6/16/2021

TO: UCSB UCPath Transactional Users

FR: UCPath Support Team 

RE: Important UCPath Reminders: Job Record End Date Monitoring, etc.

Dear UCSB UCPath Transactional Users, 

As we approach the end of June, there are many important transactions requiring your attention. Please read the following carefully, as it contains important reminders for:

  • Job Record End Date Monitoring 
  • Reminder for Personal Emails on File (Due to Increase in Separations)
  • Transaction Processing Freeze Times (BW-MO PayPath Transaction Freeze Times)
  • Final Reminder: UCSB UCPath Stakeholder Survey 

 

 Job Record End Date Monitoring

 

There are over 67,200 employee records and 1,200 contingent worker records with an “Expected Job End Date” on June 30, 2021 (across all UC campuses).

 

Upon reaching the “Expected Job End Date,” UCPath will terminate all employees and contingent workers with expired jobs for which the “End Job Automatically” checkbox is selected.

 

To avoid unintended impacts such as termination, pay discrepancies, loss of benefits, system access interruptions or overpayments, please complete the following:

 

Action Items:

  • Run the Jobs with Approaching End Dates (R-103) report
  • Review job records with upcoming end dates that are scheduled to auto terminate
    • The "End Job Automatically" box must be checked in conjunction with the “Expected Job End Date” in order for the record to be automatically terminated
    • If the box is not checked, the employee will remain in active status and continue to receive pay (for Academic Employees only).
    • Initiate the appropriate transaction to update the employee’s records as needed Note: for academic non-student transactions, please refer to the End Date Monitoring job aid on the AP website. https://ap.ucsb.edu/resources.for.department.analysts/ucpath/end.date.monitoring.pdf
  • Submit PayPath Transaction
    • Place on a short work break
    •  Extend or re-appoint
    • Check the “End Job Automatically” box to automatically terminate on the job end date (Academic employees only).
  • Submit HR Template
    • Transfer to another position
    • Terminate/Complete
  • No Action Needed
    • Allow to Auto Terminate


Note:

  • Once job records are automatically terminated, it is necessary to submit a rehire/reinstatement transaction to reinstate an employee to active status
  • Extend the “Expected Job End Date” to ensure system updates such as primary job changes, pay rate changes, benefit eligibility changes, etc., are applied to the record
  • If a record is not set to auto terminate, an extension approval must be submitted to avoid an overpayment
  • Transaction must be submitted and approved no later than the corresponding location deadlines (see payroll processing calendars linked above) 

 

Training Resources:

 

Personal Emails - Reminder Due to Increase in Separation: 

 

  • If employee has personal email on file before separation, the former employee will receive an email regarding the former employee portal registration process
  • If no personal email on file, employee should call UCPath and Employee Services can update the personal email and ensure former employee receives registration email
  • Access to former employee portal is 3 years from separation

 

Suggestion/Tip: Include in off-boarding checklist to set up personal email
 

  • UCPath Employee Services has been provided with more administrative rights to assist former employees who might be having difficulties creating or accessing their accounts in UCPath. UCOP has been performing these functions in the past and enhancement allows faster access to Former Employee Portal

 

Additional information can be located on UCnet:  https://ucnet.universityofcalifornia.edu/compensation-and-benefits/ucpath-former-employees.html

 

Reminder: UCPath Freeze Dates 

 

The UCPath Center has implemented PayPath transaction freeze dates to eliminate errors that occur during UCPC payroll processing, and to ensure on-cycle pay is issued accurately and on time. UCSB Approvers must hold transaction approvals during each pay cycle’s freeze. Please refer to the 2021 UCPath Payroll Processing Calendar, and the UCSB BW-MO PayPath Transaction Freeze Days resources to identify the current payroll processing freeze dates and to ensure transactions are not being finalized during these periods.

 

SURVEY: UCSB UCPath Stakeholder Survey

 

The UCSB UCPath Stakeholder Survey is the first in a series of bi-annual surveys for UCPath transactors. The purpose of this survey is to gather general information about the UCPath experience on our campus and to guide the further work of the campus UCPath team. 

 

Click here for UCSB UCPath Stakeholder Survey

 

Thank you for your continued efforts! 

 

If you have a question about this information or for any other services, please visit UCPath and click on “Ask UCPath” to submit an inquiry or call (855) 982-7284 to speak with an associate M-F between 8 a.m.–5 p.m.

 

If you have IT-related questions, please contact the Enterprise Operations Center (EOC) at eoc2@ucop.edu or (510) 987-0363

 

If you have other questions, contact one of the following offices: