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How to Process a Special Payroll Entry

If you are NOT an employee's authorized timekeeper, you can still enter hours for an employee under some circumstances. Follow the instructions below to process a "special" payroll entry.

Note that Supervisor and Timekeeper processes for campus and School of Medicine staff and academics will be revised for the Ecotime payroll timekeeping system.


Ecotime is going live with UCPath. See systems affected by the Ecotime timekeeping system transition, Supervisor and Timekeeper training, the most Frequently Asked Questions and the Ecotime rollout schedule at

Note: You must complete the requirements for becoming a timekeeper before following the steps on this page.

1. Make sure you meet the required criteria.

  • You can access an employee's time record only if you are an authorized timekeeper for that employee.
  • The Online Timekeeping system allows you to create a special entry if you meet the following criteria:
    • Your department is set up in PPS with home department access
    • Your department has a current or previous appointment on the employee's PPS data file.
  • If you have questions about access, check with the PPS contact in your department.

2. Log in to the Online Timekeeping system.

3. Select the pay cycle and your timekeeper code.

  • Go to the Timekeeper Select screen.
  • Select either the biweekly or monthly pay cycle. The current, active pay period will default as the selected choice in the window.
    Note: You may view prior pay period data by clicking the down arrow to the right of the window. Changes to a prior pay period must be made as an adjustment in the current pay period.
  • Select your timekeeper code from the list in the window.
  • Click the [Special] button.
  • The system will prompt you to enter the employee ID number or name in the Employee ID or Name field.

4. Enter the hours.

  • If you are authorized to enter hours for the employee, the system will display the employee's Detail Entry Screen.
    Note: If you receive a system message indicating that you are not authorized, check with the PPS contact in your department.
  • Select the correct distribution pay line.
  • Enter the hours in the correct field.

5. Update the entry.

  • Click the [Update] button to update the entry.
  • You will receive the message "Update Completed."