11/03/2021

TO: Department Heads, Managers, and Business Officers

FR: UCSB UCPath Team 

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

Dear Department Heads, Managers, and Business Officers,  

As a reminder, November 10, 2021 is the deadline for submission of employee information in the previously communicated AB-119 initiative here at UCSB. 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. 

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

 For departments that are still working on updating information, please be sure to process the necessary PayPath actions (and create Cases for Location updates on Multi-Headcount positions) on staff and student job records, and submit the Data Collection spreadsheet to ap-path@ucsb.edu for academic non-student employees by the deadline to ensure compliance with union reporting requirements.

IMPORTANT: Mass Upload spreadsheets for academic non-student, academic student (ASE), Staff, and Staff student positions must be processed separately and cannot be combined. Please be sure to follow the instructions to send:

  • staff spreadsheets to ServiceNow, and 
  • academic spreadsheets to ap-path@ucsb.edu .

 

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.  

Prepare for Hire:

Smart HR Template:

Please note the following: 

  • If the Location needed does not exist in UCPath please follow the instructions on how to request a new location code. Any updates should be held until the new location code is in UCPath for those employees impacted.
     
  • Please use the Data Collection tab on the Spreadsheet provided for data collection and reporting - it holds the formatting needed for a successful upload. 
    • Note - if you copy and paste data from Data Warehouse, any extra spaces within each cell must be removed to ensure a successful mass upload.
    • Academic uploads are just for represented employees at this time, non-represented employee updates to work location will be addressed separately in the near future.
  • Multi Headcount Position Updates: 
    • Academic:  Position Data changes to the Location field, must be completed via a Case with UCPath Center. 
      • Submit a Position Update form for each multi-headcount position that requires an update to the Location field. 
  • Please include a comment to the UCPath Center that we cannot make this update on campus because the position change does not cascade to the job data for the individual incumbents.
  • Complete Section 3 of the Position Update form to have active incumbent records updated with the Location data point.
  • For positions with more than 3 incumbents, we recommend including a spreadsheet with the same data points shown in section 3, and include comments in the Case notes and on the Position Update form informing UCPC that a spreadsheet was included with additional incumbent information.
  • 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).
     
  • Job Data Updates
    • Academic: Cubicle data to ASE job records can be updated either by the department via PayPath, or the Data Collection spreadsheet can be completed and submitted to the ap-path@ucsb.edu email for Mass Upload.
    • Staff:  Cubicle data for staff records can be updated via PayPath (10 or fewer employees) or by submitting the Data Collection spreadsheet (11 or more employees) to Workforce Administration (ucsb.service-now.com/hr > Position Management & Workforce Administration.


If you have any questions or concerns about complying by November 10, 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.