August 23, 2022 Training Tips and Announcements for UCPath Users
Stay updated with important deadlines, announcements, and issues resolved within UCPath. Learn about upcoming training meetings, student ID requirements, office hours support, and more. Don't miss out on key information for a smooth UCPath experience!
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Training Tips August 23, 2022
Quick Announcements I Upcoming Deadlines NEXT BW Transaction deadline: Thursday August 31 at 3pm (for templates, extended absences, etc.) o BW Pay Path Deadline: Yesterday 8/22 (5pm) blackout through Friday 8/26 @ 6am NEXT MO Transaction deadline: Monday Sept. 19 at 3pm (for templates, extended absences leaves, etc.) o MO Pay Path Deadline:- Aug. 24 (5pm) blackout until Monday 8/29 @ 6am 2
Quick Announcements II Student ID Requirement Confirmation that not required to input student ID on hire template. On-boarding will start requesting it in their DocuSign to make it easier to find and utilize. If you do include it, does help with other systems. 3
Quick Announcements III UCPath identified and resolved issue that prevented some emails from being generated from UCPath. This issue impacted UCPath email notifications between August 16 at 5:00 p.m. and August 17 at 2:29 p.m. There are four types of affected emails Email Type Status/Next Steps Users can verify the status of requests on the transaction page Approvers can review and approve transactions from the worklist Subsequent transaction emails will still be triggered as usual (reminder emails, routing to second level approvers, etc.) UCPath will provide lists of employees with an open benefit event (eligible to enroll in benefits) August 22, 2022 UCPath is also determining if these emails can be resent to affected employees These emails cannot be regenerated Workflow notifications for WFA, ePerformance, TAM and GL Example: AWE approval notifications Critical outbound notifications Examples: Benefit enrollment confirmation statements, direct deposit update confirmations, notifications about benefit eligibility Non-Critical Outbound Notifications Examples: Application confirmations 4
Quick Announcements IV Mass Hire Office Hours The UCPath Project team will be hosting office hours for Mass Hire template support each Thursday from 10am 12pm. NOTE: Mass Hire template for Grad Students due August 31 to meet the September 15th deadline. 5
Future BW Training Tips Meetings September 6 September 20 October 4 October 18 November 1 November 15 November 29 6
Agenda Access to new pages in UCPath Hiring Reminders SWB to Termination Guidance CWR Reminders & Tips Improved Navigation Project update Q&A
New Pages in UCPath Check out new pages in UCPath to see new information available to transactors. For Transactors with HCF, HCM Initiator roles : Main Menu > Benefits > Employee/Dependent Information > Review HR/Job/Payroll Data Main Menu > Benefits > Employee/Dependent Information > Review ABBRs Main Menu > Benefits > Employee/Dependent Information > ACA Employee Eligibility Main Menu > UC Customizations > UC Extensions > BN Transactional > Benefits Eligibility Data Main Menu > UC Customizations > UC Extensions > BN Transactional > UCRS Response Message For Transactors with HCM Inquiry Role: Main Menu > Benefits > Employee/Dependent Information > Review HR/Job/Payroll Data View only access to PayPath (Job aid not yet available) 9
New PayPath Inquiry Role See new options in UCPath in the UC Extensions, you will now have access to review transactions which have been completed in PayPath. Separate pages for Staff or Academic. This page can also be used to view PayPath transactions during the black-out period. In the future we will make this available also to those with WFA inquiry only role. Enter the Employee ID, Empl Record, Transaction ID (or multiples in Advanced Search ). Then search and select the transaction you would like more information on. Click through the tab to review changes - they will be in blue text. On the Additional Pay Data tab, scroll to the bottom to see the workflow status, approval status (the example below is Pending Approval), the initiator s comments and their user ID. Below that the Approval Workflow Engine (AWE) can be seen to identify applicable approvers if needed 10
Termination: Effective Date vs. Last Day Worked When submitting a termination template, the Effective Date indicates the first day employee is no longer active and is also the first day the position becomes vacant. 13
Termination: Effective Date vs. Last Day Worked II The Last Day Worked field(within the termination template) is the final day the employee is active. The date used must be PRIOR to the Effective Date of their termination. NOTE: The Last Day Worked field will auto-populate. Only change the date if the Employee s last day in the office is different. If employee is on LOA, Last Day Worked should reflect last day employee was physically in office. 14
Return from SWB Please return the employee from short work break if they are returning to active status. Especially during: Intra-Location Transfers. 1. Return Employee from SWB 2. This will return them to Active/Paid status Inter-Location Transfers. 1. Return employee. 2. Terminate job. 3. Ensure hire was processed by other location/BU 15
SWB to Termination You do not have to return an employee from Short Work Break (SWB) prior to termination. If the employee will not return to active employment, proceed to let the job auto-term or submit a termination template. The same is true if returning from LOA and/or needing to pay final accrual payouts. The termination can be processed without the return. 16
Grad Student Reminders New and Re-hires: Sign up for Direct Deposit as soon as possible. The process does take a few weeks. UCPC may not keep direct deposit information when an employee terminates. Rehires will also need review their information to confirm the information exists or is current. Ensure you have a mailing address that is a US address that can receive mail. Employee s can use the option of entering ATTN: HR Dept, on DocuSign so that an on-campus address can be temporarily assigned for paper check pick up. Update UCPath ASAP. Checks are processed a week before payday and address changes after processing will not apply to that check. 17
Grad Student Reminders, cont. Log-in to UCPath the day before first payday to determine if your check was mailed or Direct Deposit. Open a ticket with UCPC using Missing Paycheck as the subject if: Mailed check as issued and does not arrive within 5 business days You know that the address that it was sent to is incorrect Let the HR person in your school know the situation so that they can follow up if needed. The process for stop payment and re-issue of check will take 5-10 business days. 18
Other Pay Issues Break in Service: Please remind your graduate students that if one job ends and they are not immediately hired into a new job, that this is a break in service. If they receive employment in the future it will require a re-evaluation of their onboarding documents. The student employee may receive an email to complete or re-submit documents. This is required before the re-hire can be processed and for them to get paid. UCI Pay vs. UCPath Pay: Not all direct deposits are pay from UCPath. Please remind your students of this when they receive support from non-employed sources. 19
Contingent Worker - CWR Types of CWR transactions: Add a CWR Begin a new Contingent Worker Extend a CWR Extend a Contingent Worker Appointment Renew a CWR Re-establish a previous Contingent Worker Appointment Complete a CWR End a Contingent Worker Appointment. 20
UCPath Improved Navigation Update 21
Upcoming UCPath Changes- Update Set to Deploy Oct. 22 Currently in User Acceptance Testing (UAT) Training Team plus 5 transactor volunteers Improved Navigation (Fluid) Continue to update UCPath bookmarks to Favorites in UCPath following instruction Job Aid in UCI UCPath website: General UCPath Information/UCPath/How to Add Favorites in Peoplesoft. ( This is not the same as browser favorites.) OR Watch San Diego s How to Create Favorites for Bookmarks Micro Learning Video for step-by-step instructions on creating Favorites for your Bookmarks: Training via video, will be available in early October for new navigation 22
Supplemental Health Plans: o UC employees currently complete their enrollments in the Supplemental Health Plans (Accident, Critical Illness and Hospital Indemnity) via Aflac s website or by calling the UC Plus Customer Service Center. This will change beginning on September 1, 2022, at which time all new enrollments and mid-year changes will be completed in the UCPath system. This change will result in a more cohesive and streamlined process for UC employees. o During the conversion process, from now until August 31, 2022, all new enrollments and requests for mid-year changes in these plans must be made by completing the Health Benefits Enrollment Form for Life Events and submitting it to UCPath. The form and instructions for submitting it to UCPath are on the UC Plus website. 27
