FAQs

Employees in the unions listed below must have a schedule in TRS. Berkeley Regional Services (BRS) DTA/Timekeeper adds work schedules to employees for your department.

• CX - Teamsters 2010
• GS - Teamsters DC 2
• TX - UPTE (Technical staff)
• RX - UPTE (Research Support Professionals)
• NX - CNA (Cal Nurses Assoc)

Employees in these unions earn Daily Overtime and/or are eligible for Shift Differentials. If a biweekly employee in those unions is regularly scheduled to work more than eight hours/day and/or regularly works four or more hours between 5 p.m. and 8 a.m., their schedule must be updated in the Time Reporting System (TRS) to ensure they are paid correctly.

Employees can view their comp time balance on their timecard and request a change through their supervisor. Employees record comp time taken on their timecard the same way they record work and other leave time.

Yes. Employees’ comp time selections will move to the TRS system. You can see your comp time election in your timesheet in TRS.

TRS is a system for tracking work hours and leave taken to pay employees. The system will not have a method to associate chartstrings, a type of Friendly Name, with specific hours of work. All time entered will use the Position funding in UCPath to allocate funds to specific chartstrings.

No, you cannot request time off in TRS. You should discuss the procedures for requesting time off with your supervisor.

The system complies with the leave reporting policy. Employees can enter the number of hours for each leave instance.

The balance shown in TRS will be the same as UCPath and will be updated once per pay period. The balance shown on the timecard will not be reduced by any leave you have reported on the current timecard.

Use the "Floating Holiday" option in the dropdown when adding leave in TRS. You may need to scroll down the dropdown list to find this option.

If students do not click 'Submit to Supervisor' on their timesheet, the supervisor can still access the timesheet, make edits, and approve the timesheet.

Students who do not click 'Submit to Supervisor' on their Timesheet will be shown an Acknowledgment action at the top of their TRS Home screen. They must acknowledge the time that the supervisor approved for them.

The graduate student in these situations will have two Monthly timesheets, one for their salaried job and one for the hourly job. The hourly job timesheet is referred to as Monthly-Hourly, and hours worked are entered into the timesheet.

Note: Monthly-Hourly timesheets must be completed mid-month to pay the employee for that month’s hours. This will require that hours entered are projected in the Monthly-Hourly timesheet for the second half of each month.

Yes! A Timesheet Identifier can be added in these cases. The Timesheet Identifier has a 15-character limit. Timesheet Identifiers can be added by the Department Time Administrator (DTA)/Timekeeper in Berkeley Regional Services (BRS) by submitting an HR Service Hub Request.

The system will not limit student employees to fewer than eight hours a day simply because they are students.

There is a system validation that prevents submitting overlapping work hours across multiple jobs within the same pay period. A message will display: “You have entered hours that overlap with a shift on another concurrent job for the same pay period. You must remove the overlapping hours from the other timesheet before submitting this one.”

All student employees will be using the Time Reporting System (TRS). In TRS each unique job has its own timesheet to fill out.

Supervisors will only see the timesheet for the job that they supervise.

When you have more than one job, enter leave taken based on the percentage of your full-time appointment for each job. A full eight-hour day off would be split by the percentages of your multiple jobs and entered into each timesheet.

Best practice is to alert your student and have them move the hours to the correct job timesheet. If the student isn't available, you can delete the hours from your job's timesheet, but be sure to alert the student and note the day and time they entered the hours.

The timesheet is auto-created for the employee.

Yes. Time Reporting System (TRS) is used by other UC locations and is designed to require that the lunch period (or meal break) be recorded on the employee’s timesheet.

Timesheets are due by the dates posted on the Timesheet Approval Deadlines page.

Yes. The supervisor will be notified and must reapprove the adjustments made.

The system allows you to create a future-dated timecard for one pay period ahead. For the current pay period, you can enter your time for the pay period on the first day.

You don’t enter overtime specifically in your timesheet. You enter the hours you work, and the system calculates any overtime based on your work schedule.

You will need to contact Berkeley Regional Services via the HR Service Hub, and the Department Time Administrator (DTA)/Timekeeper will release the timesheet back to your supervisor in TRS for further editing. This action reverts an employee's timesheet to SUBMITTED TO SUPERVISOR status. The supervisor can then return the timesheet to the employee for adjustments. If the employee is not available, supervisors can also make adjustments to a returned timesheet on the employee’s behalf.

In Time Reporting System (TRS), monthly employees are asked if they have any time off or leave time to add. You may select No, which takes you through the steps to complete and submit your timesheet to your supervisor.

Employees and Supervisors will not see the Holiday hours in the employee's timesheet until after the supervisor has approved the Timesheet. Holiday hours will be added to the Timesheet once the timesheet is in "Submitted to DTA" Status.

TRS captures reported hours and generates the corresponding Earn Codes (e.g., TOC=16) when the employee enters Time On Call (TOC) hours. The UCPath system then uses these Earn Codes to process the pay by applying the appropriate pay rate to calculate the final amount.

For example, if a TX employee reports 16 hours of Time On Call, TRS sends the TOC=16 code to UCPath, which then converts it into the correct payment for the employee.

The rate applied to the hours TRS sends for TOC is calculated at the UCPath level, and the rates used can be found in the Job Code Lookup System.

Yes! For biweekly employees, the system will send you reminders on Thursday at the end of the pay period. TRS will also send an email on the due date to anyone who has not submitted their time to their supervisor.

For Monthly salaried employees, you begin receiving reminder emails three days before the due date. A reminder will be sent each day until you submit your timesheet or the due date passes.

Supervisors will receive reminders on the morning of the approval due date to review and approve time.

The employees in the Unions listed below earn Daily Overtime and/or are eligible for Shift Differentials. If a biweekly employee in those unions is regularly scheduled to work more than eight hours/day and/or regularly works four or more hours between 5 p.m. and 8 a.m., they must have a schedule in the Time Reporting System (TRS) to ensure correct pay.

If you notice that your employee is not getting paid correctly, contact your BRS DTA/Timekeeper for assistance; a schedule may need to be added for your employee.

• CX - Teamsters 2010
• GS - Teamsters DC 2
• TX - UPTE (Technical staff)
• RX - UPTE (Research Support Professionals)
• NX - CNA (Cal Nurses Assoc)

Yes! Email reminders will be sent to employees and supervisors from Time Reporting System (TRS), but only if the employee has not submitted their timesheet or if the supervisor has not approved the timesheet by the reminder date. Look for emails coming from donotreply_ucbtrs@berkeley.edu.

Yes! Additionally, the supervisor will receive an email that requires post-acknowledgment of the missed timecard approval.

Here is a summary of responsibilities and system features for Backup Supervisors.

• Timesheet Management: Backup supervisors can approve, return, or edit timesheets. They access these records by selecting the Backup Supervisor menu option on the system's main page.
• Notifications: By default, they do not receive email notifications for timesheet submissions. However, they can opt in to receive alerts when an employee submits a timesheet for specific primary supervisors.
• Assignment Logic: If the system's auto-assignment logic finds only a primary or only a backup supervisor, it will assign that same person to both roles to ensure coverage.
• Validation Rules: Departmental Time Administrators (DTAs), BRS Timekeepers, cannot be assigned as backup supervisors.
• Optional Backup Supervisor: Some departments may also assign an optional backup supervisor. This role has similar capabilities to the backup supervisor but is not a required field. Use the Delegation request process to identify an optional backup supervisor.

The backup supervisor must “opt in” to be copied on timesheet reminder emails that are sent to the primary supervisor.

Yes. All hours and leave saved on the timecard will be processed.

There is a role for a Department Collaborator who can give view-only access to an administrator in the department. This can be requested using the delegate request process.

The UCPath supervisor of record is responsible for approving the employee’s timecard. TRS uses the UCPath ‘Reports To’ data to identify the Primary (direct) supervisor and the Backup (primary supervisor’s supervisor) for the employee's timesheet. There is an option to add a third, Optional Supervisor, through the delegate request process.

TRS automatically assigns two supervisors to each employee's timesheet: the employee's direct supervisor as the Primary and the direct supervisor's manager as the Backup. This means that every employee's timesheet can be accessed by two people at all times. Should there be a need to add an additional supervisory-level person to an employee's timesheet, we have a Delegate request process (same as in CalTime).

Employees and Supervisors will be granted access automatically. Special access, such as delegations and those with global view or update access, will need to submit a request to confirm that access is still required. We will reach out to applicable campus users with instructions about this process to extend access in TRS.

If you use a time clock, you may continue to do so when you transition to Time Reporting System (TRS). However, the timestamp feature will no longer be available in TRS. Those who report time online in TRS will submit and complete a timecard.

No, you should not need a VPN to access TRS. You will be asked to log in to the system using your CalNet name and passphrase.

TRS rounds based on the shift's total minutes instead of evaluating the in-punch and out-punch separately. More specifically, it applies a 7-minute rule for the daily total. For example, if an employee punches in at 8:09 a.m. and out at 12:17 p.m., the total duration is 4 hours and 8 minutes. Since the 8 minutes exceed the 7-minute rule, the employee will earn 4.25 hours.

Yes. Leave balances in CalKronos are decremented immediately after leave is recorded. Leave balances are incremented in CalKronos eleven days after the end of the pay period.

All accruals are loaded to CalKronos 11 days following the close of the time period, the same as with CalTime.

In CalKronos, the assignment column will be blank by default, and the employee/supervisor/timekeeper will need to select the job that they are applying hours to manually.

Open the main menu (three horizontal bars) and select Maintenance. Then select People Information. Select the employee from the panel on the left. Then expand the Additional Information in the middle and scroll down to see Comp Time Election.

From the main menu (three horizontal bars), select Maintenance and then select People Information. Select an employee from the list on the left.

From the Main Menu, select Maintenance. Then select People Information. Select an employee. Expand the Additional Information section and scroll down in the first column to view the Comp Time Election.

Yes. 

It is designed to help Supervisors know what to do on Monday morning to complete group approvals.

Run a dataview, use Time Detail, and evaluate the information.

The Share icon allows you to export or print the dataview.

In CalKronos, a historical edit can be made as far back as July 19, 2026.

Use Select Range from the dropdown to specify the desired pay period.

No. Timekeepers will need to recreate them in CalKronos.

No, supervisors receive weekly emails on Thursdays notifying them of missed punches and unexcused absences. CalKronos updates notifications in real time; supervisors can view these on the Manage Timecards tile by selecting the caret (>) next to Must Fix.

These notifications come from CalKronos to employees and/or supervisors regarding PPE and timecard approvals:

• Missed punch errors: Each Thursday, an email is sent to supervisors with alerts about missed punch errors.
• Approval Reminder: Sent to all employees and supervisors on the due date for approvals, even if you’ve already approved.
• Delegation Requests: The system sends emails to supervisors when a delegation request has been made.
• Time Off Requests: Sample emails to employee and supervisor.

When the employee returns to work, review their pay rule and adjust as needed. Note that it may take a day or two for the data from UCPath to sync with CalKronos, so check for a few days to be sure.

The Schedule Period is one week. This can be managed through the Schedule Planner in CalKronos.

Unassign keeps the shift but removes the employee from it, while Delete removes the shift entirely from the schedule.

Supervisors that use CalKronos are included in the list of delegates.

DTAs can approve each other's requests. There is no need to delegate. The DTA selects a group of employees using the Hyperfind & locations dropdown and then takes the necessary actions.

The system records the username, date, and time of the transaction. Open the Audits tab on the employee’s time card to see information about who took which actions.

To request Delegation to a supervisor who is not in CalKronos, please email timekeeping@berkeley.edu. This will open a ServiceNow ticket for your request. Be sure to provide the following in your email:

• Business reason for your delegation request (i.e., the manager of the CalKronos supervisor is not a CalKronos user)
• Name, email, and campus unit of the Delegate
• Name and email of the CalKronos supervisor needing a Delegate
• Access needed for the Delegate: either Update (for approvals, etc) OR View only access

Time Off Requests can be submitted for past dates if the timecard has not yet been approved by the supervisor.

Yes, supervisors can deny any future request.

A Supervisor will receive a notification if an employee cancels a time-off request. At that time, a supervisor will be able to approve/refuse the cancellation.

No. The employee must resubmit the time-off request in the CalKronos system, and then the new supervisor can see it.

Go to the employee’s timecard and select the information icon located between the employee’s name and their Employee ID.

Select Timekeeping to expand that section to see the Pay Rule.

For a one-time change, use the Transfer column and select Search. In the slider, select Add Work Rule and select the work rule that applies. Review Job Aid Supervisors – Processing a Transfer for detailed steps.

All possible work rules for the employees using CalKronos are presented in the dropdown.

No. This works the same as it did in CalTime.