Effective Training Tips & Announcements for June 2021

Training Tips & Lessons Learned June 1, 2021

Quick Announcements I Review All Employees with 6/30 End Date Review the Employee Roster report - ensure end dates are correct. (including CWR employees) Please notify employee if they are approaching their job end date. For employees terminating they will need to have their personal email addresses entered to access former EE portal. Extend appointment if necessary Avoid overpayments & accidental Terminations PayPath Blackout Period (BW): Starting: Tuesday 6/1 @ 5pm Back Online: Friday 6/4 @ 6am 2

Retro Deadline Upcoming Deadlines: One-Time Payments, Retro Payments, Extended Absences, Templates Trx, etc.: Bi-Weekly: 6/10 3

Quick Announcements II UCPath Refreshers / Learning Labs Live zoom sessions will be hosted to provide a short recap of training provided alongside working labs for simulated practice in the UCPath Training Environment. Registration Links: Virtual Learning Labs (Zoom) Courses: Lab Dates Summer Salary: UCPath Training Team: Learning Lab / Refresher: End-to-End Summer Salary Processing (signupgenius.com) Wednesday: 6/9/2021 10am 12pm End-to-End Summer Salary Processing Direct Retro: UCPath Training Team: Learning Lab / Refresher: Direct Retro (signupgenius.com) Thursday: 6/10/2021 10am 12pm Direct Retro Funding & Budget: UCPath Training Team: Learning Lab / Refresher: Funding Entry & Budget Distribution (signupgenius.com) Thursday: 6/17/2021 10am 12pm Funding Entry + Budget Dist. 4

Quick Announcements III Funding Entry Troubleshooting Guide UCPath Center has provided a new job aid to assist in troubleshooting for Funding Entry transactions. Job aid can be located on our internal UCI UCPath website. Mass PayPath Template Updated The Mass PayPath Transaction template was updated last week. o HR Worksite ID field added Depts. need to make sure they are using latest version. Link to Template: https://sp.ucop.edu/sites/ucpc/UCPathLocationSupport/UCPathTemplates/Form s/AllItems.aspx 5

Quick Announcement IV Retirement vs. Termination Template If someone is NOT an active UCRP member and resigning - the department would utilize the normal termination/resignation template (this would include a DCP Safe Harbor participant). The Retirement Termination Template should only be used for an employee that is leaving employment due to retirement as a UCRP member, or Choice Savings participant that would be eligible for retiree health. 6

Agenda CWR for Graduate Students NSTP Tips for Summer Salary Work Study Reminders

Grad Student Processing Updates There is a new Mass PayPath Template please ensure you use the current version (updated on Thursday May 27) for the SWB Grad student processing and any other Mass PayPath processes Upload Mass PayPath template to the One Drive by June 7 EOD. If anyone needs access please contact Maria Teider Grad students that are being put on SWB that have a current expected job end date prior to the end of the SWB (generally before 10/1/21) will need to have their appointments extended to beyond 10/1/21. This needs to be completed in PayPath by June 7. We are unable to do this through a Mass PayPath entry due to timing. 8

Key Dates Grad Student Mass SWB The table below reflects the key dates for processing Mass SWB Transaction entry. Population: Grad students returning in the fall *UCI HRIS: Erice Cheng June 7th Complete Processing in PayPath of Job End Date Extensions to beyond 10/1/21 June 7th (EOB) June 8-9th Division CPO completes template and submits to One Drive. Link to be provided by HRIS UCI HRIS/UCPC uploads test file UCI HRIS provides errors/corrections to CPOs. List of grad students who fall out of test will be available. UCI HRIS uploads final file to UCPath Division CPO begins manual data entry required for errors in Mass Upload PayPath deadline before payroll processing black out June 10th June 11th June 14th June 23rd Population: Grad students who are graduating, not returning in the fall or have no plans to be on payroll for over 4 months Unit s payroll transactor processes UCPC Termination template before payroll processing black out June 18th June 23rd Or ensure job end date flag is set so that the job will be auto termed on the end date. **Questions about the Mass PayPath Template can be directed to Philip Nguyen (philin3@uci.edu) in the daily drop-in center or to Erice Cheng (ericec@uci.edu) 9

NSTP Tips 10

Adding NSTP to Job Components If Faculty has Negotiated Salary and taking Summer Salary, you will need to follow the NSTP job aid to add the additional pay components. 11

Removing NSTP when it ends When faculty s negotiated salary trial ends, you must remove the pay component from their job data. (This will also prevent overpayment.) 1 2 12

PayPath Actions for Promotion III Job Data Data Tab 1. Once you add a new row, the effective date will stay the same but the Effective Sequence will now be 1 meaning its is the next part of the same transaction. You will then be able to enter the Action / Action Reason Code: Action: PAY Action Reason: PRO *Other Action Reason codes 2. 13

Work Study Reminders 14

CWR Process for Graduate Students 15

Using CWR Templates See guidance below for clarification on how to use CWR templates. 1. UC_ADD_CWR: Hire a new CWR 2. UC_ADD_CWR_POSN: Hire a new CWR into a Position (Usually for CWR who supervise others) 3. UC_COM_CWR: Used to terminate/separate a CWR 4. UC_EXT_CWR: Used to extend a CWR appointment end date 5. UC_EXT_CWR_POSN: Same as #4 for CWRs with a position. 6. UC_RENW_CWR: Used to rehire a CWR 7. UC_RENW_CWR_POS: Used to rehire a CWR with a position #. 16

CWR For Grad Students on Fellowship Communication sent Friday to CPOs Graduate students w/out an active job in UCPath and who are funded on fellowships can be hired as CWR021- Research Fellow Grants access to systems such as UCIBuy, KFS Grad students can be either CWR or employee, but not both Terminate the CWR when the grad student is hired as an employee Continue to utilize SWB when applicable If employee is not on a fellowship, no longer on a paid appointment, and not eligible for SWB, they will need to be terminated 17