12/01/2021

TO: UCSB UCPath Transactors and Approvers

FR: UCSB UCPath Team 

RE: UCPath Reminder: Updating Personal Contact Information & Employee’s Physical Work Location (AB-119)

 Dear UCSB UCPath Transactional Users, 

 Reminder: All represented employee records must be updated to reflect the employee’s physical work location by December 31, 2021, in order to be compliant with AB 119 Union reporting requirements.

The original communication and additional resources can be found on the UCPath Website in the AB-119 Work Location Update Guide, including how to update personal contact information & employee’s physical work location to achieve departmental compliance to AB-119. (Note: the Mass Processing deadline has passed and updates should now be processed via PayPath.)

 We appreciate the individuals and departments who have been responsive in updating the requested information. 

 For departments that are still working on updating information:

  1. Updates must be initiated and approved via PayPath actions on or before 12/31/21. 
    1. Note: this now includes transactions for non-student academic positions. See guidance on the AP website.
  2. Updates to the Location Code on multi-headcount positions must be submitted by 12/10/21 to HR ServiceNow for staff students, or AP-Path@uscb.edu for ASE’s to ensure updates are processed by the deadline. Note: Departments are responsible for creating a Case with UCPC to update any employee job records where the Position changes did not cascade correctly to the Job record.   

UCPath Upgrade:

Please be mindful that the UCPath system will be down for the PUM upgrade from Noon, Friday, December 10, 2021, through 6:00 a.m., Monday, December 13, 2021, and no transactions will be possible during that time period.

Payroll Processing Freeze Dates:

Due to the winter holidays, the payroll processing freeze dates are more aggressive than normal.

  1. BW pay on December 8, 2021 - The freeze begins at 3:00 p.m. November 30, 2021, and ends at 6:00 a.m., December 3, 2021.
  2. BW pay on December 22, 2021 - The freeze begins at 3:00 p.m., December 14, 2021, and ends at 6:00 a.m., December 17, 2021.
  3. MO pay on January 3, 2022 - The freeze begins at 3:00 p.m., December 27, 2021, and ends at 6:00 a.m., December 30,  2021.
  4. BW pay on January 5, 2022 - The freeze begins at 3:00 p.m., December 27, 2021, and ends at 6:00 a.m., December 30, 2021.

Central Department Closure Dates:

Human Resources and Academic Personnel will be closed beginning December 23, 2021, through January 2, 2021, and reopening January 3, 2022.

Hire Templates and Cubicle Field: 

The “Cubicle” field is now available on the Smart HR Templates and Talent Acquisition Management (TAM) templates. Departments are responsible for inputting the Office or Cubicle data into the prepare for hire or template transaction as part of the Hire process, as needed, to ensure data can be reported to unions in compliance with AB-119.  

TAM Prepare for Hire:

 

Smart HR Template:


Please note the following: 

  • If the Location code does not exist in UCPath please follow the instructions on how to request a new location code. To meet the 12/31 deadline, the generic Location/Building Code can be used, and room detail added to the Cubicle field.
  • Multi Headcount Position Updates: 
    • Academic: Position Data changes to the Location field must be emailed to ap-path@ucsb.edu.
  • Staff: Position Data changes to the Location field must be completed via a ServiceNow ticket to Workforce Administration (ucsb.service-now.com/hr > Position Management & Workforce Administration).
  • The following UPK’s have also been updated to reflect the addition of the cubicle field.

If you have any questions or concerns about complying by December 31, 2021, please reach out to us via the below contacts and we can work together to help you meet the deadline.

  • Staff:  Workforce Administration – ucsb.service-now.com/hr under the Position Management & Workforce Administration/General UCPath & Workforce Administration Questions category.
  • Academic:  Academic Personnel – AP-Path@ucsb.edu


If you have questions about compliance with AB-119, please contact Employee & Labor Relations at ucsb.service-now.com/hr under the Employee & Labor Relations category.