as Backup and Optional Backup Supervisors; previously they could only be set up as a Primary Supervisor.  We hope that this additional flexibility will assist users in better meeting their time reporting business needs.
  • View Timesheet Information for Employee with Multiple Assignments:  DTAs now can view timesheet In and Out Details for their employees who have multiple assignments with other departments.  The Timesheet belonging to the other department must at least be in Submitted to Supervisor Status to display In and Out Hours Details.  When DTA clicks on the Weekly Hours Estimator icon, In and Out details for all appointments, including the assignment name/position/timesheet identifier will be displayed under the Hours Summary section.
  • Holiday Hours Calculation: 8 Hours of holiday pay will no longer be generated for employees who are 100% and whose start date falls within a pay period in which the appointment start date is after the holiday.  There is an exception to this rule for the following three bargaining units which is specifically stated in their contracts: CX, RX, and TX.
  • Compensation Method Report Fix: The Compensation Report, used by DTAs to see what type of overtime compensation has been selected by biweekly employees, was incorrectly retrieving inactive assignments with active compensation methods when a DTA chose the "Display Active Compensation Method" options. The report has been corrected and will only retrieve active assignments with active compensation methods.
  • Supervisor Screen: For any TRS users who are supervisors, the following improvements are in the Manage My Staff tab, in the Approve as Primary and Approve as Backup sections. 
    • Ability to search:  A newly-added Search field allows you to search for and filter your search results based on the information in the Employee Name and Assignment Name fields.  For example, you can search for an employee you manage by their first and/or last name, and/or the name of their assignment.  This makes it easier to locate specific employee timesheets and can be very helpful if you supervise a large number of employees.
    • Approve timesheets without losing table sorting:  When you click on the Approve or Return icon directly on the Manage My  Staff screen, the requested action will occur without changing the desired table sorting.     If you approve or return the employee timesheet by clicking on the timesheet icon, the "focus" on the Manage My Staff page may return you to the top of the screen, but the specific section you are working from will continue to maintain the desired table sorting.
    • Decreased system processing time: The overall system processing time for each approval will decrease, making it easier to approve timesheets more quickly.
    • New Past Timesheets Section (biweekly and monthly) now includes timesheets not submitted to supervisor:   This section will include timesheets from the previous 3 months  with a status of None, Saved, Recalled by Employee, and Returned by Supervisor.  However, timesheets awaiting supervisor approval will always display until approved (even if they are more than 3 months old).

7/23/15:

This release provides enhancements to TRS that will benefit Departmental Time Administrators (DTAs):

  •  New section in View Manual Transaction-PPS Errors.  This section contains timesheet entries that failed to be automatically updated in PPS through TRS.  Entries could fail due to various reasons (e.g., employee having an invalid time reporting code, employee being separated, inactive or on leave without pay).
  • Timesheets default to current pay period being processed.  Under the Review/Submit Payroll tab-Open Timesheets section for both View Current Monthly and Bi-Weekly sections, the current pay period ibeing processed will default.

The release resolves the following previous issues:

  • PDF and EXCEL Exports missing columns: Previously, Employee Assignment Report-PDF and Excel formats were not displaying the column for Optional Backup Supervisor.  Work Schedule Report-PDF and Excel formats were not displaying the column for Employee ID. With this fix, the missing columns will now appear.
  • Rounding hours: Previously, when submitted hours were removed from completed timesheets for Monthly and Bi-Weekly employees with multiple distributions, the removed hours were rounding down to the nearest quarter hour and thus not removing all hours entirely. This issue was happening for Leave hours (VAC, SKL) and overtime hours (OTP, OTS, CTO, CTA,).  With this fix, all hours will round up to the nearest quarter hour
  • PDF and Excel pay periods: Previously, when exporting Monthly and Biweekly open timesheets, the PDF and Excel formats would default to another date and not the current date.  The user would have to manually change it.  With this fix, the current date will now default.
  • Appointment end dates are not disabling timesheet dates: Previously, employees were able to enter hours on days for which they were not eligible to enter hours (i.e., assignment had not yet started or ended).  This was causing confusion for supervisors and DTA's, and, in some cases, extra work for DTA's who had to manually log into PPS and correct hours.  With this fix, employees will only be able to enter time on dates for which their assignment is active.

7/9/15:

A new report for Department Time Administrators (DTAs) to assist in reviewing and managing the overtime compensation selections (Comp Time or Payment) for biweekly employees.

12/11/14:

This release provides several enhancements to TRS that will benefit Departmental Time Administrators (DTAs):

  • Mass Submission of EDLR entries on the View Manual Transactions page. Previously the EDLR submissions had to be done one at a time, but this is no longer the case. Submit multiple EDLR entries at one time!
  • On the Review/Submit Payroll pages, DTAs can now view multiple departments for timesheet submissions. Previously, only one department could be viewed at a time. This new functionality will benefit units that support employees in multiple departments (such as department "clusters" and shared services centers). DTAs can select specific departments or ALL, and then the page will display the selected departments. The departments remain selected until there is a change in department selection. For example, if two departments are selected, and the DTA goes to another page (e.g., supervisor) then the two departments will still be selected upon returning to the DTA page.
  • Automated emails to Department Time Administrators will now include Title Code and Employee Name to make it easier for DTAs to identify the details of new assignments.
  • On the Employee Assignment Report, the Optional Backup supervisor has been added to the Search criteria and search results.

11/19/14:

Several enhancements in this release will assist both Supervisors and Departmental Time Administrators.

  • Supervisors and DTAs can now see (Vacation and Sick Leave) Usage Exceeds Balance flags on applicable timesheets.
  • DTA function enhancements:
    • In the Generate Reports section, Optional Backup Supervisors can now be searched against and displayed in the Employee Assignment Report.
    • In the Generate Reports section, DTAs can now access an Audit Acknowledge Report. This report is designed to display timesheets where a supervisor edited an employee's timesheet or submitted a timesheet on behalf of an employee they supervise.
    • Timesheet Identifiers saved per timesheet. Prior functionality: When a Timesheet Identifier changed, any previous ones would also display the new Timesheet Identifier instead of the one that was assigned at the time that timesheet was created. Now the identifier is saved with the timesheet record.
    • Results Export toolbar has been added to the Open Timesheets page to eliminate the need for a DTA to scroll through multiple pages. Now the results can be returned to a spreadsheet or PDF document as needed.
    • DTAs now have the ability to edit an employee Work Schedule before their Timesheet is submitted to Supervisor.

3/7/14:

We are pleased to announce the following enhancement with the 3/7/14 TRS release:

  • Hours across Multiple Distributions are now being allocated to the Nearest 2 Decimal Places.

9/13/13:

We are pleased to announce the following enhancement with the 9/13/13 TRS release:

  • New functionality has been added that now allows a Supervisor to Create/Submit a timesheet on behalf of an employee.
    • This option is available for Primary and Backup/Optional Backup supervisors. Under the Manage the Staff tab, there is a new Manage Timesheets sub-tab. Under this new tab, there are two options, "Search Timesheets" and "Create Timesheet."
      1. Click "Create Timesheet"
      2. Enter either the Employee ID number or Employee Name, and Payroll Period Start Date; if more than one result appears, click on the icon for the employee for whom you wish to create a timesheet
      3. Once the timesheet has been created, click on the timesheet icon to open timesheet and then click on Edit Timesheet for Employee button
      4. Once changes have been made, click on the Save Changes for Employee button and then Approve Timesheet, add comments indicating why the timesheet was created on behalf of the employee, and confirm edit
      5. Comments will now appear on timesheet. Employee will receive an email notice advising that a timesheet has been created on their behalf with a link to the timesheet and an acknowledgement button.
  • A supervisor should not regularly create a timesheet on behalf of an employee, but this option may be useful if an employee is unable to create and/or submit their own timesheet due to a medical/other situation that does not allow the employee to create/submit their own timesheet.
  • NOTE: The Supervisor can create the timesheet even if there is an existing timesheet in the employee's queue (SAVED, RETURNED BY SUPERVISOR, RECALLED BY EMPLOYEE). The existing timesheet will not be erased or replaced.
  • NOTE: Supervisor cannot create a timesheet for an employee if the employee has already completed a timesheet for the pay period with one of the following statuses:
    • SUBMITTED_TO_SUPERVISOR
    • SUBMITTED_TO_DTA
    • SUBMITTED_TO_PPS
    • SUBMITTED_TO_PPS(EDAT)
    • COMPLETED

6/10/13:

We are pleased to announce the following enhancement with the 6/10/13 TRS release:

  • New search options on DTA Payroll Report: Ability to search by DOS Code has been added. If DOS Code is used, then only Pay Period End Date and Pay Schedule are required; the other fields are optional. The existing validations are still valid (Employee or Department is required).
  • Pay Schedule on Employee Assignment Report: The Pay Schedule for an employee is now included in the search results and in exported files.

5/15/13:

We are pleased to announce an enhancement to the Time Reporting System (TRS) which will benefit Department Time Administrators (DTAs).

  • A new column, Employees Pay Schedule, has been added to the Employee Assignment Report. The Employee Assignment Report displays employee assignment and supervisor (primary, backup or optional backup) information. The new sortable column allows you to view the employee's Pay Schedule, along with their assignment information.

1/23/13:

  • Non-exempt employees previously on Monthly, Positive Pay are now eligible for TRS. These employees have been added to TRS. Department Time Administrator (DTA) will receive a system message with the employees added. We recommend these employees begin using TRS as soon as possible. DTAs should complete supervisor assignments as soon as possible. DTAs should run the Employee Assignment report to review new assignments as well as changes from the Biweekly Conversion.
  • UCPath Holiday Standardization rules have been added in TRS. These rules mean that a quadriweekly (4-week) cycle is now used for determining Holiday pay hours for biweekly employees. The information to be used in Holiday hours calculations include biweekly employee hire date, appointment percentage, appointment type and/or pay status hours. Each quadriweekly cycle includes two biweekly pay periods. The first quadriweekly cycle began on January 20, 2013 and will conclude on February 16, 2013. Leave accrued during this time period will be available for biweekly employees to use during the biweekly pay period beginning February 17, 2013.Optional Backup Supervisor Role added in TRS. New Optional Backup Supervisor functionality has been added. DTAs will see this option on the same screen used to assign Primary and Backup supervisors. DTAs cannot be the Optional Backup supervisor (nor can they be the Backup, but are allowed to be the Primary Supervisor). The automated system reminder email messages are not sent to the Optional Backup Supervisor. This role has the same abilities that the Primary and Backup supervisor have (approve, return, edit employee timesheets) and it can be helpful if the Primary and Backup Supervisors are not available to take action on employee timesheets.
    • For employees who transitioned to biweekly pay, the January 1, 2013 holiday earnings will be calculated based on the total working hours for the period of the month between January 1, 2013-January 19, 2013, and will be included with pay on February 1, 2013. Because January is the biweekly transition month, the January 21, 2013 holiday earnings will be calculated by looking at the entire month of January, according to our current practice, and will be included with pay on February 13, 2013.
    • Holiday earnings for biweekly employees are now calculated on a four week, or quadriweekly cycle, according to policy and collective bargaining agreements.
    • DTA Action Item: For any employees who work less than 100% time and who transitioned from monthly to biweekly pay, you will need to manually calculate their holiday pay for this first biweekly pay period. In addition, this first BW pay period contains a holiday (Martin Luther King Jr holiday-1/21/13), and part-time employees converted from MO to BW will not have any hours from the two prior BW pay cycles for holiday calculation. Please note that you only need to complete this manual holiday calculation for employees who transitioned to Biweekly and work less than 100% time and it will only need to be completed for the first biweekly pay period.

1/14/13:

  • DTAs Now Able to Add Supervisors from Other Departments:

    • This corrects an issue in which DTAs were only allowed to add supervisors from employees in their departments. The fix allows DTAs to select any users from the UC Davis directory, including affiliates
  • Removed Issue that Allowed Supervisor to Inadvertently Approve Employee Timesheet More Than Once:

    • Approve button is unavailable to click again when processing approval.
  • Calculation issue for SX employees with multiple assignments

    • Fix of a calculation issue affecting only SX employees who have multiple assignments for a pay period and have hours for two or more assignments in that pay period. The system previously returned an error when attempting to approve timesheets.
  • Display Audit RecordsDTA employee report now contains additional data: the Add Distribution Pay Rate and Timesheet Identifier

    • When a supervisor saves an employee's timesheet after making corrections on behalf of the employee, the audit records were not displayed on the read-only timesheet immediately for the supervisor to review. Audit records are now displayed immediately after the modifications have been made to the employee timesheet.
  • Correct holiday pay calculation. Overtime (OT) premium was incorrectly calculated for any employee who reported work hours on Veteran's Day. This issue has been resolved; future holiday pay calculations will be correct.

  • Correct policy error for SX (Service Unit) employees which corrects the calculation for daily overtime (OT) and premium holiday

  • Academic Researchers (FX) employees added as eligible employees for using TRS

  • 2013 Pay Periods added to TRS

  • For Department Time Administrators (DTAs):

    • Replace Supervisors functionality has been improved to search on active assignments only
    • Improved error messages for create timesheet validation
    • Alternate department access validation
    • Remove View Pay Update Records link as DTAs do not have this function available to them

12/5/12:

  • Correct holiday pay calculation. Overtime (OT) premium was incorrectly calculated for any employee who reported work hours on Veteran's Day. This issue has been resolved; future holiday pay calculations will be correct.

11/29/12:

  • Correct policy error for SX (Service Unit) employees which corrects the calculation for daily overtime (OT) and premium holiday

  • Academic Researchers (FX) employees added as eligible employees for using TRS

  • 2013 Pay Periods added to TRS

  • For Department Time Administrators (DTAs):

    • Replace Supervisors functionality has been improved to search on active assignments only

    • Improved error messages for create timesheet validation

    • Alternate department access validation

    • Remove View Pay Update Records link as DTAs do not have this function available to them

Supplemental content

Time Reporting System Menu