Important End-of-Year Reminders and Deadlines for UCPath Users
Stay updated with key deadlines and announcements regarding UCPath transactions and important reminders for the year-end, including fee remission deadlines, training tips meetings, overpayments handling, and UCPath upgrade reminders. Ensure you are prepared and informed for a smooth transition into the new year.
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Training Tips & Lessons Learned November 30, 2021
Quick Announcements I Upcoming Deadlines BW Transaction Deadline 12/9 at 3pm (for templates, extended absences, etc.) BW PayPath deadline: Today 11/30 5pm blackout through Friday 12/3 6am MO Transaction deadline: 12/20 at 3pm (for templates, extended absences leaves, etc.) MO PayPath deadline: 12/27 (5pm) - blackout until Mon. 12/30 6am 2
Quick Announcements II Grad Division deadlines for Fee Remission for the Winter Quarter Dec. 1 Deadline to input student positions into UCPath including returns from SWB. This is estimation of when needed to ensure that processed in time to meet fee remission deadline. Currently the Path Center has been processing 4-5 business days after UCI approval. Dec. 15- Fee payment deadline for Winter Quarter. Mass Pay Path can still be used for new SWB for Winter quarter, but if returning from SWB for Winter quarter will need to be done outside Mass transaction. 3
Future Training Tips Meetings December 7 December 21 January 11 January 25 4
Agenda Year-End Reminders Q&A
Year-End Reminders 6
Year-End Reminders Overpayments- If an employee is on a repayment plan they will repay the net amount. Anyone who signs an agreement by Dec. 31, 2021 and starts repaying in Jan. 2022 will repay the net amount wit no adverse tax impacts. When processing hiring transactions effective January, remember to change the year to 2022. If Grad students are not working in Winter quarter but expected to work Spring quarter, put them on SWB 2022 UCPath Production Payroll Calendars and Processing Schedule on UCPath and Knowledge Library. Navigate to UCPath > Quicklinks > Payroll Resources Also available on UCPath website 7
UCPath Upgrade Reminder Major upgrade for UCPath planned for December UCPath will shut down Fri. Dec. 10 at noon and be unavailable until Mon. Dec. 13 at 6am. The shutdown applies to all employees and job applicants. All transactions need to be approved prior to the shut down If transactions are not approved it is possible that they will need to be re-input on Dec. 13 BW transaction deadline will be Thurs. Dec. 9 at 3pm and PayPath Tues. Dec. 14 at 5pm Please plan to have all transactions submitted on Thurs. and alert your approvers to the noon Friday deadline After the system is live on Dec. 13 please monitor your transactions closely to ensure no issues and alert us of any problems. 8
Job Record End Date Monitoring Reminder to review all the jobs that have 12/31/21 Job end dates Review job records with upcoming end dates that are scheduled to auto terminate The "End Job Automatically" box must be checked in conjunction with the Expected Job End Date for the record to be automatically terminated If the box is not checked, the employee will remain in active status and continue to receive pay Submit PayPath Transaction Place on a short work break Extend or re-appoint Check the End Job Automatically box to automatically terminate on the job end date Submit HR Template Transfer to another position Terminate/complete No Action Needed Allow to auto terminate Once job records are automatically terminated, it is necessary to submit a rehire/reinstatement transaction to reinstate an employee to active status 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 If a record is not set to auto terminate, an extension approval must be submitted to avoid an overpayment Initiate the appropriate transaction to update the employee s records as needed: 9
Monitor Employee Roster Report Use the Cognos Employee Roster Report to view full list of employees in your Dept. / School with upcoming expected job end dates. Tips: 1. Identify the type of employees you want to view (Staff, Acad., Union, etc.) 2. Select Customize columns Be sure to include Expected End Date 3. Run report after desired data columns are selected. 10
Did You Know? The concurrent hire template and the voluntary termination template must be used when transferring an employee from an academic to staff position or from a staff to academic position. EMPL records can only contain the same classified indicators as the initial job that was used to establish that EMPL record. o Once a record is setup as staff, only staff jobs can be added to the record moving forward, and vice versa. Once a record is setup as academic, only academic jobs can be added to that record moving forward. This logic is built in to the templates which is why there are staff and academic versions of the templates (UC_FULL_HIRE & UC_FULL_HIRE_AC). This is also the rationale for the Transfer-Intra Location reason code that is built in to the appropriate hire and termination templates. 14
