August 4, 2014

Sent Monday, August 4th.

Dear Campus Community,

In preparation for the final phases of the campus-wide roll out of CalTime, Berkeley’s new electronic timekeeping system, we conducted an extensive analysis to ensure campus readiness. Through this assessment, we have determined that additional training and support are necessary to sufficiently prepare the campus for this significant change. Therefore, we have decided to postpone the last phase of the transition of staff employees to CalTime from August 31, 2014 to November 1, 2014. The bottom line: when it comes to something as important as timekeeping and payroll, we want to get it right.

What you need to know:

The next phase of CalTime will now go live on November 1, 2014. In addition to standardizing timekeeping, the change includes the transition to a biweekly pay cycle for non-exempt* staff employees and to factor leave accrual, a new method for calculating leave, for both exempt** and non-exempt staff employees.

The new date was carefully selected to minimize the disruption to our students, faculty, staff and their supervisors, and the pay cycles of our non-exempt employees. The additional time will allow us to address challenges that have emerged in recent weeks. It will also give us an opportunity to provide more thorough, tailored training and support for specific campus groups.

How it will impact you:

  • Non-exempt staff employees* (i.e those eligible to earn overtime) – The transition to CalTime, factor leave accrual, and a biweekly pay cycle will happen simultaneously on November 1.
  • Exempt staff employees** (i.e. those ineligible to earn overtime) – If you are among the approximately 5,000 exempt employees who are already using CalTime, you should continue to do so. The change will only postpone your transition to factor leave accrual.
  • Non-exempt employees who enrolled in the Transition Assistance Program in April/May 2014 – We will be sending you more information beginning the week of August 11th about how to reevaluate your situation and modify your application if needed. We recognize that the transition has required a number of people to plan their personal finances in advance and apologize for any inconvenience. Rest assured, we are committed to assisting you through this transition.
  • Non-exempt staff employees who wish to enroll in the Transition Assistance Program – Beginning the week of August 11th, we will be sending more information about an opportunity for those non-exempt employees who did not choose to participate in the April/May 2014 enrollment period to join the program. Employees who signed up earlier for the Transition Assistance Program will have an opportunity to amend their application if needed.

The CalTime team will continue working closely with local contacts in units across campus and Campus Shared Services to ensure you receive the training and information you need. We will continue to provide updates as they become available.

We apologize for any inconvenience that this delay may cause. We appreciate your patience as we work together to build more efficient operations to support Berkeley’s teaching, research, and public service mission.

We sincerely value your feedback as it helps us improve and excel together. If you have comments or questions, please send them to caltime@berkeley.edu. For answers to frequently asked questions, please visit our FAQ page. More information about the CalTime project can be found at http://caltime.berkeley.edu.

Sincerely,

The CalTime Project Sponsors

Rosemarie Rae, Associate Vice Chancellor and Chief Financial Officer, Executive Sponsor of CalTime

Thera Kalmjin, Chief Operating Officer of Campus Shared Services

Lyle Nevels, Assistant Vice Chancellor, IT and Deputy Chief Information Officer

Jeannine Raymond, Assistant Vice Chancellor of Human Resources

Delphine Regalia, Assistant Vice Chancellor and Controller

Note: Inclusion of employees in positions covered by collective bargaining agreements is subject to collective bargaining requirements.

If you are a manager who supervises Cal employees without email access, please circulate this information to all.

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