2/4/2021

TO: UCSB UCPath Transactors and Approvers

FR: UCSB UCPath Team 

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

Dear UCSB UCPath Transactional Users, 

This is a wrap-up communication regarding UCSB’s compliance with AB-119.

We appreciate the individuals and departments who were responsive in updating the employee work location information in UCPath.   Thank you for your commitment to ensuring UCSB’s compliance with AB-119.

Non-compliance with AB-119 opens departments to steep fines. UCPath position and job data must be updated to reflect the employee’s physical work location. Departments are responsible for reviewing and updating Location and Cubicle fields as physical work location changes occur to maintain ongoing compliance.

Resources on how to update an employee's physical work location can be found on the UCPath Website in the AB-119 Work Location Update Guide. (Note:  all updates should now be processed via PayPath; the mass upload process was only available during the implementation project.)

  

For departments that are still working on updating information:

  • Updates must be initiated and approved via PayPath actions as soon as possible. 
  • 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.   
    • If both the position location and the cubicle field need to be updated
    • Update the general location on the position tab.
    • On the Job Data tab make sure to click on the ‘+” to add a new row, enter the action code (‘DTA’) and action reason code (‘COR’), and insert the specific work location in the Cubicle Field.

 

Hire Templates and Cubicle Field: 

The “Cubicle” field is 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.
  • Multi Headcount Position Updates: 

    • Academic:  Position Data changes to the Location field must be requested via the UCPath Certification and Input form in AP Folio.

  • 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).

Moving Forward:

Departments are responsible for maintaining and updating Location and/or Cubicle fields as changes to an employee's physical work location occur.  The central offices do not monitor or manage these changes (exception: filled multi-headcount position changes are routed through central offices for processing). 

If you have any questions, 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.