The Payroll Office is sending guidance on timesheets for the new biweekly pay period which has just started. Please note that this message does not concern the pay period for Dec. 2 to Dec. 15, which just ended (for pay date Friday Dec. 20, 2024, due for submission on Dec. 16 at 11 am). The timesheets in question are the brand-new ones that are now available in Self Service.
For the pay period of Monday to Sunday, Dec. 16 to Dec. 29, 2024 (which pays on Friday Jan. 3, 2025), Payroll is encouraging all timesheets to be filled in and submitted before the end of this week before we leave for winter break. If you are working during the break, you can prefill your anticipated working time, but it’s a good idea check with your supervisor first. If you work next week and qualify for UC/Holiday hours, the UC/Holiday hours count as time worked. The system's submission/approval deadlines are Monday Dec. 30, see details below;
The pay date for this pay period will remain on Friday Dec. 3, 2025. Although the University will be closed during the second week of this pay period, we will not be able to offer extra time to submit the timesheet upon the University’s reopening on Thursday, Jan, 2, as that will not be enough time to process everyone’s pay on time for the pay date. You must submit your timesheet before 11 a.m. on Monday Dec. 30, or an earlier date/time to be determined by your supervisor. Please ask your supervisor when they plan to be checking timesheets (must be by Dec. 30) so that you can understand when you should be submitting your timesheet by. Remember in ESS9 to hit the preview button, then the submit button to fully submit your time to a Pending status!
For regular staff (non-students and non-temps): Three working days for the week of Monday Dec. 23 (next week) can be recorded as University Close, and Tuesday Dec. 24 and Wednesday Dec. 25 can be recorded as Holiday Pay. These time entries do not apply to temp staff or student workers as these employees are not eligible for University Close or Holiday hours.
The University may or may not be going through maintenance or electrical/IT outages during this time. Please check your access to Self Service as frequently as possible.
The final deadline for timesheet submissions is 11 a.m. on Monday, Dec. 30. To help supervisors have time to approve timesheets, we will be allowing a one-time system approval deadline of 8 p.m., that same night, Dec. 30, as opposed to the usual 1 p.m. deadline. This will enable supervisors a 9 hour window to review, approve, and reach out to Payroll with questions for their employees following the system's 11 a.m. submission deadline. If supervisors can’t login on Monday Dec. 30 to approve timesheets, you'll need to coordinate an earlier time/date with your employees beforehand to require them to submit their timesheets before a time that is convenient for you to login and approve either them before the deadline.
If you are working during the time the University is closed, please ask your supervisor when they plan to login and review/approve timesheets so that you know when to submit your time by. Your supervisor must determine a time when they will be available to login and approve timesheets before their approval deadline. Please check with your supervisor if it will be best to enter and estimate your time beforehand, and then submit so that your supervisor has enough time on their part to approve. If you aren’t sure if you’re working during the close, it might not be ideal to estimate and submit time beforehand. Please reach out to Payroll with questions on this.
Reminders for student/temp workers; student and temp jobs only qualify for hours actually worked. If you’re working during the University’s Close, your supervisor will need to coordinate with you to determine what time they need you to submit your timesheet by if they won’t be available on Monday, Dec. 30, to approve.
Thank you for all you do, and Happy Holidays from Payroll!