Highlights from this Newsletter:
- Work-Study guidance including End of Year Reminders & Deadlines; Work-Study Direct Retro job aid updated
- A Final Pay Comments Template has been released, additional information is available on the new job aid and the simulation has been updated
- Direct Retro deadline for 2022 Fiscal Close
- Retirement Transaction job aids have been updated with 2022 dates
- Process outlined for Benefits Reinstatements for Rehired Employees
- Former Employee Portal webpage has been updated with additional information
HR Transactions
Work-Study Guidance: End of Year Reminders & Deadlines
The Financial Aid & Scholarships Office (FASO) recently sent a very important message to ensure the Work-Study Program can successfully close for the 2021-22 academic year. This message contains important reminders and deadlines regarding the last day of the program and how departments can maximize the work-study subsidy. We highly recommend reviewing FASO’s helpful message.
New FAQ - How to add International Phone Numbers
How can International Phone Numbers be added or updated in UCPath?
International Numbers can be added or updated in UCPath by UC Berkeley Transactors or employee:
- UC Berkeley Transactor: Submit a Personal Data Template and add a request in the comments section to add/update the international phone number
- Employee Navigation: Employee Actions > Personal Information > Personal Information > Phone Numbers > Change Phone Numbers > Add Phone > Phone Type; select: Mobile-Personal, Mobile-Work, or Work-Other Location > Enter International Phone Number and click Save
Work-Study Guidance: End of Year Reminders & Deadlines
A clarification came forward recently that the Initiator Comments box is intended for information that needs to be reviewed/considered by the location AWE approver. It is not guaranteed that the UCPath Center WFA Production Team will review or look at these comments.
Any comments intended for UCPath WFA Production Team for review/consideration in processing the template should be added to the Template Comments box within the first tab of the template.
FTE Change Transaction Issues Resolved
If you previously experienced issues with FTE change transactions not properly updating Standard Hours properly in the Monday - Sunday breakdown (on Position Information page), this has been resolved so that FTE updates should also update the Monday - Sunday Standard hours breakdown correspondingly.
For example, if a position was updated from 1.0 FTE to 0.5 FTE, the Standard Hours breakdown should update from 8.00 hours from Monday - Friday to 4.00 hours from Monday - Friday).
Pay Frequency/Compensation Frequency Review
The UCPath Center published a reminder around Pay Frequency and Compensation frequency.
When making changes to position or job, users should ensure the pay and compensation “frequency” fields are aligned to avoid negative downstream impacts. Both Pay Frequency and Compensation Frequency can be found on the “Job Data” page in PayPath.
For more information, review the news article published on our Berkeley UCPath website.
Benefits
Benefits Reinstatements for Rehired Employees
Employees rehired greater than 120 days after their separation from the UC should receive a notice to enroll via self-service.
Employees rehired less than 120 days from their separation from the UC will need to complete one of the benefits e-forms indicating the benefits they want to enroll in. Employees rehired less than 120 days may enroll in benefits previously enrolled in and may also cancel should they desire to do so.
Benefits Billing Review
The UCPath Center published a reminder around benefits billing. Employees on leave without pay will be enrolled in benefit billing depending on when they go on leave and how long they are out. For more information on premiums, dates, and other resources, review the news article published on our Berkeley UCPath website.
Payroll
Final Pay Comments Template
The UCPath Center is requesting that all Final Pay transaction requests use this format as a template for the comments:
Last day on paid status: MM/DD/YYYY
Termination Transaction ID:
Auto Termination Date:
New outstanding balances:
- [Deduction code] $ [Dollar amount] [PR Transaction Number]
- [Overpayment - PR Transaction Number]
If the field value would be null, then enter “N/A” when completing the comment template. A job aid was created on this topic as well.
Updated Payroll Configuration Codes
The payroll configuration codes in UCPath Quicklinks have been updated.
Adjusted ‘Leave no pay’ Earn Codes
'Leave with no pay' earn codes are now CBR- and leave-eligible. This change will prevent funding sources from being over assessed for CBR costs. This change allows for CBR and leave accrual assessments for leave without pay hours, if applicable.
Position Funding/ Direct Retro
Fiscal Year - Direct Retro Deadline
June 1 is the date that Berkley Regional Services and the Work Study Partners have set as the cutoff for receiving Direct Retro requests from supported departments and client groups in order for these requests to be entered into UCPath in time for the upcoming B1/B2/MO pay cycles.
The fiscal deadline for UCPath is June 29th. This deadline is for Direct Retro transactions to be submitted and processed before fiscal close. Please submit/approve any pending Direct Retro (aka Salary Cost Transfer) transactions that pertain to FY2022 in April, May and June.
Please review this link for additional details and dates around fiscal close.
Corrected Direct Retro to Modify FAU on $0 Earnings
The UCPath system was updated to correct the Salary Cost Transfer (Direct Retro) page to allow users to modify FAU information on $0 earnings rows.
Many Rows when Processing a Direct Retro? Could be Retro Pay.
When retro pay is processed, for example a step increase that is backdated to a date that is multiple pay periods prior, the additional pay from each pay period is summed together and paid out to the employee.
However, the general ledger will display multiple salary expense rows because the retroactive pay is proportionately distributed across each retroactive pay period and each position funding source.
When looking at the pay period to process a Direct Retro you may notice small amounts for each pay period that was impacted, and it will be divided across multiple position funding chartstrings, if applicable.
Retro Pay Operational Alignment Deck - Updated
The Retro Pay Operational Alignment Deck was updated. As a reminder, the Operational Alignment decks are available on the UCOP SharePoint. They outline big-picture ideas, roles and responsibilities related to areas of interaction between UC Berkeley and the UCPath Center (UCPC).
Training
Retirement Transaction Job Aids - Updated
The retirement job aids, Retirement Transaction Process for July 1 Retirement Date – COLA and Emeriti Processing for July 1 Retirement Date, were updated to reflect the 2022 dates and note added to under Qualifying for the Inactive COLA section. A few key things to keep in mind are that not every employee retiring qualifies for the Inactive Cost of Living Adjustment (COLA) and the Retirement date populated by RASC will be one day following the Effective date of the retirement transaction in the UCPath system. Additional information on dates and other details is available within the job aids.
Final Pay Job Aid - New!
The UCPath Center Training Team created a new job aid called Termination and Final Pay, which provides an overview of the final pay termination process and the use of the new final pay comments template.
The Submit Final Pay Request simulation was also updated with images and text to show the use of the final pay comments template.
Work-Study Direct Retro Transactions Job Aid - Updated
The Berkeley Work-Study team has updated the Work-Study Direct Retro Transactions job aid. It is available on the Berkeley UCPath Transactional User Training Page.
UCPath Systemwide Updates
Vacation Maximum Accrual Ending
July 1, 2022 is the end of the approval to temporarily increase the amount of additional time that policy-covered employees. Employees will no longer accrue additional vacation leave until they bring their vacation leave balance below the maximum. Employees will not lose any accrued balances over their maximum. This does not apply to represented employees. For more information, please see the announcement on UCNet.
New UCPath Inquiry Topic - General Feedback
The UCPath Center has created a new category for UCPath Inquiry topics called "General Feedback". This is to allow users or transactors to submit general feedback on UCPath as a case. To navigate to this category, select “UCPath Help/Training Feedback”, select "General Feedback" and then identify the appropriate subcategory.
Please note, though it is under the sub-category, “UCPath Help/Training Feedback” the UCPath Center intends for the “General Feedback” category to be for general UCPath feedback.
Resource Center - New Feedback Functionality
Did you know you can now give feedback on the knowledge based articles in the Resource Center?
The Resource Center is the knowledge base built into UCPath. If text is entered into the search box at the top corner of the screen or at the top of the inquiry page, then the Resource Center will open. As a transactor, select the “Super User” as the audience. Job aids, knowledge based articles, and other materials are available on the right side of the page.
Knowledge based articles now have a section to respond if the article was helpful or not, and then to also indicate a reason and description box for feedback details. To date, it has been possible to indicate whether the article was helpful or not, but this information was not giving the whole picture so that the UCPath Center teams could determine what would make the articles more helpful.
Former Employee Portal webpage - Updated
In lieu of recent information that has come forward regarding the Former Employee Portal, additional information has been added to the Berkeley UCPath Former Employee Portal webpage.
Some important information to keep in mind:
Former employees can access their UC employment information after they have separated from UC by logging in to the UCPath via a Former Employee account. Additional information is also available on UCNet.
When an employee's status changes from Active to Inactive, UCPath triggers a welcome email/ invitation to the separating employee to create an account in the Former Employee Portal. This email is sent to the "preferred" personal email in UCPath or the first populated personal email. If no email address was provided, the former employee must contact UCPath to provide an email address to create a Former Employee Account.
-
Former employees have the option to create a Former Employee Account in UCPath for one year following their separation from the UC
- The Former Employee Portal is available to the employee for three years after they separate from the UC and create the account
- The Former Employee Portal provides access to:
- Personal Information Summary
- History of earnings statements and;
- W-2 history