University of California, Berkeley

Time Management System (TMS): Instructions for Non-Exempt Employees

NOTE: If you are an hourly employee whose hours vary, your department will let you know when your timesheet is due each month.

If your hours are set, your timesheet should be submitted by the 5th of every month. If the 5th falls on a weekend or holiday, please submit it by the last working day prior to the 5th.

Instructions

  1. Go to https://tms.berkeley.edu/tms.
  2. Enter your CalNet ID and passphrase to login.
  3. Your home page will appear.

  4. To enter time, click on "Weekly Entry" (or "Daily Entry" if you prefer).

    A non-exempt employee must account for the full hours of each scheduled day of work, and record hours for each scheduled day of work to the nearest quarter hour.

    EXAMPLE: An employee on a regular full-time schedule would account for 8 hours a day Monday through Friday. If a holiday falls on a regularly scheduled 8 hour day, account for the hours with the "Holiday (Paid)" project code.

    - Reporting Overtime (see example below – 3/18/11, Friday)

    • Under "Project," select the appropriate type of time. The "Task" drop down is automatic, no selection is needed.

      Project Codes: Hours Worked, Vacation Leave, Sick Leave, Comp Time Taken, Holiday (Paid), LWOP (Leave Without Pay), or Other Paid Leave (Jury Duty).

    • Enter the total number of hours worked (regular hours plus overtime hours) with the "Hours Worked" project code. Your departmental Payroll person will know if you earn Comp time or Overtime pay.
    • Enter the actual hours of extra time worked in the "Overtime Hours" field at the bottom of the page. TMS or your Payroll Coordinator will confirm whether the hours are "straight" time (1:1) or "premium" time (1:1.5).

    EXAMPLE: Reporting Overtime

    - Reporting Holiday (see example below – 3/25/11, Friday)

    • Enter holiday pay for the number of hours in proportion to the percentage of appointment. E.g. 100% appointment = 8 hours, 50% appointment = 4 hours
    • Supplement holiday with additional leave if needed due to scheduled hours of work.

      Example: An employee has a 50% appointment (earns 4 hours of holiday), working Tuesday through Thursday for 4 hours each day, and 8 hours on Friday. If the holiday is on a Friday, the Holiday (Paid) is 4 hours, and the employee will need to supplement the other 4 hours with vacation or comp time for a total of 20 hours that week.

    EXAMPLE: Reporting time with a holiday on a scheduled day of work - Cesar Chavez Holiday, 3/25/11.

  5. Click "Save" upon completion, and scroll to the next week by clicking on "Next Week" in the header.
  6. To submit your timesheet, click on "Monthly Timesheet" on the header. You can also access the monthly timesheet view from the home page by clicking on "This Month."
  7. Verify reported information. When ready, click on "Submit" to submit the timesheet to your supervisor for approval.

    Both you and your supervisor will receive an automated e-mail notification regarding your timesheet submission. If you need to make changes to your timesheet after submission, either have your supervisor reject your timesheet or contact your payroll coordinator to release your timesheet.

Monthly Timesheet Screen

  • Provides leave balance, usage, accrual, overtime, and comp time information.
  • Displays number of working days, working hours, and holiday dates information in the upper right hand corner.
  • Access the weekly input screen by clicking in any of the date boxes.

Need Help?

If you have questions about recording hours, leave or overtime please consult the appropriate contract or policy or check with your departmental HR person.