CREATING A SPECIAL:

Creating a special is easy using the Online Timekeeping system. Just click on the button from the Detail Entry screen, or the "Special" button on the Timekeeper Selection screen. This will create the special pop-up window, where you will be prompted to enter a valid Employee Identification Number. Then click on the "Return" button and you will be returned to the Detail Entry screen where this employee's information will be displayed, provided you have access to the employee's file (please see security issues below). You may now enter time and copy pay reporting lines. This employee will also be added to your Employee List under the selected timekeeper code for this pay period only. Note: the employee's permanent timekeeper code is determined and maintained by the employee's Home Department in the Payroll Personnel System (PPS). WHY CREATE A SPECIAL? There may be times when you need to enter time for an employee that you are not the authorized timekeeper. For example, Kathy works in department "x" and also works for your department, let's call it "y". Her Timekeeper Code is assigned to the timekeeper for department "x", and for security purposes, only timekeeper "x" would be able to enter time for Kathy. This would not work very well, if you had to send timekeeper "x" Kathy's timesheet in order for her time to be entered. So, the system allows you to create a special, so that you are able to enter the time. In order for you to complete the special, your department must have some affiliation to the employee's file (please read security issues below). SECURITY ISSUES Please be aware that the UCSD Online Timekeeping system is secure to protect both the University and it's employees from unauthorized use. To use the system you must have completed the specified training class and be an active authorized timekeeper. All timekeepers are assigned valid timekeeper code(s) for which they have been delegated the responsibility by their department. All employees working at UCSD must have a valid timekeeper code, which is assigned and maintained in the Payroll Personnel System (PPS) by the employee's home department. Access to the employee's time record will only be granted to the employee's assigned timekeeper. If you are not the employee's assigned timekeeper, the system will allow you to create a special entry if you meet the following criteria: a.) your department is set up in PPS with alternate department access, or b.) your department has a current or previous appointment on the employee's PPS data file. Questions pertaining to PPS information should be directed to your departmental PPS contact.

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