Electronic Workflow and System Enhancement Updates

Updates to the CruzPay system were successfully completed on Thursday, July 26. Following is a summary of those changes.

Electronic Workflow

Electronic Workflow provides the ability to electronically complete, submit, and approve timesheets on-line. Campus units will be phased into this functionality over the next few months. For July, a small pilot group of about 70 employees and supervisors from units across campus will be using electronic workflow to submit and approve CruzPay timesheets. (A list of these piloteers is available here.) Once we've evaluated the experience of this pilot group, roll-out to all CruzPay users will begin in earnest in August, and continue in monthly batches through October.

You will be notified via individual e-mail when your unit has been integrated into Electronic Workflow. Until then, please continue to submit and print your timesheet as usual.

Here is some of the functionality that Electronic Workflow offers:

• CruzPay will send auto-notifications via email to employees and supervisors as reminders to submit and approve timesheets.
• Paper timesheets will no longer need to be printed and mailed to Timekeepers.
• Employees will electronically certify their timesheet by using the “submit” function.
• Supervisors will electronically approve their employees’ timesheets by using the “approve” function.
• Supervisors can electronically disapprove their employees’ timesheets by using the “reject” function.
• Supervisors can view their employees’ schedules.
• Supervisors and Timekeepers can view an electronic timesheet approval history.
• Email addresses will be associated with each User ID. Supervisors and Timekeepers can communicate to employees from within CruzPay.
• New reports for Supervisors and Timekeepers.

Other new features

• Enhanced dashboard layout and design resulting in a more user-friendly interface.
• Links on the dashboard for easy access to helpful information outside of CruzPay.
• Submit Timesheet box language updated to provide clearer instructions on submitting your timesheet.
• Monthly email reminders for timesheet submission.
• New exception messages to advise when you are nearing or have reached your maximum vacation accrual.
• Message added to the login screen to warn off unauthorized attempts to access the system, per UCOP Legal Counsel advice.

We hope you find these changes helpful. As always, if you have any questions or concerns, please contact us at cruzpay_help@ucsc.edu.