December 10, 2021
TO: UCSB UCPath Transactors
FR: UCSB Human Resources/Workforce Administration
RE: Staff UCPath: Fall to Winter Reminders and Best Practices
Workforce Administration - UCPath Fall to Winter Reminders and Best Practices
UCPath Deadlines, Processing Freeze Dates, and Proactive Action:
With the holidays and year-end activities rapidly approaching as well as the UCPath upgrade, please take these important steps to avoid erroneous terminations or appointment extensions that could lead to pay and benefit issues:
- Proactively review any necessary upcoming tasks that impact pay and benefits
- Initiate transactions in advance of freeze dates, to allow for all campus approvals and UCPC processing.
- Review the dates and deadlines outlined below, as well as the Best Practices around appointment end dates.
Holidays and Transaction Deadlines:
Human Resources is closed on the holiday and campus closure dates listed below and beginning on December 23, 2021, will be closed through January 1, 2021, reopening on Monday, January 2, 2022.
Holidays
- Thursday, December 23rd, Winter Holiday
- Friday, December 24th, Winter Holiday
- Thursday, December 30th, New Year Holiday
- Friday, December 31st, New Year Holiday
In addition, HR will observe the campus winter closures dates of December 27, 28, 29, 2021.
UCPath Upgrade Project and Freeze Dates:
UCPath is scheduled to undergo a systemwide upgrade in December. The system will not be accessible from today at 12:00 through 6:00 am Monday, December 13, 2021, while the central project teams manage the cutover.
For the most up-to-date information on the UCPath Upgrade project, please visit https://www.ucpath.ucsb.edu/
Expected Job End Dates:
With many non-career staff jobs set to end December 31, 2021, departments are responsible for monitoring appointments with upcoming end dates and taking appropriate action to extend continuing appointments, terminate ending appointments, or enter a Short Work Break (SWB). Proactive action is necessary to avoid unintended impacts such as erroneous terminations, missed-/over-payments, loss of benefits, or system access interruptions.
ACTION ITEMS:
Run the Jobs with Approaching End Dates (R-103) report
- Review job records with upcoming end dates scheduled to auto terminate
- Initiate the appropriate transaction to update the employee’s records as needed:
Submit PayPath Transaction
- Place on a short work break
- Extend the job end date
Submit HR Template
- Transfer to another position
- Terminate job
No Action Needed
- Allow job to Auto Terminate
NOTE:
- If a job record automatically terminates incorrectly, a rehire/reinstatement transaction to reinstate an employee to active status is required.
- As applicable, 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
AB119 – Location and Cubicle Updates:
Under California Assembly Bill 119, the University has a legal obligation to provide accurate and timely information about the physical work location of represented employees to their respective unions.
Mass Uploads for Location and Cubicle field updates:
A communication was sent to department Managers and Business Officers with instructions on how to review and request updates to the Location and Cubicle fields for represented employees to ensure information is accurate and up-to-date for all required union reporting. Please refer to the instruction emails for details.
Cubicle Field on SS Smart Transactions:
The Cubicle field has been added to Hire templates in the SS Smart Transactions available in UCPath. Departments are responsible for inputting any cubicle or office location detail in the Cubicle field on the Template at the time of hire.
Ongoing Maintenance of Location, Cubicle, and Reports To fields:
To ensure accurate data collection for the initial set up of new staff employees in UCPath, and streamlined maintenance of the work location fields, HR will be implementing some process changes in the new year. More information is coming soon!
If you have any questions regarding STAFF employees, please contact us via ucsb.service-now.com/hr