Dear Payroll Managers and Timekeepers,

With the continued Kronos outage, we would like to remind departments to keep a few things in mind as they manage payroll through the holidays.  We anticipate that the outage will persist at least through the next BW upload (PPE 1/8/2022), so we will continue to employ our backup time processing through spreadsheet templates.  Please continue to help your department’s employees track time offline until the Timekeeping team announces that it is no longer needed.  Physical time clocks should not be used during this outage.

For biweekly PPE 12/25/2021
Completed template is due no later than 5:00 pm, today, December 21, 2021.

Formatting spreadsheet templates

  • Do not reorder any columns in the template to ensure compatibility with UCPath.
  • Do not add tabs or rename existing tabs.
  • Dates must be in the format indicated: MMDDYYYY, with no dashes or slashes. 
  • Earns Begin Date and Earns End Date are the same value.  If an employee works on December 22, 2021, the corresponding row should list the Earns Begins Date and Earns End Date as 12222021, not 12-22-2021 or 12/22/2021.  Example entries from BW PPE 12/25/21 are shown below.

Example BW entries

For biweekly PPE 1/8/2022

  • Data will be uploaded to UCPath on Tuesday, January 11, 2022.  In order to prepare the data, completed spreadsheets are due no later than 5:00 pm on Thursday, January 6, 2022.  A shared folder will be provided after the holidays.
  • BW employees must record all hours worked and leave taken in order to be paid correctly.  BW employees are not being paid by their FTE listed in UCPath; this was a one-time stopgap solution for BW PPE 12/11/2021. 
  • All time data must be recorded in daily increments. 
  • Do not enter zeros on the spreadsheets.  If an employee did not work on a certain day, they do not need to have a line indicating 0 Hours Worked. 
  • Include all of your department or business unit’s BW employees on a single BW spreadsheet.  Do not separate by employment type.

Monthly uploads
We are hopeful the system will be available prior to the next monthly upload in January.  This will allow monthly employees to complete their timecards prior to the scheduled upload in January.  We will keep you informed if this expectation changes.

Historical corrections
If employees need to report time outside of the pay period that is being uploaded, submit a Historical Correction ticket. 

If you have questions, please submit a ticket via ithelp.ucsb.edu.

Thank you for your patience while we work through this challenge. We appreciate your assistance and effort.