Payroll
Reporting Instructions
Student Employee (RealTime) Time Reporting Instructions
Student employees are considered “RealTime” employees meaning they need to clock in and out of CalTime on a computer at the beginning and end of their work shift. Employees will only receive pay for the hours on their timecards. If an employee works for multiple campus departments and/or works on multiple Lawrence chartstrings, the employee should do a “Job Transfer” to choose the correct Friendly Name/chartstring to charge each time they clock in. Student employees cannot edit their timecards, so the supervisor will need to make any adjustments in CalTime.
Non-Exempt Employee (Anytime) Time Reporting Instructions & Biweekly Deadlines
Non-exempt employees are considered “Anytime” employees meaning they must manually enter their In and Out times for each day and any leave taken in CalTime. These employees can log in to CalTime anytime during the biweekly pay period to record their hours. Employees will only receive pay for the hours on their timecards. If an employee works for multiple campus departments and/or works on multiple Lawrence chartstrings, the employee should do a “Job Transfer” to choose the correct Friendly Name/chartstring to charge each time they clock in. See Biweekly Pay Period Approval Timecard Deadlines for reporting and approving deadlines.
Exempt Employee Time Reporting Instructions
Pay is generated based on the appointment percentage and funding information in CalTime. Caltime is used to record leave hours taken worked for each category such as vacation, sick leave, holidays, FMLA, jury duty, worker’s comp, disability, and leave without pay. Employees are responsible for approving their timecards by the monthly deadline (typically the 1st of the month), whether they have taken any leave or not. See Monthly Pay Period Approval Timecard Deadlines for reporting and approving deadlines.
Manual Time Sheets
If you missed the CalTime deadline, please complete it electronically and submit all time sheets to Jasmine Lopez at lopezj@berkeley.edu.
Manual Time Sheet Instructions
| Non-Exempt Employee Manual Bi-Weekly Timesheet | Time Sheet | For Non-Exempt Employees having trouble with CalTime |
| Exempt Employee Manual Monthly Time Sheet | Time Sheet | For Exempt Employees having trouble with CalTime |
Payroll Schedule and Deadlines
Consult with your Financial Analyst regarding requests for Chart String updates
The Job Change Form should be used to request Employee Appointment changes and submitted to Jasmine Lopez (lopezj@berkeley.edu)
Non-Exempt Employee UCPath Update Deadlines and Payroll Schedule
| Period of Earnings: | Update Submission Deadline: | Check Date: |
| Dec. 21-Jan. 3 | Dec. 23 | Jan. 14 |
| Jan. 4-Jan. 17 | Jan. 12 | Jan. 28 |
| Jan. 18-Jan. 31 | Jan. 23 | Feb. 11 |
| Feb. 01-Feb. 14 | Feb. 6 | Feb. 25 |
| Feb. 15-Feb. 28 | Feb. 20 | March 12 |
| March 1-March 14 | March 6 | March 25 |
| March 15-March 28 | March 20 | April 8 |
| March 29-April 13 | April 3 | April 22 |
| April 14-April 25 | April 17 | May 6 |
| April 26-May 9 | May 1 | May 20 |
| May 10-May 23 | May 15 | June 3 |
| May 24-June 6 | May 29 | June 17 |
| June 7-June 20 | June 12 | July 1 |
| June 21-July 4 | June 26 | July 15 |
| July 5-July 18 | July 10 | July 29 |
| July 19-Aug. 1 | July 24 | Aug. 12 |
| Aug. 2-Aug. 15 | Aug. 7 | Aug. 26 |
| Aug. 16-Aug. 29 | Aug. 21 | Sept. 9 |
| Aug. 30-Sept. 12 | Sept. 4 | Sept. 23 |
| Sept. 13-Sept. 26 | Sept. 18 | Oct. 7 |
| Sept. 27-Oct. 10 | Oct. 2 | Oct. 21 |
| Oct. 11-Oct. 24 | Oct. 16 | Nov. 4 |
| Oct. 25-Nov. 7 | Oct. 30 | Nov. 18 |
| Nov. 8-Nov. 21 | Nov. 13 | Dec. 2 |
| Nov. 22-Dec. 5 | Nov. 23 | Dec. 16 |
| Dec. 6-Dec. 19 | Dec. 11 | Dec. 30 |
Exempt Employee UCPath (Appt, Pay, & Funding) Update Deadlines and Payroll Schedule
| Month: | Update Submission Deadline: | Check Date: |
| Jan. 2026 | Jan. 16 | Jan. 30 |
| Feb. 2026 | Feb. 13 | Feb. 27 |
| March 2026 | March 13 | April 1 |
| April 2026 | April 15 | May 1 |
| May 2026 | May 15 | June 1 |
| June 2026 | June 15 | July 1 |
| July 2026 | July 15 | July 31 |
| Aug. 2026 | Aug. 14 | Sept. 1 |
| Sept. 2026 | Sept. 15 | Oct. 1 |
| Oct. 2026 | Oct. 15 | Oct. 30 |
| Nov. 2026 | Nov. 15 | Dec. 1 |
| Dec. 2026 | Dec. 1 (Appt & Pay)/Dec. 11 (Funding) | Jan. 4 |
Payroll Expense Transfer Deadline
| Month: | Submit By: |
| January 2026 | Jan. 22 |
| February 2026 | Feb. 19 |
| March 2026 | March 23 |
| April 2026 | April 23 |
| May 2026 | May 21 |
| June 2026 | June 22 |
| July 2026 | July 23 |
| Aug. 2026 | Aug. 24 |
| Sept. 2026 | Sept. 21 |
| Oct. 2026 | Oct. 22 |
| Nov. 2026 | Nov. 16 |
| Dec. 2026 | Dec. 14 |