The UCPath Center has established early payroll processing deadlines to allow for sufficient time to run their processes during the upcoming Christmas holiday week.

Please inform employees, supervisors, timekeepers, and MyTime delegates of the following early timekeeping deadline and plan accordingly:

Departments may need to establish and communicate earlier employee timecard approval deadlines to ensure managers have time to review, correct, and approve timecards before the early deadlines. 

Guidance for Employees Working the Overnight Shift on December 20

Please review the following timekeeping instructions for employees working the overnight shift on Saturday, December 20, and whose shifts end after midnight.

For Employees:

• At the end of your shift, clock out as usual and be sure to complete all necessary attestations and timecard approval.

For Managers:

• Review and address all timecard exceptions for the pay period through the beginning of the Saturday shift but do not approve employee timecards at this time.
• On Sunday morning, December 21, the Payroll Timekeeping team will capture final punches after midnight on Saturday and ensure they are included in the time file transmitted to UCPath.

Important: Shifts that extend beyond 10 a.m. on Sunday, December 21, will require managers to submit a Timecard Adjustment Form (TAF). For example, if an employee is scheduled to work from 12/20 at 19:00 to 12/21 at 07:30, but does not clock out until 12/21 at 10:30, the manager should submit a TAF for the hours worked for this entire shift in order to ensure the employee is paid. Managers do not need to submit TAF forms for overnight shifts that end before 10 a.m. on Sunday.

Suggestions for a Smooth Early Close

Most teams on a Monday–Friday schedule should complete approvals by end of day Friday, leaving only timecards for those who are scheduled to work on the weekend to be cleaned up and approved over the weekend.

• Don’t wait until the end of the pay period; review and make corrections as you go.
• Check timecards daily to catch and correct issues early.
• At a minimum, review timecards at the end of each week for accuracy.
• Seek support early if you need help resolving timecard issues.
• Plan to approve by Friday before the pay period end, unless you manage employees who work a weekend shift.

The MyTime team will be reaching out to managers with increased close exception reporting as we near the end of the pay period. Your proactive review helps prevent pay delays, reduce rework, and ensure employees are paid correctly and on time.  

Managers, their delegates, and department timekeepers can consult the Pay Period Close Quick Reference Guide for required timecard approval steps.