Training Tips & Lessons Learned June 8, 2021
This document provides valuable insights and announcements related to employee reviews, deadlines, UCPath refreshers, funding rollover activities, and more. Stay informed and proactive with the latest updates in training and operations.
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Training Tips & Lessons Learned June 8, 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. CPOs were sent a template that can be used to inform employees of what to do before leave/job ends. Extend appointment if necessary Avoid overpayments & accidental Terminations 2
Retro Deadline Upcoming Deadlines: One-Time Payments, Retro Payments, Extended Absences, Templates Trx, etc.: Bi-Weekly: 6/10 3
Quick Announcements II UCPath Refreshers / Learning Labs Live zoom sessions will be hosted to provide a short recap of training provided alongside working labs for simulated practice in the UCPath Training Environment. Registration Links: Virtual Learning Labs (Zoom) Courses: Lab Dates Summer Salary: UCPath Training Team: Learning Lab / Refresher: End-to-End Summer Salary Processing (signupgenius.com) Wednesday: 6/9/2021 10am 12pm End-to-End Summer Salary Processing Direct Retro: UCPath Training Team: Learning Lab / Refresher: Direct Retro (signupgenius.com) Thursday: 6/10/2021 10am 12pm Direct Retro Funding & Budget: UCPath Training Team: Learning Lab / Refresher: Funding Entry & Budget Distribution (signupgenius.com) Thursday: 6/17/2021 10am 12pm Funding Entry + Budget Dist. 4
Agenda Year-End Reminders DOPE Report Availability Upcoming Dates/Deadlines, Freezes Position and Job Data Forms
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 8
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! 9
Direct Retro Transactions Initiated Status Emails sent by Oscar Amezcua last week to those transactors with Direct Retro transactions that have been initiated but not submitted. Please cancel or cancel and redo if still required Complete actions by 6/18 If transactions remain unresolved at year-end they will not be able to be completed or re-started in the new year 10
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 11
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 12
Location of Payroll Processing Calendar Located on UCI UCPath website > Access Transactional User Materials Link: https://ucpath.uci.edu/user-type/transactional-users.php 14
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 15
Position Control Deadlines & Freezes 16
Upcoming Deadlines/Freezes Wed 9-Jun Thu 10-Jun 11-Jun 14-Jun 15-Jun 16-Jun 17-Jun 18-Jun 23-Jun 24-Jun 25-Jun 28-Jun 29-Jun 30-Jun Fri Mon Tue Wed Thu Fri Wed Thu Fri Mon Tue Wed Thu 1-Jul Fri 2-Jul User Tasks B-W Transactions Finalize Transacti ons B-W Non-Represented Staff eligible for ATB Increase Non-Represented BW Staff eligible for ATB Increase B_W Staff not eligible for ATB Increase Deadline 6/10 BW PayPath Transaction Deadline 5pm June 15 Resume BW PayPath Transactiosn 6am June 18 Complete any transactions for the Pay Period end 6/12 Do not enter/approve PayPath transactions Complete any transactions for the Pay Period end 6/12 x x x Approve by 3pm Not frozen Not frozen Approve by 5pm Approve Transactions by 5pm x x Resume 6am Complete any transactions for the Pay Period end 6/26 Approve by 3pm B-W Transaction Deadline 6/24 BW PayPath Transaction Deadline 5pm June 29 Resume BW PayPath Transactiosn 6am July 2 Approve by 5pm x x Resume 6am MO Transaction Deadlines Non-Represented MO Staff eligible for ATB Increase Do not enter/approve PayPath transactions x Not frozen x Not frozen x Not frozen MO staff not eligible for ATB increase Approve by 3pm Mo Transaction Deadline 3pm June 18 Mo PayPath Transaction Deadline 5pm June 23 Resume MO PayPath Transactiosn 6am June 28 Approve by 5pm x x Resume 6am 17
Position Control & Job Data Changes & Sequencing 18
Position Data Sequence When making changes, Position Data updates do not allow effective sequencing. Departments can only submit one transaction (with multiple changes) with the same effective date. Example: A department in the school of Physical Science identifies that a FTE change is needed for Position 43216789 effective 05/01/2021. However, there was already a position change for Reports to Change (RTC) row effective 05/01/2021: Department should submit a Position Update Form to UCPath via a case inquiry requesting Correct History be utilized to update the 05/01/2021/RTC row for Position 43216789. Departments should NOT submit a Position Update via PayPath effective 05/02/2021 (next available date) as an alternative to submitting a Position Update Form to UCPath. Using the incorrect effective date via PayPath can result in several unintended downstream impacts (missed pay, over payment, etc.). 19
Example of Position Data Change Error This is an error message from PayPath Actions (Position Data tab) indicating there was previously a position change with the same effective date entered. If the change NEEDS to occur on this date, proceed with submitting Position Data Update form. 20
When to Use Position Update Form Use Position Update form whenever a position change needs to take place with a previously used effective date. You can download the position update form from the Forms Library on the UCPath portal menu. Navigation: Forms Library > Access Forms > (Under Human Resrouces) Position Update. *Must download document and attach file to UCPC case. 21
Job Data Sequencing Job Data updates do allow effective sequencing. Departments can submit multiple transactions with the same effective date. Example: Department in School of Law submits and approves a job data update via PayPath to update an employee s Salary Step effective 05/01/2021. After approving the PayPath transaction, location identifies that the Expected Job End Date was not updated as requested. Location can proceed with submitting an additional Job Data update via PayPath. The system will automatically effective sequence a new row that contains the updated Salary Step and the updated Expected Job End Date. Reminder: The PayPath effective date defaults to the current date users should remember to manually enter the correct effective date when submitting transactions. 22
When to use Job Data Update Form The Job Data Update form should be used to update an employee s job information only if it cannot be updated by the department via a Template or PayPath Action. Examples: Changes to benefit eligibility / coverage level. Primary job indicator Incorrect job code assignment at hire Changes to historical job data after separation or transfer. 23
