In this Issue
- End Job Automatically Check Box for Contingent Worker Job Record End Dates
- Academic Job End Date Management Guidance and Best Practices
- New Multi-Location Appointment Form
- Update to Review Absence Management Page
- 1042-S for Non-Resident Alien ( NRA) Employees
- Fix for Academic Duration Appointment Field Showing in Job Data Incorrectly
UCPath Systemwide Updates
End Job Automatically Check Box for Contingent Worker Job Record End Dates
Starting March 1, 2023, UCPath will implement enhancements to help location teams manage contingent worker (CWR) job record end dates more effectively.
What's Changing?
Users may now use the "End Job Automatically" check box for CWR jobs:
- The "End Job Automatically" flag will be available on both Smart HR Templates (E-308) and Mass Hire (E-346) Template
- When this check box is selected, UCPath will insert a "Termination/Job Record End Date - Auto Term" row to a CWR record with an expired job
- Effective February 28, 2023, the updated Mass Hire templates (E-346) will be available on the UCPath Location Support SharePoint site
- JIRA users may access a copy of the updated template via the change request
- UCPath will not accept prior versions of the Mass Hire templates (E-346) after March 1, 2023
Review the UCPath Help site (UPKs) for the most updated UCPath Job Aids
Academic Job End Date Management Guidance and Best Practices
UCPath has created a best practices document related to managing Academic Job End Dates.
The guidance educates UCPath users on the impacts to the employee and the University when End Dates are not managed timely, updates to the End Job Automatically checkbox for CWR appointments, and provides resources on how to best manage approaching end dates.
New Multi-Location Appointment Form
Effective immediately, please begin using the new combined MLA/IOTP form to document all required approvals that have been obtained for a concurrent multi-location hire and/or one-time payment.
UCPath > Forms Library > Access forms > Human Resources
Reminders about the current business process
- Follow the current business process of attaching the signed MLA form to the hiring template by attaching the combined MLA/IOTP form.
- In those cases where the MLA is for an OTP, the host location will enter information about the OTP transaction on the same combined form and will no longer need to complete a separate IOTP form for record-keeping purposes.
As part of the implementation of the new form, APO has taken the following action:
- Removed prior versions of the MLA and IOTP forms from the Forms-page of the APO websites.
- References to MLA and IOTP forms have been replaced with this current link to the combined MLA/IOTP form.
Actions for dean’s office/school/VCRO/department(s)
- Instruct staff responsible for routing the forms to begin using the new combined form immediately.
- To facilitate a smooth transition, there will be a grace period of three months from the effective date of the combined form during which UCPath will continue to accept the previously published MLA or IOTP forms if submitted as supporting documentation for UCPath template transactions. The grace period ends on May 31, 2023.
Please note that no changes are being made to current business processes for MLA and IOTP requests.
With the implementation of the new form, please continue to follow the current business process for routing the combined form for approvals to APO via the Dean’s office/school/VCRO and the current business process for attaching supporting documentation to UCPath template transactions.
If you have questions regarding the implementation of the new form, please email appolicy@berkeley.edu.
Updates
Updates to Review Absence Management Page
In April the following updates will be made to the Review Absence Management Page
- Display Accrual PTO factor will now be displayed
- Calendar display will now be in chronological order
- Workers Comp accrual adjustments will be available to view under the adjustment column
Payroll
1042-S for Non-Resident Alien ( NRA) Employees
Non-Resident Alien (NRA) employees received an email on February 10, 2023 with the link to their 1042-S year-end tax form including earnings such as scholarship, fellowship, royalties, or honoraria payments.
If employees have questions about their UCPath 1042-S form, they can navigate to UCPath and click “Ask UCPath” to submit an inquiry using the following selections:
- Subject: UCPath 1042-S form
- Topic: Payroll
- Category: Tax Withholding Inquiry
HR
Fix for Academic Duration Appointment Field Showing in Job Data Incorrectly
UCPath has fixed the Academic Duration Appointment field pulling from previous Academic employee records. This error occurred when a termed Academic employee was hired using a Staff Concurrent Hire/ Inter Location Transfer.
In Case You Missed It
Requests to exceed the maximum vacation accrual limit must have CHRO and COE approval.
- From June 1, 2020 through June 30, 2022, the requirement in Section III.B.5 of the Absence from Work Policy (PPSM-2.210) was temporarily lifted to allow policy-covered staff more time to use their accrued vacation leave to bring their accruals below the maximum.
- Starting July 1, 2022, policy-covered staff who are over their maximum vacation leave accrual limit — and who were provided with at least an additional four months within which to take vacation leave during the temporary change period — will no longer accrue additional vacation leave until they bring their vacation leave balance below their maximum.
- Once a staff member has brought their balance down below the maximum, vacation will accrue again. If an employee’s vacation accruals subsequently go back above the maximum, and a location wishes to request another four-month extension for that individual, a request for an exception to Section III.B.5 of the Absence from Work policy must be submitted by a location’s CHRO to Systemwide HR.
- If the exception request is approved by Systemwide HR, it should then be attached to the eForm.
Resolved Pay Advice Issues
UCPath has resolved the following Pay Advice Issues:
- Correcting year-to-date totals when the pay advice is re-run
- Removing an overflow data page when there is no overflow data
- Resolving an issue with hour totals for current and year-to-date not displaying consistently