December 4, 2020

TO: UCPath Transactional Users
FR: UCSB UCPath Team
RE: Reminder: MFA, AWS, and UCPath: Important Dates and Impacts

UCPath will integrate with multi-factor authentication (MFA) on December 3 and convert to the Amazon Web Services (AWS) hosting platform December 9-14, 2020.

UCPath will be offline beginning at 10 p.m. on Wednesday, December 9 until 6 a.m. on Monday, December 14.

During this time, neither employees nor transactional users (including central offices) will have access to UCPath. Departments must plan and process transactions before the outages to assure correct pay on the pay dates during and immediately following the outages.  

Below are instructions and deadlines regarding payroll deadlines, hiring employees, separating employees, and employee self-service actions.

 

Date/Time What to Expect
December 3, 2020
  • All employees — including faculty, staff, and student workers — need to enroll in Duo Security to access UCPath as it integrates with multi-factor authentication (MFA). Visit it.ucsb.edu/mfa to learn more and enroll.
  • Employees have seven days to use UCPath with MFA before the outage.
December 7, 2020, @ 8 a.m. December 9, 2020, biweekly pay statement available early in UCPath due to the outage.
December 8, 2020, @ 3 p.m. Biweekly transactions due in UCPath to ensure on-time payroll for the December 23, 2020, paycheck. 
December 9, 2020, @ 10 p.m.
  • Biweekly check date
  • UCPath Online is unavailable at 10 p.m.
  • Employees. can view their biweekly pay statements until 10 p.m. and can't access them during the outage. 
December 14, 2020, @ 6 a.m. UCPath Online available to all users. 
December 15, 2020, @ 11 a.m. All timekeeping sign-offs are due in Kronos for the December 23, 2020, biweekly check.
December 16, 2020, @ 1 p.m. All timekeeping corrections are due for the December 23, 2020, biweekly check. 
December 18, 2020, @ noon For separations requiring a final payout, submit Final Pay requests to the Payroll Office via ServiceNow for the biweekly paycheck on January 6, 2021, and monthly paycheck on January 4, 2021.
December 22, 2020 Deadline to open tickets for January 2021 new hires.

 

If a transaction requires processing through a central campus office (Academic Personnel or Payroll) the transaction must be submitted to those offices early enough to allow the central office to meet the UCPath Center deadlines.  

New Employees Starting in December

Departments must notify BFS of a new hire via ServiceNow at bfshelp.ucsb.edu two business days before the employee’s start/effective date to generate the I-9. Please open tickets for January 2021 hires no later than December 22, 2020.

 For Section 2, the I-9 verification needs a remote Section 2 in-person verifier who can verify the employee’s documents. This person must be over 18 years of age and not related to the employee. We will need the name and email address for the remote verifier in the ServiceNow ticket. The verifier will receive a one-time link to verify the employee’s documents on our behalf. For questions about this process, please contact Shannon Jackson at shannon.jackson@bfs.ucsb.edu.

Departments are cautioned to avoid scheduling new hire start dates when the UCPath system is unavailable. When the UCPath system is unavailable, new hires cannot log in to the UCPath portal, preventing them from completing their Patent Acknowledgement, W-4 form, Direct Deposit, and benefits enrollment. New employees eligible for university benefits and those with a qualifying event (such as birth or adoption) should be encouraged to enroll in benefits when the UCPath portal is available. Please contact HR if you need more assistance with benefits enrollment in December.

For concurrent hires or other pay-impacting changes (i.e. pay rate change, FTE change), make every attempt to process the updates prior to the outage periods and payroll processing deadlines. We expect longer-than-average processing times at the UCPath Center for template transactions, so departments should prepare to submit transactions as early as possible in December.

Employees Separating in December 

Submit any anticipated December resignation/terminations in advance of the biweekly or monthly payroll-processing deadlines outlined above. For separations requiring a final payout, Final Pay requests should be submitted to the Payroll Office via ServiceNow by noon on December 18, 2020, for the biweekly paycheck on January 6, 2021, and the monthly paycheck on January 4, 2021. If there is an unanticipated termination requiring special handling, please consult with the Employee & Labor Relations unit in HR or with the Academic Personnel Office as appropriate.

Employee Self-Service Actions with Limited Availability in December

During the outages, employees will not have access to UCPath Online and will not be able to:

  • View earning statements and W-2s
  • Make address changes
  • Enroll in direct deposit
  • Make benefit selections

Please watch your email for additional updates from the UCPath team and the central offices.

Additional resources

If you have questions or situations that are urgent during one of the freeze periods, please contact the following offices: