Due Date

  • Staff Timesheets or Absence Reporting Slips are ALWAYS due on the 5th of the month following the month you work. (For example, January’s timesheet is due February 5th).

  • Timesheets should be faxed to Cecilia Aldrete at (858) 822-0014 or sent to mail code 0737.

Required Signatures

  • Timesheets must be signed by the employee and the supervisor.

  • If a supervisor is not available for signature, an employee may fax a copy of their timesheet without signature to (858) 822-0014 and send the original with supervisor’s signature to mail code 0737 immediately following.

To obtain a new timesheet

  • Download Timesheet Here

  • Employees will receive a new timesheet between the 5-10th of the month they are working. (For example, an employee can expect to receive their February Timesheet between February 5-10th).

  • If an employee does not receive their timesheet they may download the form from our website.

Types of Timesheets

Absence Reporting Slip – To be used by employees who work a fixed schedule or work the same number of hours per month.

  • Most career employees use the Absence Reporting Slip.

  • The Department Timekeeper (Cecilia Aldrete) will designate the type of timesheet an employee should use.

  • Employees who use the Absence Reporting Slip are automatically paid each month according to the percentage of their appointment.

  • Any adjustments (i.e. - use of any vacation hours or sick hours) are made the month following.

Staff Timesheets are completed by employees with a variable schedule, the majority of which work 50% time or less and are casual employees.

  • Payment is customarily based on the hours given to the timekeeper when the timesheets are due.

*It is imperative for employees to immediately communicate any change in the percentage they work to either Cecilia Aldrete or Ling Cao so that pay will not be affected.


University of California, San Diego, Department of Psychiatry, 9500 Gilman Drive, Mail Code 0603 La Jolla, CA 92037-0603
Telephone: (858) 534-3684, Fax: (858) 534-7653, Electronic Mail: psychiatry@ucsd.edu