Important Updates and Deadlines for September 2022

Training Tips September 20, 2022

Quick Announcements I Upcoming Deadlines NEXT BW Transaction deadline: Thursday September 29 at 3pm (for templates, extended absences, etc.) o BW Pay Path Deadline: Today 9/20 (5pm) blackout through Friday 9/23 @ 6am NEXT MO Transaction deadline: Tuesday October 18 at 3pm (for templates, extended absences leaves, etc.) o MO Pay Path Deadline:- Thursday 9/22 (5pm) blackout until Tuesday 9/27 @ 6am **Please monitor SCT deadlines for Direct Retro processing** 2

Quick Announcements II Ladder Rank Academic Range Adjustment news Due to the number of errors identified for the entire population and the complexity to resolve, UCPC made the decision to request to DELETE ALL ROWS added by UCPath on 09/12/2022 and 09/13/2022. This request is pending internal UCPath approvals and we hope to get approvals to have all 10/01/2022 PAY/ REF rows added by UCPath users during the compensation refresh process removed. The plan is to lift the freeze, allow updates, and restart the process after the monthly pay confirm for September on 9/27/2022. A new timeline will be drafted and sent out once dates are confirmed. Please do not submit a case to request a fix for the future dated rows. Please do not add a 10/1/22 row to try and resolve errors identified for rows that will be deleted. 3

Quick Announcements III ACA Webinar An Affordable Care Act (ACA) Eligibility Refresher Webinar has been scheduled for Thursday, September 22, 2022, from 2:00 PM until 3:00 PM. It will cover Health & Welfare eligibility policies with respect to Active Employee coverage. This training session is designed for staff who need to understand the fundamentals of the ACA regulations and how they affect employees eligibility for Health & Welfare Benefits, such as department-level benefits coordinators. Here are the details: Conference call information: Join from PC, Mac, Linux, iOS or Android: https://UCOP.zoom.us/j/5105876277 Or join by phone: +1 408 638 0968 (US Toll) Meeting ID: 510 587 6277 This webinar will be recorded for those who cannot attend. **Information provided by Dorothy Ong. For anyone interested, we will post the recording subsequent to the meeting.** 4

Quick Announcements IV UCPath Notice: PeopleSoft Bookmarks >> PeopleSoft Favorites Reminder To: General UCPath Communications distribution Beginning mid-October, UCPath will make updates that make navigation more intuitive and user-friendly. This change will affect how bookmarks work within UCPath for users with enhanced access. What is changing: When the change is implemented, UCPath PeopleSoft pages can only be saved as Favorites within PeopleSoft. Examples include Worklist, PayPath Actions, Modify a Person, etc. They can no longer be saved as bookmarks. UCPath PeopleSoft page bookmarks will not be accessible after the navigation enhancements. How to prepare for this change: Review bookmarks saved on the UCPath portal for UCPath PeopleSoft pages Set up UCPath PeopleSoft pages as Favorites within PeopleSoft Please refer to the Dashboard Bookmarks to PeopleSoft Favorites Job Aid for detailed instructions. UCPath and location teams will continue to share more information about the change closer to the mid-October implementation. Thank you, UCPath (855) 982-7284 Monday - Friday from 8:00 a.m. - 5:00 p.m. ucpath.universityofcalifornia.edu Please do not reply to this message. Replies to this message are routed to an unmonitored mailbox 5

Quick Announcements V UCPath Notice: Vacation Maximum Balance for Part- Time Academic Employees To: General UCPath Communications distribution UCPath identified a defect that reduced the vacation accrual maximum balances for academic employees who work hours less than a full-time equivalent (FTE). The vacation accrual maximum limit is 384 hours for all eligible employees, regardless of FTE. The error impacted monthly academic employees during the pay period ending July 31, 2022. UCPath created UCP-121022 to track the defect and will update accruals to resolve the issue. Please do not submit requests for accrual updates related to this issue. We apologize for the inconvenience. We will provide an update once the issue is resolved. Thank you, UCPath (855) 982-7284 Monday - Friday from 8:00 a.m. - 5:00 p.m. ucpath.universityofcalifornia.edu 6

Quick Announcements VI Erroneous UCPC notifications sent Saturday Sept. 17 between 6am and 9am. Went to some people who opened a case could have been an old case that was long closed Can be ignored, was an erroneous message created by system Path Center sent an email last night directly to all those that were impacted 7

Future BW Training Tips Meetings October 4 October 18 November 1 November 15 November 29 8

Agenda Multi-headcount Position Impacts CWR Impact to Hires Updated Security Information Page Updates to Position for Reports to Information Sequence of Transactions Matters Q&A

Position Considerations 10

Multi-headcount positions Keep track of positions that are multi-headcount. Those should be used only in specific situations for a limited time period. Anytime that there is more than one person assigned to the same position you will be unable to make changes to that position. Only the Position Admin- can be contacted via EEC ticket. This is first thing to check when position change is not working in PayPath. Be very careful of changes to a multi-headcount position as any changes impact all the people in that position. 11

How to Remove/Undo Multi-Headcount If you inadvertently have a multi-headcount position, or if the EE to EE transition period has ended and you need to revert to a single-headcount position, use the UC_Transfer template to move one of the employees to another position. Please follow the steps below. 1. Identify the employee you wish to move out of the multi- headcount position. 2. Identify a vacant position to transfer the employee into. If a valid position does not exist, please create a new position. 3. Complete the UC_Transfer template with a Lateral Transfer reason code and enter the new position number you wish to transfer the employee into. 12

CWR Reminders 13

CWR Reminders Contingent Worker (CWR) is not an employee record and therefore has impacts on other transactions. If someone has a CWR and is being hired into a paid position a concurrent hire cannot be used for that hire transaction, because the CWR is not a job, it is an affiliation only. You would need to use a hire or rehire with prior UC affiliation, so that you can input the employee ID. Employee Empl Rcd# Effdt Employee-E / Contingent-C E E E C C Status Action Position 0 0 0 1 1 01/01/2022 03/31/2022 10/1/2022 04/01/2022 09/30/2022 Active InActive Active Active InActive Hire Terminate Rehire Add Contingent Worker Complete Contingent Worker Instance GSR GSR GSR Fellowship Fellowship Joe Smith Remember to use the Complete Contingent Worker after the end of their assignment or Extend CWR if their assignment is not ending on the expected job end date. Expired expected job end dates for CWR assignments, cause delays in running certain batches at UCPath. 14

Updated Security Access Page 15

Recently updated UCPath Security Page 16

Security Page Continued 17

Reports To Information 18

Missing Reports To Information Important to keep reports to information updated and completed. Some of the downstream uses of the information are: 1) Achieve gets data from UCPath: Quarterly check in for non- represented staff requires correct staff/supervisor information. 2) UCLC gets data from UCPath: Missing or expired staff required training (cyber security, safety, etc.) UCLC notifies supervisors of non-compliance. 3) Sedgwick gets data from UCPath: Sedgwick emails supervisors on non-occupational Staff Leave processing 19

Sequence of Transactions 20

Sequence of Transactions If Terminating someone for not starting a specific job, but need to hire them into another job Do concurrent hire first and then do termination second. When possible, if you need to process an overpayment when someone is terminating. Process the overpayment first and then the termination. Be careful when someone is transferring within UCI, coordinate with other dept. to determine which type of transaction you want to do; intra-campus transfer only one transaction required or a concurrent hire and termination (with reason of intra-location transfer). The down streams are different, either will work. 21

Did You Know? 25

Did you know? When a post doc (who is not FML/CFRA eligible), is going on parental bonding leave, location teams should first code the leave using the post doc paid parental leave. Once the post doc paid parental leave is exhausted, if the postdoc will be continuing on a personal leave for parental bonding per Leaves of Absence, Article 12, section D.4, the period of personal leave should be entered as a personal leave (not parental bonding). Workforce Administration (PHCMWFAL250: Template Transactions - Part I): o Job Aid: Template Transactions Action Reason Codes and Descriptions o Updated to reflect Smart HR template reason code changes 26

Other Updates & Reminders: It is important that all employees enter personal email address in UCPath Upon separation, UCPath will send registration instructions to the personal email address for setting up access to UCPath as a former employee During a leave of absence, UCPath may contact the employee about benefit premiums using the personal email address UCPath may use the personal email address to send information about the UC Retirement Plan buyback process UCPath sends new hire system notifications to the personal email address following determination of benefits Encourage new and current employees to add or update their personal email address in UCPath 27