End of Month Processes – How to finalize your time record and print a timesheet for Staff and Student employees

All employees (Exempt and Non-Exempt Staff and Students) will submit their timesheet on their last working day of the month. Submitting your timesheet is the process used to finalize your entries and validate for your supervisor and timekeeper that the entries made are complete, and a true representation of your monthly hours. This will ensure accurate and timely pay.

Please follow the steps below to finalize your time record.

Submitting your timesheet

This will notify your Supervisor and Timekeeper that you have completed and finalized your timesheet for the current month.

1. When you have completed your final timesheet entries for the month, clickthe Submit Timesheet button.



2. The Submit Timesheet pop-up window should appear. If not, you most likely have not enabled pop-up windows. Click here to find detailed instructions on how to enable pop-up windows for your system.



3. Click the Submit Timesheet button on this screen to complete the process. The Timesheet Submission Success pop-up window should then appear. Click OK.



4. After clicking OK, you will be returned to the Time Entry Window.
5. Your timesheet is now ready to be approved by your supervisor.

 

How to print your timesheet:

Because timesheet approval is done electronically, you do not need to print a timesheet each month. However, there may be times when you wish to print a hard copy of your timesheet entries for your records. Staff and student employees have individual methods of printing timesheets due to the differences in their time reporting month.

If you would like to print a copy of your timesheet entry for your record, please follow the steps below for Staff and Student employees respectively.

 

STAFF EMPLOYEES:

1. Select REPORTS > General Reports from the menu bar, or click View My Reports from the Employee Functions box on the Dashboard.



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2. Select Attendance Leave Use Record.



3. Use this screen to create your custom timesheet report. You must create your timesheet as a PDF document.



4. In the As of Date field enter the last day of the month for which you want to print your timesheet. For example, to print a February 2008 timesheet enter 02/29/2008.
5. Choose PDF to create the timesheet in PDF format. Do NOT use the other available formats , as your timesheet will not format correctly .
6. Click the Submit button to create your custom timesheet report and view or print it as desired.
7. If you have problems printing your timesheet report, please contact us at cruzpay_help@ucsc.edu
8. Don’t forget to Logout when you are done.

 

STUDENT EMPLOYEES:

1. Open the assignment you wish to print the timesheet for and choose the requested month from the drop down menu.
2. Use the Print (Alt + T) icon found on your menu bar at the top of your timesheet.
3. When you click the Print icon the print window will open.



4. Select the printer and click the OK button, the timesheet will print.
5. If you wish to view the timesheet before printing, click the cancel button and the timesheet will generate without printing. To print the timesheet after you have viewed it, follow the computer shortcut for printing.
6. If you have problems printing your timesheet report, please contact us at cruzpay_help@ucsc.edu
7. Don’t forget to Logout when you are done.