Effective Staff Management Strategies - June 29, 2021 Training Insights

Training Tips & Lessons Learned June 29, 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. Special focus on your benefit eligible employees. 2

Quick Announcements II Employees in Overlapping Permanently Budgeted Positions When updating the Budget Distribution page for permanently budgeted employees that are in overlapping positions, contact the Budget Office for guidance. o Sang Le (slta@uci.edu) Staff Positions o Romaine Fravien (rfravien@uci.edu) Academic Senate Faculty Positions Note: Overlapping positions in this case is related to an employee who is hired to replace an employee who will soon be leaving, however both employees are still in the position. 3

Quick Announcement III PFCB Training week of July 5th. Overview of new Pay for Family Care and Bonding plan Eligibility determination New PFCB Earn Codes: How and where to apply Required Transactions Determining when to enter PFCB transactions in UCPath. 4

Non-Faculty Academic Freeze 7/2-7/7 UCPath Freeze: Non-Faculty Academic Range Adjustment Friday, July 2, 2021 Wednesday, July 7, 2021 3% range adjustment, effective July 1, 2021 for monthly paid employees July 11, 2021 for biweekly paid employees Eligible non-represented academic employees: Professional Research Series* Project Scientist Series* Specialist Series* Resident Physicians Teachers UNEX (Teachers UNEX Contract-Year are not eligible) Academic Administrator Series Academic Coordinator Series Assistant and Associate University Librarians Librarians* *Parity adjustments have been applied to the salary scales for policy-covered librarians and academic researchers, bringing them in line with their represented counterparts. 5

Non-Faculty Academic Freeze 7/2-7/7 (cont.) UCPath Freeze: Non-Faculty Academic Range Adjustment Friday, July 2, 2021 Wednesday, July 7, 2021 Eligible represented academic employees: Librarians Professional Research Series Project Scientist Series Specialist Series Salary Scales The new salary scales are available on the AP Website. The new rates for the eligible populations are now in UCPath and will be available moving forward for any transactions with a July 1, 2021 (MO)/July 11, 2021 (BW) or greater effective date. Any future dated transactions with old rates already entered in UCPath will be adjusted to the new rates during the freeze period. 6

Non-Faculty Academic Freeze 7/2-7/7 (cont.) The freeze only applies to the populations identified who will have their salary plans range adjusted. The freeze period includes monthly and biweekly paid employees. PPS Freeze Timeline For Non-Faculty Academics LAST DAY TO UPDATE This is the last day you will be allowed to make any pay component changes in UCPath for the Non-Faculty Academic population. Pay component changes include changes to job code, employee classification, salary plan, pay rate, etc. New hire, concurrent hire, rehire, termination, retirement, job extension, and short work breaks can continue to be processed. Thursday, July 1, 2021 Friday, July 2, 2021 Wednesday, July 7, 2021 UCPATH FREEZE Do not update/change/delete pay components in UCPath for the Non-Faculty Academic population during this time. ADJUSTMENT COMPLETE Units may again begin to update pay components for Non- Faculty Academic population in UCPath. Thursday, July 8, 2021 7

Agenda Staff / Academic Transfers NSTP Updates Holiday updates/changes Year End Reminders

Staff / Academic Transfer When a UCI Employee is transferring from an Academic job to a Staff job (or vice versa): Reason Codes: *This is an Intra-Location Transfer but uses an Action Reason code "Transfer - Intra- Location" Two Templates Required 1. Concurrent Hire Template 2. Voluntary Termination Template a) Hiring Dept completes Concurrent Hire and Releasing Dept completes Voluntary Termination b) Both templates use same Effective Date & Action Reason code "Transfer Intra-Location". c) Concurrent Hire Template should be submitted before Voluntary Termination Template, but w/o lag in time or UCPC will cancel hire - coordination between depts required d) This action creates a new Empl Rcd for the employee 9

NSTP Update There has been an update the NSTP job aid this year. Instead of using UCGCYN we need to use UCGCY for the negotiated component. UCOP made a change to how they wanted the negotiated amount to work during a range adjustment (UCGCYN reduces during a range adjustment and UCGCY does not). The updated page can be found here: https://ap.uci.edu/compensation/nstp/enteringnstp/ 10

Juneteenth Holiday Correction/Processing If you have already processed final pay for a terminated employee and used VAC to cover the holiday, use the following steps to correct the entry: 1. 2. 3. Submit new Final Pay Payroll Request Check Payout Accruals box In the Earnings tab pay out one 8 hour day of REG with Begin & End dates of 6/28/21 On the Leave tab, enter -8 hours of VAC with Begin & End date of 6/28/21 4. 11

Funding Rollover Activities 6/24-6/30 No Funding Transactions entered or approved June 24 through June 30 (noon). System not frozen, but funding entry may not update correctly. June 24-25 MCOP worksheets rollover, June 26-30 All funding rolls over. Funding without an end date will be rolled over to new fiscal year If Funding has end date beyond 6/30/21 it will roll over as part of the process and carry it s funding end date Any funding with end date before 6/30/21 will not roll over to 2022 If funding is in place for next fiscal year, current funding will not roll over June 23 last day to update funding to effect 2021 fiscal year earnings 12

Key Dates & Reminders Rollover Testing & Review 6/7 6/14 7/7~ Testing Funding Rollover Week Test Results to MAABOs for corrections Results of Actual Rollover to MAABOs Rollover Rules No End Date End Date>6/30/21 AVOID 6/24/21 6/30/21-noon Funding Entry End Date <6/30/21 New Funding As Of 7/1/21 6/23- Last day for Funding Update for any 2021 Earnings! 13

Direct Retro Schedule Transaction Approval by 5:00PM Available in DOPE Report June 4 June 11 June 18 June 22 June 29 July 6 (noon) June 10 June 17 June 24 June 28 July 3 July 10 14

Clear Suspense Account BF10002 via Direct Retro Please make sure department payroll expenses posted to BF10002 are cleared by 7/6 noon Departments need to review the new KFS Suspense Account Audit Report (RUCI158) Departments need to transfer salary expenses hitting the KFS Suspense account via the DIRECT Retro Process (Salary Cost Transfer) by the UCPath deadline of July 6, 2021 noon. Please check and fix the root causes i.e. funding 15

DOPE Report Availability 16

Location of Payroll Processing Calendar Located on UCI UCPath website > Access Transactional User Materials Link: https://ucpath.uci.edu/user-type/transactional-users.php 17

DOPE Report Availability DOPE report uses information from the Labor Ledger Detail DOPE report is available one day after the date of the GL Post Confirm (Complete Detail Labor Ledger Data) One day after the data is available on the DOPE report, you should see it in your KFS accounts 18