IMPORTANT UPDATES EFFECTIVE  7/1/24 FOR UNIVERSAL BACKGROUND CHECK ORDERS AND BILLING

This email is being sent to Divisional Control Points, Business Officers, Universal Users and Universal Billing Contacts.

June 24, 2024

TO: Campus Community

FROM: Melinda Crawford, Director of Talent Acquisition/Training & Development, Human Resources

Calli Price, Purchasing & Contracts, Manager, Procurement Services

RE: IMPORTANT UPDATES EFFECTIVE  7/1/24 FOR UNIVERSAL BACKGROUND CHECK ORDERS AND BILLING

To remedy billing concerns and improve the efficiency of the Universal Background screening process, the following changes are being made effective 7/1/24:

1) Use of the FlexCard by the department who requested the order.

• Effective 7/1/24, all departments are required to have at least one Universal user for submitting orders. HR will discontinue submitting orders for non-HR departments. 
• Effective 7/1/24, all departments will be required to pay their monthly Universal invoices on their department’s FlexCard. HR will no longer process recharges for other departments.   
• Effective 7/1/24, no new orders can be placed in Gateway. 
• Any pending and/or past-due invoices through June 2024 may be processed in Gateway; however, it’s recommended that payments are paid with their department’s FlexCard.

2) To request a new department user account, submit an email to HR Projects Coordinator, Stephanie428@ucsb.edu with the following information: 

• Employee’s name (required)
• Employee’s email (required)
• Employee’s work number
• Department code(s) that the employee is authorized to place background check orders for (required)

3) To add a new/update an existing billing contact, submit an email to HR Projects Coordinator, Stephanie428@ucsb.edu with the following information: 

• Employee’s name (required)
• Employee’s or generic department accounts payable email (required)*
• Employee’s work number
• Department code(s) that the employee is authorized to place background check orders for (required)

*Note: It’s recommended that a generic department accounts payable email address is used.

4) When submitting a new background check order with Universal, select a background check package and include the following information:

• Position / Job - This field is to be relabeled. It should contain the Position Number.  If the order is for a non-employee with no Position Number, state “n/a”.
• PO Number - This field will be repurposed and relabeled. It should only contain our Universal Agreement Number 128855102. We’ve requested to have the field pre-populated with “128855102”.
• Dept Code - This field should contain the four-letter department code. If the department code is not available in the drop-down list, submit an email to Stephanie428@ucsb.edu.
• FAU Number - This field is to be hidden and may be repurposed at a later date.
• Employee ID (if applicable)

An Universal Background Process Workshop is scheduled for new and current Universal users and FlexCard holders:

Friday, 6/28/24 at 9:30-10:30 am 

To register: https://ucsb.zoom.us/meeting/register/tZcufuuvrjojH9Jdv0ocxBBhYtJVhMtnh0Bv

If you are unable to join us for the training session, we will be recording the Zoom session.

Questions? Email melinda.crawford@hr.ucsb.edu or  Stephanie428@ucsb.edu.  

Thank you,