Email Templates for TKs

Listed below are several draft email messages, which address common timekeeper communications. We have provided language, which can be copied and pasted into an email communication, edited appropriately and then sent to your customers. Using this language will insure consistent communications to the employees we serve. The green text provides additional information regarding how the action may come about or clarification statements. Please be advised that most of these templates are designed to be sent to the employees and supervisors prior to the monthly closure unless specified. All communication can be sent via the Approval Window à Action Menu à Compose Approval Email or, if sent outside of CruzPay, pasted in the comments section of the timesheet.

Pop-Ups Disabled
Employee Did Not Submit
Employee Only Submitted Preliminary TS
EE Didn't Use CruzPay and Should Have
Need to Submit Paper Timesheet for the Month
Student Employee is New to CruzPay and Needs to Submit Paper for 1st Month
Employee is New to CruzPay/EWF
Supervisor Has Not Approved Electronically
Employee's Timesheet Has Been Rejected (Email to Supervisor)
Employee's Timesheet Has Been Amended (Email to Notify Supervisor)
CruzPay Timesheet Approval for New Supervisor
CruzPay Timesheet Approval for New Supervisor of Students
Supervisor Has Not Aapproved Electronically (After Monthly Close)
Supervisor Training Tools
Temporary Supervisor Delegation
Hourly Employee Timesheet Submitted ON TIME – NO APPROVAL
Hourly Employee Timesheet Submitted LATE – NO APPROVAL (Email to Supervisor)
Hourly Employee Timesheet Submitted LATE – NO APPROVAL (Email to EE)
Hourly Employee Timesheet Submitted / Approved LATE – MISSED PAYROLL, CP OPEN (Email to EE)
Hourly Employee Timesheet Submitted LATE – NO APPROVAL, Timesheet was Amended (Email to Supervisor)

 

Pop-ups disabled:

Employee is having trouble with submit, time off balances, etc. In other words they may have pop-ups blocked.

Dear [Employee Name]:

There are a number of functions within CruzPay that require the use of pop-up windows to function properly, such as Submit Timesheet, Time Off Balance and Pay Preview. However, most browser configurations block pop-up windows by default.

Note: Your timesheet will not be submitted properly if your pop-ups are disabled. If the Timesheet Submission Success pop-up box does not appear after you’ve selected to Submit Timesheet, it could mean that your pop-ups are blocked. Please be sure to change your settings and try to submit your online timesheet again.

The following URL will help you enable your pop-up windows for the CruzPay site. Please follow the directions to allow CruzPay to work correctly for you. http://cruzpay.ucsc.edu/techtoolbox/popup.html

Regards,

[Timekeeper Name]

EE did not submit:

If after receiving both, system generated, submit reminders the employee still has not submitted their timesheet in CruzPay. You can identify that they haven’t submitted by the following:

1. The Employee Signature Box is not checked on the timesheet
2. On the Approval Window, “no” is shown in the Employee Submitted column
3. On the Approval Window, Approval Level shows “unsubmitted”
4. On the Goose Report under the Employee’s Name , Submit status shows “NO”

 Dear [Employee Name]:

It appears that you have not submitted your [MONTH] timesheet in CruzPay. You are required to perform the Submit Timesheet step to finalize your online timesheet. Submitting your timesheet electronically indicates that you have completed and validated your time entry for the month. It also advises your supervisor that it is now ready for their review and approval.

Please login to CruzPay and submit your [MONTH] timesheet by [DATE B-4 Month Closure]. Detailed instructions can be found here: http://cruzpay.ucsc.edu/etoolbox/endofmonth.html

(Please note you must have pop-up windows enabled for the CruzPay website in order to allow the Submit Timesheet function to work properly. Instructions for pop-up enabling can also be found at the above URL.)

You can check that you have performed this step by confirming that the Timesheet Submission Success pop-up box appears after you’ve selected to Submit Timesheet. For more information on the status of your timesheet please refer to the following URL: http://cruzpay.ucsc.edu/tktoolbox/tkmanual/Appendices/Timesheet Status.pdf

If you have difficulties performing the Submit Timesheet step, please e-mail cruzpay_help@ucsc.edu for assistance.

Regards,

[Timekeeper Name]

Hourly EE submitted a Preliminary Timesheet but has not finalized their timesheet electronically:

Hourly employees will initially submit their timesheet online by the 23 rd of the month to allow you to process payroll and will electronically re-submit a finalized timesheet at the end of the month. Please see the Time Reporting Procedure for Hourly Employees in the Timekeeper Toolbox http://cruzpay.ucsc.edu/tktoolbox/maprocedure.html

Dear [Employee Name]:

Thank you for submitting your [MONTH] Preliminary Timesheet in CruzPay. As an hourly employee in CruzPay, on your last working day of the month, you are required , to confirm and/or update all projected hours from the 24th to the end of the month and submit your timesheet in CruzPay for the second time . Resubmitting your timesheet electronically confirms that you have completed and validated your time entry for the month. It also advises your supervisor that it is now ready for their review and approval validating they agree with your entries.

For details on the Time Reporting Process for Hourly Employees using CruzPay Electronic Workflow visit http://cruzpay.ucsc.edu/etoolbox/stafftoolbox/maprocedure.html

Regards,

[Timekeeper Name]

EE Didn’t use CruzPay and should have:

Employee should be using CruzPay to enter their time and they submitted generic paper or used a legacy system.

Dear [Employee Name]:

Please be advised that CruzPay is the system you should be using to record your time and/or leave taken. I noticed during [MONTH] you did not use CruzPay and submitted a generic paper timesheet. Below is the URL taking you to the Employee Toolbox / CruzPay Quick Start Guide section, which describes how to access the system and enter your time.

Staff Employee:
http://cruzpay.ucsc.edu/etoolbox/stafftoolbox/1 Page Quickstart.pdf

Student Employee:
http://cruzpay.ucsc.edu/etoolbox/studenttoolbox/studentquickstart.pdf

If you have misplaced your user ID or password, please contact cruzpay_help@ucsc.edu for assistance. If you are unable to use CruzPay please contact me.

Regards,

[Timekeeper Name]

Need to Submit Paper timesheet for the month:

Used if employee has multiple assignments and is no longer eligible to use CruzPay or has a mid-month policy profile change and is not supported by the system.

Dear [Employee Name]:

Due to a recent personnel action change, such as accepting multiple assignments or a change to your policy profile, you are no longer eligible to use CruzPay for time reporting. From this point on, you will need to submit a paper timesheet until you can once again use the system. [TK should also include any additional instructions here regarding paper timekeeping]

Please select the following paper timesheet that applies to you. If you are unsure which one to use please let me know and I can help you:

For Non-Exempt employees:
http://shr.ucsc.edu/forms/forms/shr-1240.pdf

For Exempt employees:
http://shr.ucsc.edu/forms/forms/shr-1230.pdf

Regards,

[Timekeeper Name]

Student Employee is New to CruzPay and Needs to Submit Paper for 1st Month:

If Student employee is not CruzPay yet (has not receive account information) and will need to submit paper for the 1 st month.

Dear [Employee Name]:

Welcome to your job in [insert unit]. You will be served by Staff Human Resources (SHR) Service Team [insert name]. You can locate a Service Team Matrix on the SHR website to provide you the name and contact information for your Timekeeper (the person who handles your time and attendance/payroll) at the following URL:
http://shr.ucsc.edu/hrst/hrst_locate-team.htm

Most employees on campus use CruzPay, the campus web-based electronic time and attendance system to report their hours. As a newly hired employee, you will need to use a paper timesheet to keep track of your hours worked until you receive your account information from the CruzPay system. Your account information contains your UserID and Password. You can locate a paper timesheet on the CruzPay Website in the Student Employee Toolbox at the following URL:
http://cruzpay.ucsc.edu/etoolbox/studenttoolbox/index.html

To ensure timely pay, your electronic timesheet should be completed and submitted in the CruzPay system no later than the end of day on the 23 rd of the month (or your last working day prior to that date). If you are turning in a paper timesheet, it must be approved by your supervisor and received by the SHR Service Team no later than the 25 th of the month.

Please contact your SHR Service Team should you have any questions.

Regards,

[Timekeeper Name]

Employee is new to CruzPay/EWF:

If employee is using CruzPay for the first time and has already received their Welcome to CruzPay email

Dear [Employee Name]:

Welcome to CruzPay. As a new employee in CruzPay you will complete and submit your timesheet on line for your supervisor’s electronic approval.

Submitting your timesheet electronically indicates that you have completed and validated your time entry for the month. It also advises your supervisor that it is now ready for their review and approval.

Once you’ve submitted your supervisor will either:

1. Approve your timesheet. This indicates to your timekeeper that your timesheet is ready for audit.
2. Reject your timesheet. This action resets your timesheet to Unsubmitted allowing you an opportunity to make changes. You should receive an e-mail from your supervisor, informing you of the rejection and changes needed. Log into CruzPay, enter your corrections and resubmit the timesheet for your supervisor’s approval.

A comprehensive Employee Toolbox including detailed instructions, information on system functionality, and an Employee Quick Start Guide is available on the CruzPay website at http://cruzpay.ucsc.edu.

If you have any questions or comments, please contact the CruzPay Team for assistance at cruzpay_help@ucsc.edu.

Regards,

[Timekeeper Name]

Supervisor has not approved electronically:

If after receiving both system generated approval reminders the supervisor still did not approve their employees’ timesheets. The following are ways to confirm the time has not been approved:

1. On the approval screen the Approval Level doesn’t show “Supervisor”
2. Supervisor’s approval doesn’t appear in the approval history under the Last Action Menu
3. On the Goose Report under the Employee’s Name , Supervisor status says “No Action”

Dear [Supervisor Name]:

It appears that you have not approved your employee’s [MONTH] timesheet in CruzPay. Until you perform this required action to confirm your approval of the employee’s time, I cannot complete my approval in CruzPay.

Please login to CruzPay, review and approve your employee’s [MONTH] timesheet by [DATE BEFORE Month Closure]. Helpful instructions can be found here: http://cruzpay.ucsc.edu/suptoolbox/Supervisor Quick Start Guide.pdf

For more tips on what to look for in your approvals, please visit: http://cruzpay.ucsc.edu/suptoolbox/Supervisor Approval Checklist.pdf

You can verify that you have performed this step by confirming that the Manager’s Approval Box is checked and that the Approval Level has changed to “Supervisor” within the CruzPay Approval Window.

If you have difficulties approving on line, please e-mail cruzpay_help@ucsc.edu for assistance.

Regards,

[Timekeeper Name]

Employee’s timesheet has been rejected (Email to supervisor):

Used to inform the supervisor of employee’s rejected timesheet that, once the corrections are made, they will need to re-approve

Dear [Supervisor Name]:

Your employee’s [INSERT NAME] timesheet was rejected and will require your re-approval once the corrections have been made and the timesheet has been resubmitted. Please see the following email that was sent to your employee upon rejecting the timesheet:

[INSERT COPY OF REJECTION EMAIL]

Once the above correction(s) have been made please login to CruzPay and approve the timesheet by [DATE Before Month Closure]. If you have difficulties approving the online timesheet please e-mail cruzpay_help@ucsc.edu for assistance.

Regards,

[Timekeeper Name]

Employee's Timesheet Has Been Amended (Email to Notify Supervisor):

Employee’s timesheet has been amended and the Supervisor needs to approve the changes.

Dear [Supervisor Name]:

Your employee [INSERT NAME]’s [MONTH] timesheet in CruzPay has been amended. Please review the changes I have made and approve the timesheet giving your authorization for the time entered. Please see the following for details on the change(s) made:

[INSERT COPY OF EE EMAILCOMMUNICATION OR List Change(s) Made]

Please login to CruzPay, review and approve your employee’s amended [MONTH] timesheet [DATE Before Month Closure].

You can verify that you have performed this step by confirming that the Manager’s Approval Box is checked and that the Approval Level has changed to “Supervisor” within the CruzPay Approval Window.

For more information on amended timesheets please check your Supervisor Manual: http://cruzpay.ucsc.edu/suptoolbox/supmanual/Period Close and Amending.pdf

More helpful instructions can be found here:
http://cruzpay.ucsc.edu/suptoolbox/Supervisor Quick Star Guide.pdf

For more tips on what to look for in your approvals, please visit:
http://cruzpay.ucsc.edu/suptoolbox/Supervisor Approval Checklist.pdf

If you have difficulties approving on line, please e-mail cruzpay_help@ucsc.edu for assistance.

Regards,

[Timekeeper Name]

CruzPay Timesheet Approval for New Supervisor:

This email communication should be used when you onboard new supervisors who will be using CruzPay to approve timesheets for their employees. Supervisor’s under this category are existing employees in CruzPay

Dear [Supervisor Name]:

You have been designated as a Supervisor for one or more employees in the CruzPay system and will now review and approve timesheets for your employee(s) online.

The next time you login to CruzPay using your current UserID and password (if you are new to the system your UserID and password will be mailed to your CruzMail account), you will find the following changes:

1. Dashboard with Supervisor functionality
2. Access to your employees’ online timesheets
3. Ability to electronically Approve or Reject timesheets
4. Option to add comments to a timesheet
5. Ability to send email communication through the system

In addition you will receive email reminders from the system on the 2nd and 4th working days of the month to inform you of any unapproved or unsubmitted timesheets in your queue.

At the end of the month, all your employees will submit their final timesheets electronically. However, if you supervise hourly employees who receive their paychecks on the 6th working day of the month, you will also need to approve your employee’s preliminary timesheet on the 24th of the month. This timesheet is used for payroll processing and includes actual hours reported through the 23rd and projected hours from the 24th to the end of the month. Your additional month-end approval will signify your validation that the projected hours are correct as reported and/or updated by the employee.

For details on the Time Reporting Process for Hourly Employees using CruzPay Electronic Workflow visit http://cruzpay.ucsc.edu/suptoolbox/maprocedure.html

If you supervise students in CruzPay, please be aware of an important requirement. Each student employee is required to submit a timesheet regardless if they’ve worked any hours. This process verifies that the student is still working for that job and is not expecting to receive pay for it that month.

Comprehensive Supervisor and Employee Toolboxes including detailed instructions for all CruzPay functions are available on the CruzPay website at http://cruzpay.ucsc.edu. You can quickly access these toolboxes through your Additional Resources Box on your dashboard.

Prior to accessing your Supervisor Functions, you will want to review the Supervisor Quick Start Guide and the Supervisor Approval Checklist available in the Supervisor Toolbox at http://cruzpay.ucsc.edu/suptoolbox/index.html

If you have any questions or comments, please contact the CruzPay Team for assistance at cruzpay_help@ucsc.edu

Regards,

[Timekeeper Name]

CruzPay Timesheet Approval for New Supervisor of Students

Information in the email below pertains to the supervisors of student employees using CruzPay to report their hours.

Dear [Supervisor Name]:

The quarter has begun and we are in the process of working with you to hire your student employees and/or extend the employees who are returning after the summer. I would like to remind you of a few timekeeping issues regarding the student employees you have hired and/or are planning to hire.

As you know, most students report their hours electronically in the CruzPay system. Those supervisors that have students who do not use CruzPay and will need to use a paper-based system to report their time have been contacted separately. If you are not sure if your students should use CruzPay, please contact me.

Please see the information below regarding CruzPay to prepare for your student time reporting:

Account delays
Newly hired students in their first UCSC job will have a short delay in the time they have been hired at the Career Center to the time they receive their account information from the CruzPay system. Account information provides their UserID and password for the system.

Newly hired students should be given a paper timesheet to keep track of their hours until they are able to enter them into CruzPay. Paper timesheets can be found in the Supervisor’s Toolbox as well as in the Employee (Student) Toolbox on the CruzPay website http://cruzpay.ucsc.edu/index.html

Once the employee receives their account from the CruzPay System they will be able to report their hours electronically.

Submitting online
The student pay period runs from the 24th of Month One through the 23rd of Month Two. All timesheets should be submitted electronically in the system by the student employee, each month, on the 23rd or their last working day, whichever is first. Students are encouraged to submit their timesheets even if they haven’t worked any hours. This signifies that they are still working for you and acknowledges they are not expecting pay for that job this month.

Approving online
You will approve the student’s submitted timesheet electronically within the CruzPay system by the 25th of the month. You should not approve an unsubmitted timesheet. If you have not yet approved and/or you have students with unsubmitted timesheets, you will receive a gentle reminder from the system on the 25th.

If you have any questions, please feel free to contact me.

Regards,

[Timekeeper Name]

Supervisor has not approved electronically (after monthly close):

The Supervisor received both automatic approval reminders and still did not approve his employees’ timesheet prior to the monthly close. An amended timesheet will need to be created to allow the supervisor to approve for the month.

Dear [Supervisor Name]:

It appears that you have not approved your employee’s [MONTH] timesheet in CruzPay. Unfortunately the deadline to approve this month’s timesheet has passed and you are now locked out of the [MONTH] timesheet.

In order to allow you to make your late approval, I have created an amended timesheet which allows me to reopen it for your approval.

Note: The amended timesheet will appear on the top of your approval window and remain there until you have approved. For more information on amended timesheets please check your Supervisor Manual. http://cruzpay.ucsc.edu/suptoolbox/supmanual/Period Close and Amending.pdf

Please login to CruzPay, review and approve your employee’s amended [MONTH] timesheet as soon as possible.

You can verify that you have performed this step by confirming that the Manager’s Approval Box is checked and that the Approval Level has changed to “Supervisor” within the CruzPay Approval Window.

Helpful instructions can be found here:
http://cruzpay.ucsc.edu/suptoolbox/Supervisor Quick Start Guide.pdf

For more tips on what to look for in your approvals, please visit:
http://cruzpay.ucsc.edu/suptoolbox/Supervisor Approval Checklist.pdf

If you have difficulties approving on line, please e-mail cruzpay_help@ucsc.edu for assistance.

Regards,

[Timekeeper Name]

Supervisor Training Tools:

Used for supervisors, new or existing, who are interested in tools that will help them complete their approvals. At this time no training is being offered for Supervisors.

Dear [Supervisor Name]:

Thank you for inquiring about CruzPay training for Supervisors. While there is no formal training being offered to Supervisors, there are helpful tools available to you. Please see the list below. All referenced tools are available on the CruzPay Website in the Supervisor Toolbox. Please check back often for the most up-to-date materials.

Supervisors Quick Start Guide: The primary reference a supervisor should/can use is the Quick start Guide which can be used in conjunction with the Supervisor Approval Checklist and Supervisor Manual. The Quick Start Guide is a basic user guide that provides step-by-step instructions for approving or rejecting employee timesheets electronically. http://cruzpay.ucsc.edu/suptoolbox/Supervisor Quick Start Guide.pdf

Supervisor Approval Checklist: The Supervisor Approval Checklist was developed as a timesheet auditing and policy reference guide. It is a great tool to use when approving your employees’ timesheets. It offers a quick, easy-to use, checklist that provides a basic overview of what to look for on a timesheets as well as a detailed description of each item. http://cruzpay.ucsc.edu/suptoolbox/Supervisor Approval Checklist.pdf

Supervisor Manual: The best place to see a more in-depth explanation of the system is to refer to the User Manual. Both Employees and Supervisors have manuals that take a more detailed look at the ins and outs of the system. Your Supervisor Manual is located in the Supervisor Toolbox on the CruzPay Website. For a more in-depth detail of the system functionalities in the approval/rejection process, please refer to the Supervisor Manual section on Approving and Rejecting. http://cruzpay.ucsc.edu/suptoolbox/supmanual/Approving-Rejecting Employee Timesheets.pdf

If you have any questions or are unable to approve online please contact the CruzPay team via email at cruzpay_help@ucsc.edu

Regards,

[Timekeeper Name]

Temporary Supervisor Delegation:

This should be used when a supervisor will not be available to approve their employees’ timesheets for a specified period of time not to exceed 6-months. Please see the Temporary Supervisor Delegation Procedures in the Timekeeper Toolbox http://cruzpay.ucsc.edu/tktoolbox/tempdelegation.html

To: etas_office@ucsc.edu
Cc: [OPERATIONS MANAGER] (can not be processed without this)
Subject: Temporary Supervisor Delegation

EFS office,

Please make the following temporary Supervisor Delegation:

[Current Supervisor EID]
[Current Supervisor Name (First and Last Name)]
[Temporary Supervisor EID]
[Temporary Supervisor Name (First and Last Name)]
[Delegation period (from mm/dd/yyyy to mm/dd/yyyy)]
[Reason for Delegation]

Thank you,

[Timekeeper Name]

Timesheet Submitted ON TIME – NO APPROVAL:

Sent via Approval Window to Supervisors of hourly employees who have submitted on time but the supervisor has not approved their timesheet on time.

Dear EE Supervisor (system drop down):

Your employee’s timesheet has been submitted; however you have not yet approved it. Please access CruzPay today and make your approvals. Your approval validates you agree, to the best of your knowledge, that the time reported is a true representation of the employees time.

***************************IMPORTANT********************************

Because this timesheet was submitted on time and has not been approved, we assume the hours are correct. Should you neglect to approve the timesheet; the employee will be paid the hours they reported on their next check.

*********************************************************************

If you have any questions or are having trouble making your approval, please contact me immediately.

[Timekeeper Name]

Timesheet Submitted LATE – NO APPROVAL (To Supervisor)

Sent via Approval Window to Supervisors of hourly employees who have submitted late and the supervisor has not yet approved their timesheet

Dear EE Supervisor (system drop down):

Your employee’s timesheet was submitted late; and you have not yet approved it. Please access CruzPay today and make your approvals. Your approval validates you agree, to the best of your knowledge, that the time reported is a true representation of the employees time.

***************************IMPORTANT********************************

This employee will not be paid for these hours until you approve them.

*********************************************************************

If you have any questions or are having trouble making your approval, please contact me immediately.

[Timekeeper Name]

Timesheet Submitted LATE – NO APPROVAL (To EE)

Sent via Approval Window to hourly employees who have submitted late and the supervisor has not yet approved their timesheet.

Dear EE (system drop down):

Your timesheet was submitted late and your supervisor has not yet approved it. Their approval signifies that they validate the hours you reported are a true representation of your time.

***************************IMPORTANT********************************

We will be unable to pay these hours to you until your supervisor has approved them. Please ask your supervisor to access CruzPay today and approve your timesheet.

*********************************************************************

If you have any questions or are having trouble making your approval, please contact me immediately.

[Timekeeper Name]

Timesheet Submitted / Approved LATE – MISSED PAYROLL, CP OPEN

Sent via Approval Window to hourly employees who have submitted late or whose timesheet has not approved by the supervisor prior to payroll processing.

Dear EE (system drop down):

Your timesheet was not submitted or approved prior to payroll processing for the [insert month] pay period.

Please be advised that you will receive payment for these hours on the following paycheck [insert date].

If you have any questions or are having trouble with CruzPay, please contact me immediately.

[Timekeeper Name]

Timesheet Submitted LATE – NO APPROVAL, Timesheet was Amended

Sent via Approval Window to Supervisors of hourly employees who’ve submitted late, and the supervisor has not approved their timesheet prior to the system close. The timesheet was amended to obtain supervisor’s approval.

Dear EE Supervisor (system drop down):

Your employee’s timesheet has been submitted late and you have not yet approved it. The CruzPay system has closed therefore the timesheet has been opened again (amended) to obtain your approval. You will find the timesheet at the top of your approval queue.

Please access CruzPay today and make your approvals. Your approval validates you agree, to the best of your knowledge, that the time reported is a true representation of the employees time.

Note: Employees are prevented from submitting an amended timesheet, therefore this is the only time you are authorized to approve an unsubmitted timesheet.

If you have any questions or are having trouble making your approval, please contact me immediately.

[Timekeeper Name]