Training Tips and Announcements for April 13, 2021

Training Tips & Lessons Learned April 13, 2021

Quick Announcements I Drop-In Support Center: M F 10am 12pm HR Extended Absences PayPath Actions / Additional Pay Funding Direct Retro General Support Payroll Office Hours: Mon. & Wed 1pm 2pm *Pilot project to partner with Payroll to focus on Payroll Request transaction support: Off-cycle Overpayments Final pay Zoom Details: https://zoom.us/j/8519035805 Meeting ID: 851 903 5805 2

Quick Announcements II PayPath Blackout Period (BW): Starting: Next Tuesday 4/20 @ 5pm Back Online: Friday 4/23 @ 6am PayPath Blackout Period (MO) Starting: NextFriday 4/23 @ 5pm Back Online Wed. 4/28 @ 6am 3

Retro Deadline Upcoming Deadlines for Template and Retro Pay Transactions: Bi-Weekly: 4/15 Monthly: 4/20 4

Quick Announcements III **Planned System Outage** Sunday April 18th from 12am Noon 5

Agenda Reporting Office Hours Update Multi-headcount Position Updates Disappearing Transactions? Survey

Reporting Office Hours Update 7

Reporting Office Hours Office hours are now being held as needed. Please submit an EEC ticket to request office hours. UCPath > Existing Reports Inquiry Matt is continually enhancing some of the existing reports, as well as developing new reports. Also, over the next couple of months, you might notice the colors/logos change on the reports. We are actively working on updating our report standards to match the UCI brand. *Updates & changes to reports are communicated to members on the Reporting Distribution List. On the UCPath Decision Support tab on ZotPortal, there is an option to Subscribe to UCPath Report Mailing List : 8

Subscribing to Reporting Dist. List To be added to the distribution list, users can follow these steps: 1.On the UCPath Decision Support tab on ZotPortal, there is an option to Subscribe to UCPath Report Mailing List : 2. From there, proceed to input an email and an optional password, then click Subscribe: 9

Subscribing to Reporting Dist. List (cont.) 3. Once Subscribe is hit, an email will be sent to confirm the subscription: 10

Subscribing to Reporting Dist. List (cont.) 4. Clicking on the link from confirmation email will bring you to this page where you can officially subscribe or cancel the request. Once submitted, Matt will confirm there request from the Admin side: 11

Latest Reporting Updates Payroll Dashboard (RUCI169) - ** New Report ** Similar to the HR dashboard, the Payroll Dashboard allows you to drill into each section to see which employee s make up that population and the goal is to help you manage actionable , payroll related items, including: # of Employees on Department Default Funding # of Paychecks, Total Salary Amount and Total Fringe Amount sitting on the Invalid Suspense Account (BF10002) Missing Work Study KFS Accounts Funding Expiring (Funding Expired/ 10 Days / 25 Days / 50 Days / 100 Days) Work Study Remaining Balance (Zero Balance / $0-$100 / $100-200 / $200-$400 / $400-$600 / $600-$800 / $800-1000) Additional Pay Ending by Date (Addl Pay Expired / 10 Days / 25 Days / 50 Days / 100 Days) Addition Pay Ending by Remaining Balance ($0-$100 / $100-$250 / $250-$500 / $500-1000 / $1000-$2000 / >= $2000) HR Title Pay (RUCI02) Fixed an issue that was causing inactive job codes to still show on the report Fixed an issue with how job code 005314 was being presented Employee Rosters Report (RUCI03) Fixed an issue that was causing department descriptions to be out of date Added Reports To Work Email as an optional field 12

Reporting Updates (contd) Distribution of Payroll Expenses Report (DOPE) (RUCI04) Added Position Pool ID and Position Pool Description as optional fields HR Dashboard (RUCI08) Fixed an issue where the selected filters were not properly being based into the details/drill-throughs Leave Balances Report (RUCI12) Added Department Levels 2/3/4 for when Section by Department is selected Position Report (RUCI41) Added a prompt to pull positions that have more than 1 incumbent Added Sal Admin Plan to the Position Summary View HR Hierarchy Report (RUCI46) Added additional logic to only show active departments 13

Reporting Updates (contd 2) Benefit Eligibility (750/1000) Report (RUCI56) Fixed an issue where the rolling 12 month period was calculating incorrectly Added a detail view to break the hours down by pay period Additional Pay Report (RUCI58) Fixed an issue with the logic of how the Current Additional Pay by balance was being calculated Work Study Award Balance Report (RUCI60) Added HR Status prompt Home Address Report (RUCI70) Added Campus/Dorm/Other email addresses as additional columns and added them to the personal email audit 14

Reporting Updates (contd 3) Total Compensation (RUCI77) Fixed an issue where the Additional Pay wasn t showing Service Credit Balance Report (RUCI84) Added Grade and Reports To Position in the Include Job Attributes view 15

Multi-Headcount Position Updates 16

Multi-Headcount Policy Change The term Multi-Headcount position is defined as two (2) or more incumbents hired into / active in the same position number. Departments may establish Multi-Headcount positions ONLY for Cross-Training or temporary overlap purposes. Common in situations where duties are being transferred from one employee to another and requires a period for transition/handover . o Example: An Employee has taken a new job and will be transitioning their responsibilities to the new incumbent. The new & transitioning employee can be assigned the same position number per departmental needs. 17

Department Responsibilities 1. Permanently Budgeted Positions: Immediately notify your Budget Officer of any multi-headcount position situation so they can update the Budget Distribution Page accordingly. a) Once the departing employee leaves, another notice must be sent to have BDP updated again. b) Submit EEC ticket to Position Admin to reduce headcount back to 1 (one). 2. Process may be subject to change as the system continues to be updated. 18

Things to Know 1. When establishing a multi-headcount position: a) If position is already filled, do NOT over-allocate the position. Headcount on the positon must be increased. To do so, please submit an EEC ticket to Position Administrator to request increase in headcount. b) Multi-headcount positions will help in maintaining Position history during transition. However, a new position may be created & used if the department does not wish to have multi-headcount positions. i. New Position would be best used for the departing employee. c) The new (incoming) employee will inherit the attributes of the existing position. i. Reports-to, Dept. ID, Salary Admin Plan, FTE, etc.) 2. Funding (KFS Accounts) assigned to the position will be charged for wages due to all incumbents actively sitting in that position when payroll runs. 3. When there are Multi-Headcount positions, PayPath Action entries will be limited (Position Data) and apply to all employees sharing same position number. 19

Things to Know (contd) Position Headcount must be appropriately established for each position. If the position does not require multi-headcount per policy, it should always reflect 1:1 relationship. (One position to One employee) If your department has positions incorrectly over-allocated, follow these steps: 1. 2. Pick an employee to move out of over-allocated position. Create a new position(s) with an effective date *prior* to that employee s hire date. After the new position is approved, submit a UC_Transfer template to move employee to the new position. a) Employee data, empl record, & history will be preserved. 3. Use the Position Report to determine if any positions in your department are over-allocated. 20

Disappearing Transactions

Use Case: Disappearing Transactions? Initiator submits a new Funding Entry row (7/1/20) dating back before the three newer transactions with date of 10/1/20, bringing total transactions to 5 (there is one other 7/1/20 transaction)

Use Case: Disappearing Transactions? Approver uses the link in email that brings up the transaction but it shows only the three 10/1/20 transactions and none of the two 7/1/20 transactions, including the newly inserted one. Approver reports that the 7/1/20 transactions have disappeared !

Use Case: Disappearing Transactions? What the approver should have done on page to see all 5 transactions? Tip: 1) Click Include History at the bottom right hand side of the page and then 2) select to show all the 5 transactions

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