Tuesday, August 28 2018
TO: Business Officers, PPS Preparers/Reviewers
FR: Cindy Doherty, Director, Academic Personnel
Cynthia Señeriz, Director, Human Resources
RE: Preparation for UCPath (Hires and Separations during cutover, and data conversion reminders)
As explained in the earlier communications, there will be an extended period of time during the month of September that departmental users will have no access to update PPS or UCPath. Although it is highly encouraged to limit hiring activity during the cutover period, temporary tools (i.e., Google Forms, paper forms) will be used to minimize disruptions as much as possible and enable departments to submit employee and position data to the central offices so that a Mass Hire file can be compiled and uploaded to UCPath. In addition to hiring activity instructions, this memo contains important instructions concerning termination actions, inactive appointments, recurring BYA payments, and FLSA changes in UCPath. Detailed instructions are provided below.
HIRING DURING THE CUTOVER PERIOD
Google forms will be utilized to collect the employee data and position data necessary to hire a new employee (an employee new to UCSB) during the cutover period. Three forms have been developed:
(1) Academic New Hire Data Form
(2) Staff New Hire Data Form
(3) New Position Request Form
To help inform campus departments about this temporary workaround, a 30-minute virtual Zoom meeting will be offered on Thursday, August 30th at 10:00 am to answer questions about the form and the process. Meeting information is available at https://www.bfs.ucsb.edu/coaching
For BW-paid staff student new hires
1. In advance of hiring, submit requests to create Multi-headcount Positions for the new student hires, via the New Position Request Form. For departments with a high volume of student hiring, the data entry on the Staff New Hire Data Form will be significantly reduced if Multi-headcount Positions are requested in advance. Requests can be submitted up through 9/13/18.
2. Human Resources will create the Multi-Headcount Positions in UCPath and provide the requesting department with the Position Number(s) to use when submitting employee data in the Staff New Hire Data Form.
3. All new hire paperwork must be completed by the new employee as required by campus policies.
4. The employee data must be submitted via the Staff New Hire Data Form or the Academic New Hire Data Form by 9/20/18 to be included on the Mass Hire file upload on 9/23/18.
5. If the department does not request a Position Number in advance, the data elements to create the Position and the funding of the Position will be collected within the Staff New Hire Data Form.
6. After the data is submitted, forward the new hire paperwork (i.e., I-9, W-4, Oath and Patent forms) to the Payroll Office immediately.
7. Follow the same instructions if new hires will be submitted for the Mass Hire file upload on 9/27/18. Employee information must be submitted by 9/25/18 to be included on the Mass Hire file upload on 9/27/18.
For all MO-paid new hires and academic BW-paid hires:
1. All new hire paperwork must be completed by the new employee as required by campus policies.
2. The employee data must be submitted via the Staff New Hire Data Form or the Academic New Hire Data Form by 9/7/18 to be included on the Mass Hire file upload on 9/9/18.
3. The data elements to create the Position and the funding of the Position will be collected within the Staff New Hire Data Form and the Academic New Hire Data Form. A separate request to create the new Position is not required for single incumbent positions.
4. After the data is submitted, forward the new hire paperwork (i.e., I-9, W-4, Oath and Patent forms) to the Payroll Office immediately.
5. Follow the same instructions if hires occur later in September. Employee information must be submitted by 9/20 to be included on the Mass Hire file upload on 9/23/18.
For staff non-student BW-paid new hires
1. All new hire paperwork must be completed by the new employee as required by campus policies.
2. The employee data must be submitted via the Staff New Hire Data Form or the Academic New Hire Data Form by 9/20/18 to be included on the Mass Hire file upload on 9/23/18.
6. The data elements to create the Position and the funding of the Position will be collected within the Staff New Hire Data Form and the Academic New Hire Data Form. A separate request to create the new Position is not required for single incumbent positions.
3. Follow the same instructions if hires occur later in September. Employee information must be submitted by 9/25/18 to be included on the Mass Hire file upload on 9/27/18.
4. After the data is submitted, forward the new hire paperwork (i.e., I-9, W-4, Oath and Patent forms) to the Payroll Office immediately.
Other types of staff student or academic student hiring actions during the cutover period
1. If the student employee already holds a part-time job at UCSB, contact the employee’s home department to confirm the appointment details. After learning the existing appointment details, the secondary hiring department may hire the student employee during the cutover period, and hold the appointment information until September 27th to initiate the Concurrent Hire template transaction in UCPath. If the concurrent hire results in a FLSA or pay cycle conflict, the hiring department must consult with Human Resources or Academic Personnel, based on the appointment types. (Reminder: a Position Number is required to complete the Concurrent Hire template transaction. This may require the department to submit a separate request in advance via the Google form to create a new Position in UCPath.)
2. If the student previously held a job at UCSB but has since been separated, the student will need to be rehired (because their PPS record would have converted as a separated employee in UCPath). The department will collect the new hire paperwork as required by campus policies but wait until September 27th to initiate the Rehire template transaction in UCPath. (Reminder: a Position Number is required to complete the Rehire template transaction. This may require the department to submit a separate request in advance via the Google form to create a new Position in UCPath.)
Paychecks for employees hired during the cutover period
Due to the time reporting deadlines established by the UCPath Center and the freeze periods for the UCPath system, the ability to generate a paycheck for October 1st (MO) or October 3rd (BW) will depend on when the hire transactions were updated in UCPath. Transactions submitted to the UCPath Center on September 27th (either through template transactions or a Mass Hire file upload) will miss the deadline for the October 1st and October 3rd paychecks.
SEPARATION ACTIONS DURING THE CUTOVER PERIOD
For employees separating during the cutover period, departments should continue to submit the Separation Payment Form request to the Payroll Office as is the current practice (https://www.bfs.ucsb.edu/sites/www.bfs.ucsb.edu/files/forms/PDF_Separation_Payment_Form_Updated_8-4.pdf). Efforts will be made to provide the final paycheck within a reasonable time frame, either on the date of or after the date of the employee’s separation.
INACTIVE ACADEMIC OR STAFF STUDENT APPOINTMENTS
There are currently over 3,000 inactive staff/academic student appointments in PPS. If prior to the snapshot dates (8/31/18 for MO and 9/14/18 for BW), the department learns that the student will not be reemployed in Fall quarter, separate the student employee prior to the snapshot. Otherwise, the student employee will be converted and placed on Short Work Break requiring further action by the department after UCPath go-live. If the student will be employed in Fall quarter, enter the new appointment and distribution into PPS before 8/31/18.
BY AGREEMENT PAYMENTS FOR STAFF TITLES
Certain staff title codes are approved for By Agreement payments. (Refer to the BYA information on the HR website at https://www.hr.ucsb.edu/hr-units/compensation-classification for more information.)
During the UCPath conversion process in September, fixed recurring BYA payments will be converted to Additional Pay during conversion. UCPath defines “recurring” as a payment that is paid every pay cycle at the same flat amount. If the existing By Agreement payment is fixed and recurring every pay cycle in PPS, please ensure that the following appointment fields in PPS reflect the correct codes for a fixed recurring payment:
· F/V (Fixed/Variable Indicator Code) = F
· Time (Time Reporting Code) = R (R – Exception via online)
By coding these fields as shown above, when the appointment converts to UCPath, it will upload the BYA payment to the Additional Pay component of the job.
If the existing BYA payment is not fixed and recurring, the conversion process will bypass the BYA information. After UCPath go-live, the department will process variable BYA payments during each applicable pay cycle as a one-time Additional Payment Request.
EMPLOYEES WITH ZERO PERCENT FTE
During the validation testing phase in recent months, we discovered that employees with 0% appointment FTE with REG pay created errors for the Kronos upload after the employee and job data were converted in UCPath. (This does not include BYA appointments.) Please update the FTE rate for these employees, to something other than zero, to avoid issues during conversion to UCPath and the subsequent Kronos upload from UCPath. If changes to the appointment FTE are not possible, departments will need to carefully review the Kronos records for these individuals beginning on September 24th.
FLSA CHANGES DURING THE UCPATH CONVERSION PROCESS
During the final conversion of data in the cutover period, we anticipate that we will encounter a number of student employees with concurrent jobs with conflicting FLSA designations and/or conflicting pay cycles. In these instance, HR and/or APO will review these specific cases and make determinations concerning the appropriate pay cycle and/or FLSA designation. Changes to pay cycle or FLSA designation will be communicated back to the departments to inform employees and to make the corresponding changes in Kronos.
PPS AND UCPATH SYSTEM ACCESS DURING CUTOVER
PPS Preparers will not be able to make payroll updates via PPS beginning Friday morning, August 31, 2018 for MO-paid employees and Friday morning September 13, 2018 for BW-paid employees. Beginning September 13th, PPS becomes inquiry only for all PPS users. UCPath opens to departments on Thursday, September 27, 2018 for transaction entries.
Reminder: Join us on August 30th at 10:00 am via Zoom to learn more about the information contained in this memo. Meeting information is available at https://www.bfs.ucsb.edu/coaching
In the meantime, questions may be directed as follows:
Staff employees: Amy Arnold, Senior Human Resources Analyst, ext. 4068 (amy.arnold@hr.ucsb.edu).
Academic employees: Andrea Dittman, Academic Personnel Analyst, ext. 3445 (andrea.dittman@ucsb.edu )
We appreciate your patience during this important cutover period. Thank you.