Effective Training Tips and Announcements for Workplace Success

Training Tips January 25, 2022

Quick Announcements I Upcoming Deadlines BW2 Transaction deadline: Feb. 3 3pm (for templates, extended absences, etc.) o BW PayPath deadline: Today 1/25 5pm blackout through Friday 1/28 6am MO Transaction deadline: Wednesday Feb. 16 at 3pm (for templates, extended absences leaves, etc.) o MO PayPath deadline: Mon. 1/24 (5pm) - blackout until Thursday 1/27 6am 2

Quick Announcements II Remember to check payroll to ensure employees are being paid correctly. There remain some defects in PayPath that occasionally result in incorrect pay. With the new year, be careful with which year your transaction is for are you doing something for last year 2021 or this year 2022. CWR are not able to access Connexxus to book their own travel. A department employee may book travel for them. UCPC no longer offering weekly UCPath orientation webinar. 3

Quick Announcements III Location code & AB-119: Continue to monitor and update data in the location field in PayPath Actions (position tab)so that employees have accurate location or office/floor information. State Law / Union Req mt Mass Transactions can be coordinated with a ticket to EEC to request upload of Mass PayPath transactions. Mass Transactions Request category. Individual transactions can be done via PayPath. Questions about AB-119 or updates to location codes, please create an EEC ticket for HR systems support. For Additional information on AB-119 : UCI Human Resources | Enterprise Workforce Relations | AB- 119 Project: Physical Work Locations 4

Future Training Tips Meetings February 8 February 22 March 8 March 22 5

Agenda Off-Cycle Dashboard Transfers from Non-Career to Career position VSP Termination Code Significance New Hire training Schedule Q&A

Off-Cycle Dashboard 7

Off-Cycle Dashboard 8

Dashboard Examples 9

Transaction Status Click (?) icon to view Legend Definition 10

Detailed Transaction Information Transaction Details Tab 11

Additional Details Tab 12

Job Aid Link UPK Job Aid on Off-Cycle Dashboard https://sp.ucop.edu/sites/ucpathhelp/LocationUsers/LOCjobaids /UCPC_PHCMPAYL200JA_OffCycleDashboard_D2Rev00.pdf 13

Termination Reason Codes 14

VSP Termination Reason This reason code should NOT be used to submit Termination transactions. - The VSP Voluntary Separation Program reason code is a HR program that is not being used on our campus at this time. - Utilizing this code will cause UCPC to deny / Cancel your transaction. 15

Transfers from non-Career to Career 16

Transfers: Non-Career to Career When an employee is transferring from a Non-Career to Career appointment / job, please follow the recommended process. 1. The Current / Original department must submit a termination template with the reason code Transfer Intra Location . 2. The New / Receiving Department would need to submit a Concurrent Hire template with the Transfer Intra Location reason code. 17

Timing is Key When an employee is transferring to another school or department, coordination is key. Termination and Hire transaction must be submitted concurrently. It is recommended to reference transaction IDs when possible in the comments. If the templates are not submitted within minutes of each other, the transaction and desired business objective will fail, which may cause inaccurate employment status and/or incorrect pay. 18

Pros & Cons Concurrent Hire When a Concurrent hire template is processed and completed at the UCPath Center for an Intra-Location transfer, a separate/additional employee record is created. PROS: Adds an additional job Transfer an employee(s) from one job to another without a gap in service. Can be used for employees at the same location or another location. Previous Department retains access to old record for job data or payroll actions. CONS: Employee history lives in separate empl records. Coordination between old/new department to process hire & termination concurrently. 19

Q1 UCPath Training Schedule 20

Upcoming UCPath Training New hires who need training are able to register on UCLC Training will be conducted via zoom. After registration a calendar invite from UCLC with a link to Zoom will be provided. Please reach out if you have questions! Course Name POS101 FIN102 Date Time UCPath Navigation & Pos. Cntrl Funding Entry & Budget Dist Wednesday 2/2/2022 Friday 2/4/2022 8:30a 12:30p 8:30a 12:30p TEM101 TEM102 PPA201 Template Transactions Pt. I Template Transactions Pt. II PayPath Actions Pt. I Monday 2/7/2022 Wednesday 2/9/2022 Tuesday 2/15/2022 8:30a 2:30p 8:30a 12:30p 8:30a 2:30p PPA202 PayPath Actions Pt. II Thursday 2/17/2022 8:30a 12:30p PRQ201 Payroll Requests Wednesday 2/23/2022 8:30a 12:30p DRD201 Direct Retro Friday 2/25/2022 8:30a 12:30p ABM101 Extended Absences Monday 2/28/2022 8:30a 12:30p 21

Did you know? Did you know: The job and position data update forms should be used to update different fields. Job Data Update Form Position Data Update Form Salary Step Comp Rate Comp Frequency Job Earnings Distribution Expected Job End Date Pay Group HR Job Indicator EMPL Class Probation End Date Original Hire Date Cubicle HR Worksite ID Special Training Code Salary Admin Plan Salary Grade FLSA FTE Business Unit Full/Part Time Employee Relations Code Reports To Department Job Code Union Code Headcount Class Indicator 22

Did you know Out-of-state income tax withholding requests can be processed online through self-service An eForm is available in UCPath > Forms Library > Access Forms > Payroll > Out-Of-State Income Tax Withholding View a how to online for more information 23