Business Resource Center - Payroll

Timesheets

The BRC Payroll Team creates personalized timesheet files for each employee. For information on completing and submitting the timesheet, see the Instructions tab in your timesheet excel workbook.

Prepared for and provided to each employee annually in January, or within one week of their start date at UCOP
Cover the entire calendar year
Include an “Employee Data” worksheet page that contains:
- Employee’s name
- ID number
- Title and title code
- Classification as exempt/non-exempt
- Appointment percentage
- Department and department code
- Beginning vacation and sick leave balances
- Vacation and sick leave accrual factors
- Maximum vacation accrual limits
- Work schedule
Include an Instructions tab.

Monthly timesheets are reviewed for mathematical accuracy, completeness, and supervisory approval.
The BRC Payroll Team enters time reported on the monthly timesheet into PTR.
Timesheets are maintained in individual payroll files that have been created for each employee.

Notes on Vacation Leave:
Vacation leave may not be used before it is accrued, except when up to three days are authorized in accordance with Personnel Policies for Staff Members 43.J Curtailment Leave.

Time sheets warn employees and supervisors when the maximum vacation accrual is approaching or reached. If a Department Head makes an exception to allow the employee to accrue vacation beyond the maximum accrual, the Department Head must sign on the exception line.

There is a grace period under Personnel Policies for Staff Members 41 B.6 during which the employee can use the overage. Vacation continues to accrue during this period.

Side note from the Accountability Manager:
Employee vacations serve a control purpose, as well as human resource ones. In order to avoid the risk of detection, perpetrators of fraud often forego vacations. Considering vacations from another angle, it is indicative of risk to the University in the area of business continuity if the employee cannot be released for vacation. Essential functions should not depend on the knowledge/skills of a single individual.

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Timesheets