The SSO Payroll Team supports client units with the following pay and timesheet services, including Time and Reporting System (TRS) services:

TRS Hints

  • If you use a timekeeping system other than TRS, please check with your supervisor or departmental business manager regarding updates.
  • Timesheets are automatically generated based on unit participation and PPS appointment.
  • Generally, it takes approximately 7-10 business days, after the date of hire, or PPS change, for a TRS timesheet to be available for use. During this time, it may be necessary for an employee to use a paper timesheet.
  • All TRS timesheets require a primary and back up supervisor. Depending on the employee bargaining unit, some timesheets may require a work schedule.

Paper Timesheet

Generally, it takes approximately 7-10 business days, after the date of hire, or PPS change, for a TRS timesheet to be available for use. During this time, it may be necessary for an employee to use a paper timesheet. If you have an employee with a new appointment or one that will not be in TRS, please submit a paper timesheet using the following instructions:

NOTE: Please make sure the timesheet is signed by both the employee and supervisor and include employee ID numbers whenever possible. Please include a brief message in the case to explain the paper timesheet.  If submitting due to a resignation, please also include a resignation letter.

Submit a case via AggieService

From the AggieService Community Portal, please follow the instructions below:

  1. Click on Submit a Case.
  2. Select a Topic: Payroll
  3. Select a Payroll Request: Timesheet Changes, next
  4. Select an Employee Type: Academic, Staff or Student
  5. Select Timesheet Change Option: Submit Paper Timesheet
  6. Attach signed paper timesheet. (If an involuntary separation, the timesheet should be signed by the employee and must be signed by an approving supervisor).
  7. Complete the remainder of the document.
  8. Submit

Another option is email the completed, signed timesheet to aggieservice@ucdavis.edu.

Employee One Time Payments

The SSO Payroll Unit will process "Pre-Approved" One Time Payments for employees in client units.

Examples of One-Time Payments are:

Approval documentation must be attached to the request in order for SSO Payroll to process the payment. All employee payments will be processed on the employee's regular pay cycle (Biweekly or Monthly).

To submit a request for processing:

In order for SSO to process payments by the requested date, it is recommended that the requests be submitted at least 15 days prior to the requested pay date. Please include employee ID numbers whenever possible.

From the AggieService Community Portal, please follow the instructions below:

  1. Click on Submit a Case.
  2. Select a Topic: Payroll
  3. Select a Request Type: Funding Changes/Payments/Workstudy
  4. Select an Employee Type: Academic, Student or Staff
  5. Select a Request Type: One-Time Payment
  6. Select One Time Payment Type: STAR Award or Other
  7. For STAR Award, required signatures and forms, click here.
  8. Attach needed documents and/or spreadsheets.
  9. Complete the remainder of the request.
  10. Submit

Additional Information:

Return Timesheet

If you find you need to make a correction to a timesheet, you can do so by following the instructions below. Please include employee ID numbers whenever possible.

From the AggieService Community Portal, please follow the instructions below:

  1. Click on Submit a Case
  2. Select a Topic: Payroll
  3. Select a Payroll Request: Timesheet Changes, next
  4. Select an Employee Type: Academic, Staff or Student
  5. Select a Timesheet Change Option: Return Timesheet
  6. Provide the Pay Period End Date and complete the remainder of the document.
  7. Submit

Supervisor/Identifier Update

If you need to change/update TRS Supervisors, please follow the instructions and hints below. Please include employee ID numbers whenever possible.

From the AggieService Community Portal, please follow the instructions below:

  1. Click on Submit a Case
  2. Select a Topic: Payroll
  3. Select a Payroll Request: Timesheet Changes, next
  4. Select an Employee Type: Academic, Staff or Student
  5. Select Timesheet Change Option: Supervisor/Identifier Update
  6. Complete the remainder of the document.
  7. Submit

Hints:

  • For multiple students, please submit one case. Simply attach a spreadsheet with all needed information, including employee ID numbers, and insert a note in the case to see attached spreadsheet.
  • Prior to submitting a request to update TRS Supervisors, you can request an Employee Assignment Report, which lists employees in your department and their current TRS Supervisor(s).

Alternate Home Department Code (HDC) Access/Update

From the AggieService Community Portal, please follow the instructions below:

  1. Click on Submit a Case.
  2. Select a Topic: Payroll
  3. Select a Payroll Request Type: Alt HDC Access/HDC Update, next
  4. Select a Request Type: HDC Access or HDC Update
  5. Complete the Affected Employee Information and the remainder of the document.
  6. Submit

Funding Changes

SSO Payroll provides services for departments who wish to update an employee funding source (FAU) or home department code in the Payroll System (PPS). Please include employee ID numbers whenever possible and if the employee has more than two funding splits, please attach a spreadsheet.

Hint: For multiple employees, please submit one case. Please use our Funding Change Template (.pdf) or attach a spreadsheet with necessary information (e.g., employee ID numbers) and notate “see attached spreadsheet” in the case.

Please Note: If requesting a NEW or previously unused home department code:

Re-associate all applicable funding in Kuali with the new home department code before submitting your request.

Please allow 2-4 weeks for processing.

To submit a request for processing:

From the AggieService Community Portal, please follow the instructions below:

  1. Click on Submit a Case.
  2. Select a Topic: Payroll
  3. Select a Payroll Request Type: Funding Changes/Payments/Workstudy
  4. Select an Employee Type: Academic, Staff or Student
  5. Select a Request Type: Funding Change
  6. Provide the appointment number that requires the change in addition to the old and new funding account number.
  7. Complete the appointment details on the remainder of the document.
  8. Submit