Effective Payroll Processing Tips and Transaction Monitoring Guide

Training Tips & Lessons Learned August 24, 2021

Quick Announcements I Upcoming Deadlines BW PayPath deadline 8/24 5pm, black-out until 8/27 6am Mo PayPath deadline 8/23 5pm, black-out until 8/30 6am Bi-Weekly Transaction deadline (Sept. 1) at 3pm (templates, leaves, etc. ) Monthly Transaction deadline (Sept. 20) at 3pm (templates, leaves, etc.) September anticipated high volumes, submit transactions early when possible 2

Quick Announcements II Work Study Positions Please ensure all work study related positions have been updated to reflect non-Work Study job titles! Especially for any active students with positions that have not been updated yet Use Position Report to identify positions with Work Study codes still attached. 3

Agenda Template Transaction Monitoring Processing Fall Hires, Return from SWB Updates to Faculty & Grad student salary scales and what to look for Q&A

Template Transaction Monitoring 5

Template Transaction Monitoring Utilize Transaction Status Page to monitor transactions that were submitted and not yet processed by UCPC. Transactions submitted by deadline should be processed by UCPC in time for payroll processing. If transaction not processed by the Stop Processing PayPath & Position Mgmt 5:00PM deadline on the payroll processing calendar, we will need to escalate to ensure pay on time. To Escalate please submit an EEC case with words Please escalate in the subject. Include the following information: Transaction ID Date/Time Approved by UCI Empl ID # Reason it needs to be escalated 6

Check Transaction Status Use the Transaction Status page to view the AWE status of your Smart HR templates. Please use and select Requested status under the Transaction Status field to view hire transactions waiting for UCPC processing/completion. Navigation: PeopleSoft Menu > Workforce Admin. > Smart HR Templates > Transaction Status Date range is based on effective date used on template. 7

Types Transaction Statuses Requested: Transaction completed AWE and is waiting for UCPC WFA Production to process. Completed: Transaction was processed by WFA Production and saved in UCPath. Hired/Added: Hire or rehire transaction was processed by WFA Production and saved in UCPath. Cancel: Transaction was cancelled by WFA Production. View Comments to see the reason why it was cancelled. Denied: Transaction was denied by an Approver in AWE. Please view the Transaction Status job aid for additional information and details. 8

Fall Hiring & Return from SWB 9

Fall Hiring Mass PayPath Transactions deadline was yesterday to Return Grad students from SWB. All Transactions for Grad Students to ensure Fee Remission must be approved and finalized in UCPath by Sept. 13, includes Rehires, New Hires, returns from SWB. To allow time for UCPath Center to process the hires. Recommend all be approved in UCPath by Sept. 1. 10

SWB Reminders 1. SWB is entered as a PayPath Action on the job data tab. Although it is a leave, it is not considered an Extended Absence. 2. The Effective Date entered for the transaction will be considered as the first day of the employee s SWB. Please make sure you enter the Expected return date, you will not be able to submit transaction without it. 3. Employees on SWB will remain on break until an official transaction is entered in UCPath to return them. Employee will never be auto-returned because expected return date passed. 11

Faculty Salary Scale Updates 12

Faculty Salary Scale Updates The salary scales for faculty and graduate students eligible for the 10/1/2021 range adjustment have been uploaded into UCPath for use. Any appointments entered now with an effective date of 10/1/2021 or later will pick up the new rates. Any appointments already entered with the old rates will be updated to the new rates as part of the range adjustment freeze process in September. More details regarding the timing and UCPath freeze will be communicated by the Office of Academic Personnel in the next few weeks. New this year: the amount of the negotiated component for faculty participating in the NSTP will remain the same and not be reduced. Please ensure that your faculty are using the comp rate code of UCGCY for the negotiated component to ensure that this process runs correctly (UCGCYN was previously used) The new salary scales are available for viewing on the AP website: https://ap.uci.edu/compensation/salary-scales/ 13

What to be cautious of Please be sure to check future dated transactions to ensure they have not been impacted. If pay impacting future dated transactions entered before the upload are impacted, please submit a job date update form to correct the future dated row accordingly. Departments may have to submit form to either Correct or Remove data to allow for proper salary information to remain active/intact. 14

Did You Know? 15

Did You Know? UCPath works in conjunction with location time & attendance systems (TRS, etc.) for tracking leaves When employees take a leave, the entry is done in local time & attendance systems(TRS). This information is sent over to UCPath via the time files. The location should also submit an extended absence request that outlines what specific type of leave the employee is using: o FMLA Family and Medical Leave Act o PDLL Pregnancy Disability Leave Law o CFRA California Family Rights Act UCPath will link the leave information from the time files to the detail based on what is entered in extended absence and decrement the correct leave bucket Refer to the Auto-Calc FMLA, CFRA and PDLL Takes job aid for more details 16