SUBJECT:

Transition to Ecotime Timekeeping System Begins

Ecotime is the new payroll time reporting system rolling out for campus employees who report time worked and time away, excluding those who use the Kronos and Telestaff systems.

Ecotime is a modern and flexible tool that will automate complicated pay calculations, provide greater agility in implementing wage and hour changes and strengthen our compliance. The transition to Ecotime will also ease our integration with UCPath to ensure accurate and timely pay and leave reporting.

The rollout of the Ecotime system will happen in three distinct waves starting February 23 and ending June 1, 2020, with the launch of UCPath. The rollout schedule, with dates assigned by VC area, is available below. Employees will receive detailed communications as their transition date approaches.

Learn more about this transition at https://ecotime.ucsd.edu.

IMPORTANT NOTICE FOR NON-EXEMPT STAFF

All non-exempt employees who currently only report exception time such as vacation, sick, etc. will now be required to submit hours worked in addition to exception time. Non-exempt staff who do not report hours worked each pay period may experience a delay in pay. This change brings UC San Diego into alignment with FLSA best labor practices and UCOP requirements.

TRAINING

Training for the Ecotime payroll timekeeping system is available in a variety of formats from PDF user guides to walk-through videos. Live, in-person and online training sessions are offered for all timekeeping roles throughout the Ecotime system’s rollout period, February 4, 2020 through June 2020.

Find the class schedule and registration information at https://blink.ucsd.edu/finance/payroll/timekeeping/ecotime/training.html

ROLLOUT WAVES BY VC AREA

VC areas in Wave 1:
- Advancement
- Chancellor's Office
- Chief Financial Officer (excluding Temporary Employment Services)
- Equity, Diversity, and Inclusion
- Research
- Student Affairs
Bi-weekly reporters begin using Ecotime February 23, 2020.
Monthly reporters begin March 1, 2020.

VC areas in Wave 2:
- Academic Affairs
- Marine Sciences: Only specific Title Codes*
- Resource Management and Planning
- Medical Center (ARC)
- Health Sciences (ARC)
Bi-weekly reporters begin using Ecotime March 22, 2020.
Monthly reporters begin April 1, 2020.

VC areas in Wave 3:
- Temporary Employment Services
- Marine Sciences: Only specific Title Codes*
Bi-weekly reporters begin using Ecotime May 31, 2020.
Monthly reporters begin June 1, 2020.
* Find title code information in the detailed rollout schedule at https://esr.ucsd.edu/projects/time/about/index.html.

Contact esr-time@ucsd.edu with any questions.

Pierre Ouillet Vice Chancellor and Chief Financial Officer UC San Diego Lori Donaldson Chief Financial Officer UC San Diego Health