CalTime for Non-Exempt Anytime Employees - How to record time and leave - YouTube

Welcome to this video on how to enter time and leave using the latest version of Caltime

- Berkeley’s automated timekeeping system.

During this presentation, we will show you how employees with a single job on campus

enter their timekeeping records.

Keep in mind that this presentation is for employees with jobs that fall under the classification

of non-exempt anytime.

If you are unsure if this is you, please watch the video "Exempt vs. Non-Exempt Employees

at UC Berkeley".

We will review CalTime from the perspective of Bob Copeland - a fictitious non-exempt

anytime employee.

This afternoon, Bob decides to enter the hours he worked during the second week of the biweekly

pay period.

To get to CalTime, Bob navigates to caltime.berkeley.edu and clicks on the Access button.

Once Bob authenticates with his CalNet ID, he is directed to the My Timecard page.

Notice that Bob's name is visible at the top along with the Time Period currently displayed.

As the default, CalTime initially displays the Current Pay Period.

However, you can easily change to another pay period by clicking the Time Period pull-down

menu and selecting another period.

For now, Bob will stick to the Current Pay Period.

To view the total hours earned for this period or to view your accruals - such as earned

sick time or vacation, click on the handle at the bottom.

This unveils a panel with tabs that summarize your total hours for the current pay period

and your earned accruals.

Just click on the tabs to jump back and forth among these summaries.

To close this panel, click on the handle again.

Now let's watch Bob as he updates his time card with the hours worked during the second

week of the pay period.

Starting with Monday, he goes to the “In” column and records the time he arrived to

work which was 8am.

Here's a handy shortcut, you can abbreviate a time entry that falls on the exact hour

by entering the first digit of the hour - followed by the letter "a" for am and "p" for pm.

For example, 8:00am would be 8a and 5:00pm would be 5p.

Next, Bob goes to the “Out” column and records the time he ended his work day - 5:00

PM.

Bob uses the shortcut tip and enters 5p.

Notice that Save button on the toolbar has turned orange.

This alerts Bob that the changes from this session are not yet saved.

With Monday's hours recorded, Bob repeats the process for Tuesday.

As a time-saver, you do not need to enter your lunch break.

The system automatically deducts your mandatory lunch break whenever a shift exceeds 5 hours.

But suppose Bob took a two-hour lunch on Wednesday and, to make up the time, extended his workday

until 6pm.

In this instance, Bob's work day was divided into two four-hour shifts.

First he enters his morning shift of 8am to noon.

Then, using the second set of In and Out fields, Bob enters his afternoon shift from 2pm to

6pm.

On Thursday, Bob took a vacation day.

Adding leave - such as vacation or sick time - is done differently.

Instead of entering an In and Out time, Bob uses the Pay Code and Amount fields.

First, select the Pay Code field for Thursday.

This generates a pull-down menu.

To read the full text of the choices, go to the column header and drag the column edge

to the right.

Bob selects "Vacation Leave Taken".

Then, he goes to the Amount field and enters the number of hours he wishes to deduct from

his earned vacation.

Hours are entered to the nearest quarter of an hour.

For example, 3 hours and 15 minutes of vacation would be entered in the Amount field as 3.25.

Three and a half hours would be entered as 3.50.

And 3 hours and 45 minutes would be entered as 3.75.

In this example, Bob used a full day of leave.

Since his workday is eight hours long, he records 8.0 in the Amount field.

Now on to Friday.

On this day, Bob did not complete his full shift.

Instead, he worked from 8am to 12:00pm but missed the remainder of the day due to illness.

First, Bob records the actual hours he worked that day - from 8am to noon.

Then, to make up the time he missed, Bob uses four hours of his earned sick leave.

If you look closely, you will notice that there is only one row for each day of the

week.

So where does he enter his sick leave?

CalTime makes this easy using the Add a Row button.

This adds a second row for Friday where Bob can enter this sick leave.

Similar to adding vacation leave, Bob selects the Pay Code pull-down menu and clicks Sick

Leave Taken.

Then, in the Amount field he enters the hours sick leave.

In this instance 4.0.

To cross- check his work, Bob selects the Calculate Totals button.This updates the Totals

section to reflect all the hours entered during this session.

As you can see, Bob has verified that he will be paid for 80 hours at his next biweekly

paycheck.

Here's an important reminder!

Always click the Save button anytime a change is made to your time card.

Otherwise, you will lose any updates you made during the session.

Now that Bob has clicked the Save button, he can log off CalTime or return to the home

page.

This concludes this video on CalTime for Non-Exempt Anytime Employees.

For written job aids and other CalTime training information, we encourage you to visit caltime.berkeley.edu/training.

Or, if you need additional assistance, feel free to email the CalTime Help Desk at [email protected].

Thank you.