Temporary Supervisor Group Delegation

The timekeeper can decide to delegate a supervisor’s assignment group to an additional supervisor for a temporary period of time not to exceed 6-months. A temporary Supervisor Group Delegation will not remove the employee from the original supervisor’s group; it will add the temporary supervisor group to the designated supervisor. It is important to maintain the integrity of the supervisory functions with the original supervisor also having access to the employee approvals.

This additional delegation can take effect at some time in the future and will automatically end by a predetermined date. This delegation is only applicable for a temporary time which is not to exceed 6 months.

Temporary Supervisor Group Delegations can be considered in the following cases:

• Supervisor (indicated in employee’s EAD) is temporarily unavailable to approve the employee’s timesheet.
• Temporary absence examples: illness, vacation, leave of absence or furlough.

• When a supervisor is not currently a CruzPay user, or is in the process of setting up their account there is a short delay in the delegation timing – for example, because a UCSC email address needs to be set up.

Temporary Supervisor Delegations should not be made when the original supervisor is leaving the unit. The employees EAD data should be updated with the new/interim supervisor information.

Request Process:

For audit purposes all requests must be submitted in writing by the timekeeper (email) to the EFS Office (email template provided at bottom).

• Note: The Operations Supervisor must be copied on the email request or it will be re-routed to them by the EFS office, which will delay the response time.
• HR-Administrators will be copied on the reply to the timekeeper from the EFS office for tracking purposes.
• Note: The original supervisor will continue to receive all system generated email communications regarding the employee’s timesheet (unsubmitted and/or unapproved timesheets, etc.)

Temporary Supervisor Group Delegations will be implemented by the EFS Office within 48 business hours after the EFS Office has received the email request; provided that all the necessary information has been provided.

EAD Data Changes:

We do not recommend changing the EAD data on individual timesheets to accommodate a temporary supervisor group delegation except for the exception detailed below. Changing the EAD will remove the employee from the original supervisor’s assignment group and create a new assignment group for the delegated temporary supervisor.

We are trying to maintain the integrity of the EAD data to help facilitate correct on-going supervisor group delegations within the system.

If timekeepers happen to practice this un-recommended method, it is imperative they make the corresponding reversals in a timely fashion. Remember, there will be a 1-day delay in the action taking effect.

The one exception is if the temporary delegate is included in the assignment group they are being temporarily delegated supervisory approval for. If this happens, the delegates EAD should be updated to reflect a different supervisor during the temporary delegation period and changed back once the temporary delegation period ends.

Temporary Supervisor Delegation Timekeeper Email Template: To: etas_office@ucsc.edu Cc: Operations Supervisor (can not be processed without this) Subject: Temporary Supervisor Delegation Please make the following temporary Supervisor Delegation: (Current) Supervisor EID XXX (copied from PPS) (Current) Supervisor Name Last, First Name (copied from PPS) Temporary Supervisor EID XXX (copied from PPS) (Temporary) Supervisor Name Last, First Name (copied from PPS) Delegation period from mm/dd/yyyy to mm/dd/yyyy Reason for Delegation XXX