June 28, 2022 Training Tips and Announcements

Training Tips June 28, 2022

Quick Announcements I Upcoming Deadlines NEXT SCT Approval deadline: Last day for FY 22 DR is full approval by noon on July 5. NEXT BW Transaction deadline: Thursday July 7 at 3pm (for templates, extended absences, etc.) o BW Pay Path Deadline: Today 6/28 (5pm) blackout through Friday July 1 @ 6am NEXT MO Transaction deadline: Tuesday July 19 at 3pm (for templates, extended absences leaves, etc.) o MO Pay Path Deadline: Friday 7/22 (5pm) - blackout until Wednesday 7/27 @ 6am 2

Quick Announcements II Expected Job End Date Reminder- Review all jobs with expected job end dates between now and June 30th. Extend any that should not be terminated. Auto-Term transactions are processed on the date, after that you will need to process a reinstatement. There is no Mass process to reinstate, please monitor and avoid unwanted terminations! If Auto-Term for Monthly employee is between June 23 and June 29 process Termination template to avoid overpayments Grad Student Transactor Session Summer processing Slides and Recording on UCPath.uci.edu HR and HCM/ Academics / Grad Student Summer Processing 6/22 3

Job End dates June 30 w/ Auto Term Flag 4

Quick Announcements III Reminder The status of Smart HR transactions can be viewed in UCPath: UCPath > Main Menu > UC Customizations > UC Extensions > SS Smart HR Transactions Denied status indicates the transaction was not approved by your location approver(s) Cancel status indicates the transaction was approved at the location but canceled by UCPath The cancellation reason can be seen in View comments Templates can be cloned, updated as appropriate, and then resubmitted Benefits Billing Resources Resources: UCPath Quicklinks -> Benefits Resources -> Location Users - Administrators for Benefits Billing Calendars -> Processing Calendars for Benefits Billing Processing Calendar 2022. Direct link Resources: UCPath Quicklinks -> Benefits Resources -> For Employees Benefits Deduction Calendars -> Benefits Deduction Calendar 2022. Direct Link 5

Benefits Billing Information A1: Billing notices are prepared during the final week of the month and mailed to the employee on the last day of the month. Employees should receive the bill the first week of the month and is due by the end of the month FYI: Short Work Breaks / Furloughs are on the same schedule as employees on all other leaves Benefits Billing is always on a monthly basis, so employees will receive separate bills each month Q3: What happens if a location submits the furlough or Short Work Break after the deadline (e.g., after June 15th), when does the employee receive the Benefits Billing Invoice? A3: If the furlough transaction beginning mid-June (around 6/19) is entered after 6/15/22 and is not captured during 7/1/22 Invoice, then the following 8/1/22 Invoice for September coverage month would reflect August + September due for monthly employees and half August + September due for bi-weekly employees, all for the same 8/1/22 Invoice due date 8/31/22 Q4: What happens when an employee s return to work date is after mid-month (e.g., 9/19/22)? A4: If an employee s return to work date is 9/19/22, there s a difference between monthly and bi-weekly employees as active paychecks cover different coverage months. See below examples: For monthly employees, their first Active paycheck with deductions should be 9/30/22 which covers October premiums, pay period 9/1/22 9/30/22. The 9/19/22 return from leave needs to be entered into UCPath before 8/23/22 (last calc for 9/1/22 Invoice that covers October premiums) For bi-weekly employees, their first Active paycheck with deductions should be 10/12/22 covers 1st half of November premiums, pay period 9/18/22 10/1/22. The 9/19/22 return from leave needs to be entered into UCPath after 8/23/22 (last calc for 9/1/22 Invoice that covers October premiums) but before 9/23/22 (last calc for 10/1/22 Invoice that covers November premiums) Note: Location should ensure employees are made aware of the policies regarding the end or reinstatement of Flexible Spending Accounts Resources: UCnet Health Flexible Spending Account Summary Plan Description: https://ucnet.universityofcalifornia.edu/forms/pdf/hfsa.pdf, pages 11 & 12 UCnet Leave Without Pay: https://ucnet.universityofcalifornia.edu/forms/pdf/leave-without-pay.pdf, pages 5 & 12 Location should remind employees (upon return to work) to review their Benefits enrollment summary to ensure everything is correct Plans that were discontinued during the furlough or short work break will be reinstated when the employee returns to active status (this process can take a few weeks to be reflected within the employee s Benefits summary) 6

Quick Announcements IV Q3 GL calendar now available on our website Updated job aid for retirement and Emeritus Job Aid: Emeriti Processing Following Retirement Updated Part 2 of the process for hiring employees back as an Emerita/us Note added for when an academic year employee should be retired to avoid under/overpayment 7

Quick Announcements V Check your Decoupled positions! If your position FTE is decoupled, changes made to the position FTE will NOT update the FTE in Job Data for employee and cause an error during approval. Unless you follow one of the below options: 1. Re-couple position & job FTE PayPath Actions > Position Data Tab Position Change Reason Code: FTE Recheck the "Include FTE" box at the bottom. Will not work if the "FTE" reason code is not used Enter the desired FTE value and it should now reflect same value on Job Data tab. Leave it decoupled - make FTE changes on the Job Data tab only. DO NOT UPDATE THE POSITION DATA TAB. If you still receive an error, please come to the Drop-in Support Center. If after-hours, please submit an EEC ticket Please include the following: Empl ID Empl Record Transaction ID Expect this to be fixed at the end of this week 2. 3. 8

Quick Announcements VI Services that WILL be impacted during this maintenance window include: Internet services for campus buildings and medical center users Remote users connecting to campus-based resources Wireless internet services campuswide, including Resnet, Mobile Access, and Eduroam New authentication sessions or sessions that time out during this window will fail to re-authenticate during the main outage window New Email sessions requiring authentication will fail to authenticate Internal campus and residential users will receive failure errors when trying off- campus websites VPN services to campus, medical center, and library resources Offsite backups to Internet service providers 9

Quick Announcements VII Training Tips Presentations and Recordings have new information to guide you to the right one! 10

Future BW Training Tips Meetings July 12 July 26 August 9 August 23 11

Agenda New Job and Position Update Form Off-Cycle Usage Fiscal Year-End Reminders Summer Salary Workshops Future Training Plans Q&A

Combined Job and Position Update Form 13

New Combined Job and Position Update Form UCPath combined Job Data Update form and Position Update form into one consolidated form. The newly created Position & Job Data Update form includes all applicable position and job data fields needed for correction requests. UCPath will discontinue previous versions of the forms and will no longer accept them after August 31, 2022. Note: Effective immediately, begin using the newly created Position and Job Data Update form located in the UCPath online forms library. To locate the Position and Job Date Update form in UCPath, click: Forms Library > Human Resources > Position & Job Update To request a correction to an employee s position or job data record, fill out and complete the Position & Job Data Update form. Then submit the form by clicking Ask UCPath. Use the following options when creating your inquiry: Topic: Workforce Administration Category: Submit Form Workforce Administration Additional Resources: Submit an Inquiry on Behalf of Employee (SOBO) to UCPath Position & Job Update Form 14

UCPath Form Forms Library in UCPath Portal 15

New Combined Form 16

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Off-Cycle Reminders 19

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Off-Cycle Payroll Requests Payroll has noticed more off-cycle requests using the code financial hardship. Financial Hardship Off-cycle requests should be for missing part or all normal pay. This does not apply to things such as Star awards or additional pay. Those should be processed through Paypath or one time additional pay and will be processed on next on-cycle pay If there is a reason that requires to be processed off-cycle that needs to be documented in the comments Payroll will not be approving off-cycle requests that don t meet the criteria 21

Off- Cycle Reminders No need to open an EEC ticket to tell Payroll an off-cycle has been submitted. Payroll team checks the off-cycle worklist at least once per hour and reviews/approves They are mindful of the 2:00 deadline An EEC ticket adds extra work for everyone Once approved by payroll it will be available on Off-cycle dashboard soon after for additional monitoring Overpayments and payroll requests that are not being treated as off-cycle will not be updated on the dashboard 22

Fiscal Year End Reminders 23

Upcoming Fiscal Year End Deadlines Last date to submit SCTs for FY22 is 7/5 approved by Noon. Funding entry freeze from 6/24 6/30. Funding Rollover process 6/24 6/30. Rollover Exception reports distributed to locations: o MCOP: 6/28 6/29 o Non-MCOP: 6/30 7/1 o Review exception reports to fix any funding that did not roll over that you expected to. You will need to manually update that funding to carry into fiscal year 2023. There may be some differences between DOPE and KFS during this heavy volume time because of lag, but it should resolve in the next period. 24

Direct Retros in Initiated Status Direct retro transactions sitting in an Initiated status need to be reviewed. When a direct retro is in an Initiated status, it locks the pay record so it cannot be selected for processing from the Process Direct Retro page. There are two options for these transactions: Finalize and submit for processing Cancel the transaction

Locating Direct Retros in Initiated Status Navigation: PeopleSoft Menu > Payroll for North America > Payroll Distribution > UC Customizations > Review Retro Distributions

Reviewing Search Results Total number in the Initiated status will appear in the corner of the Search Results section.

How to Cancel a Direct Retro 1. Select the transaction from the Search Results list. 2. Once it opens, click the Cancel button at the top of the page.

Multiple Paychecks with Direct Retro Multiple paychecks can be selected when processing direct retros except in the following cases: If the salary cap/MCOP worksheet was used in funding. If work study pay is involved. If ANY error is incurred during the processing of a direct retro and multiple paychecks are selected in a single DR transaction, please unbundle the paychecks and re-submit one at a time. Unbundling helps to identify the problem paycheck.

Clear Suspense Account BF10002 Please make sure payroll expenses posted to BF10002 are cleared. Departments should review the KFS Suspense Account Audit Report (RUCI158). Direct Retro is used to move expenses off this account. 30

Upcoming Training & Workshops 31

Summer Salary Workshops Andrea Garrison & Angel Rivera will host 1-on-1 mini workshops for divisions who need additional guidance with Summer Salary processing. When: July 18th 22nd Who: HR & Finance transactors from all Divisions Where: Zoom Registration: https://www.signupgenius.com/go/70A0849A4A92DA2F49- ucpath1 32

Additional Training Plans (Q3) Virtual Instructor Led New Hire training will be limited through Augustas we prepare for system upgrade. If you need or plan to hire over the next few weeks: 1. Please have new hire view the recorded training sessions for their role via UCLC. Completion of training will be monitored for system access. If they are unable to find the desired course in UCLC or encounter an error, please view the recorded version on our UCI UCPath site > Transactor Materials > Training Presentations. 2. If there are immediate training needs or if your division has questions or concerns, please reach out to Debbie Kistler (dkistler@uci.edu) or Angel Rivera (arriver2@uci.edu) . 33

Unit 18 PFCB Absence Entries Training workshops will be hosted for divisions with Unit 18 employees to discuss changes regarding the entry and processing of these transactions. When: July 6th & 7th Who: Initiators & Approvers w/ Unit 18 lecturers Where: Zoom Registration Link: - to be provided after call- 34

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Did you know: Some benefit plans (HMO plans) require the employee live or work inside a specific service area to qualify for the plan If both the home and work address in UCPath fall outside the service area, the employee will no longer be eligible for the plan If the employee is no longer eligible for the plan, the system will notify the employee via email and advise the employee to log into UCPath and select a new plan Example: A post doc is currently enrolled in an HMO Plan The employee s work address is set to remote with a zip code of 00000 The employee relocated to Texas and updated their home address in UCPath Both the work address zip code of 00000 and the Texas zip code are outside the service area of the HMO plan, so the system will automatically remove the employee from the plan and advise the employee to select a new plan 36

Did you know? You can now search UCnet Compensation & Benefits content through UCPath Enter benefits keywords in the search box and hit enter. Results can be filtered by source, knowledge type, and topics: o Source = UCnet o Knowledge Type = Web Page o Topics = Benefits 37