Current Employee Information

Time Reporting

The University of California has two designated pay cycles: Monthly and Biweekly. Which pay cycle an employee belongs to is determined by the following factors:
 
  • Academic or Staff Exempt employees are defined as monthly paid (salaried) employees who are NOT eligible for overtime, shift/duty pay. These employees only report sick and vacation leave in full days.
  • Staff Non-Exempt employees are defined as Biweekly paid (hourly) employees who ARE eligible for overtime, shift/duty pay. These employees report all time worked, rounded to the nearest quarter hour (e.g .25, .50, .75).
 
Academic and Exempt Staff Employees:
 
Academic titled employees, including Graduate Student Researchers (GSRs), and Exempt Staff are on a monthly pay cycle. Their pay period runs from the 1st of the month to the end of the month. Timesheets for these employees are due by the end of the month.
 
Graduate Students in Academic and concurrent Staff Titles (Student Assistants):
 
Graduate students who are currently employed in other departments under an Academic Title (TA, GSR, etc) and are employed by ISBER under a Staff title (Student Assistant) automatically default to the Monthly pay cycle (however, ACTUAL hours are reported and paid as such). The pay period for these employees is a "mid-month to mid-month" pay cycle, beginning on the 16th of the month and concluding on the 15th of the following month. Timesheets for these employees are due no later than 5pm on the 16th of every month. If a student concludes his/her Academic appointment with ISBER or any other department and is still employed under a Non-Exempt Student Assistant title, their pay cycle will revert to the Biweekly pay cycle. Please see the ISBER Personnel Team for details. You can find an Hourly Mid-Month timesheet below.
 
Staff, Student Assistant, Limited Employees:
 
Employees hired as Non-Exempt Staff, Student Assistants, or Limited employees are paid on the Biweekly pay cycle. The Biweekly pay cycle consists of 14 days, consisting of two work-weeks (Sunday- Saturday). You can find a Biweekly pay calendar below. These employees are paid for ACTUAL hours worked, so reporting of time correctly is essential. Timesheets are due by Noon the Monday (or Tuesday if Monday is a holiday) following the conclusion of a Biweekly pay cycle (please refer to the Biweekly calendar for due dates).
 
Due to the high volume of payroll from week to week, any late timesheet turned in after the cut off dates and times listed on the Biweekly calendar will be processed on the next available pay cycle. We apologize for any inconvenience this may cause.
 
It is your responsibility to get your supervisor's approval on your timesheet.  If your supervisor is out of town or unavailable to sign, send them an e-mail listing the pay period and the number of hours being submitted (if possible, attach a copy of the timesheet to the e-mail).  Be sure to cc valerie.kuan@ucsb.edu and claudia.diaz@ucsb.edu.
 
Note: Valerie and Claudia will not contact your supervisor for you. Timesheets missing proper approval will not be processed until the approval has been obtained.

 

Guidelines for Completing Hourly Timesheets

  • Use ink, not pencil.
  • Write as clearly as possible. This is very important! If you have to make a lot of corrections to your timesheet, complete a new one.
  • Time In and Time Out is required. Do not simply fill in the total hours worked in a day.
  • Round time to quarter-hour increments (i.e., 0.25, 0.50, 0.75) for time in and time out and total hours worked.
    Example: Arrive at 10:10, round time in to 10:15
      Arrive at 10:05, round time in to 10:00
  • Reflect lunch breaks, etc. in Time In and Out. If you stopped working at noon to take a lunch break, mark your time out as noon and your next time in for that day as the time you returned from lunch. You can enter multiple shifts in one day by using a "/" (e.g. In: 9/1 Out 12/4).
  • Make sure to total all of your hours and fill in the "Total hours worked" box.
  • Double-check your math.
  • Sign your timesheet.
  • Have your supervisor sign the timesheet before submitting it. If your supervisor is unavailable for signing, send her/him an e-mail (cc Amy & Claudia) reporting the number of hours and the pay period and ask them to forward that e-mail with their approval to Chelsea & Claudia.
  • Turn in your timesheet by the deadline.

Staff & Academic time cards are due on the 1st of each month for accrual usage to be recorded in the Leave Reporting System.  The time card will be returned to you within two weeks.

Safety & Workers' Compensation

There is an Emergency Plan/Injury & Illness Prevention Program in each office in North Hall.  Please familiarize yourself with the safety procedures and the meeting area in the event of an evacuation.  If you are located outside of North Hall, please familiarize yourself with the emergency plan of the department providing space.

All employees are required to take the appropriate Environmental Health & Safety (EH&S) training.  If you have not done so in the past, you can take the online module at the following address: https://www.learningcenter.ucsb.edu/employee-only-log After logging in, search for course "Non-Supervisor - Safety Rights, and Responsibilities (IIPP).  It takes about 15 minutes; please notify Amy or Jana when you have completed the training.

Employees must also complete an Employee Safety Checklist, which can be found here: www.ehs.ucsb.edu/files/docs/ii/office_train_cklst.pdf

Workers' Compensation: http://www.workcomp.ucsb.edu/

Note: Contact Jana or Amy as soon as an injury occurs or is discovered.  All injuries must be reported within 24 hours of the occurrence, and paperwork needs to be completed by the injured individual and their supervisor.