Department End Date Reports

Please note: every appointment will be set to auto-terminate. If the department does not notify HR generalist in a timely manner the appointment will auto-terminate. (This does not apply to VS/VSR Appointments). A reinstatement will be needed if the department planned to extend the appointment, this can take at least 3 more days for UC Path to process. 

Service Now:

Step One: 

• You should have received an email with the end date report or you may download the most recent end date report from the links further below.

Step Two:

• You can click one of the four divisions that corresponds with your department to view your employee's with end dates in December. The employees are sorted by department and supervisors. (Alphabetical order) 

Step Three:

• Download your report. Go to the menu bar of the report, click on file>download>excel
• Complete the 4 columns on the left (Comments, effective date, HR action) to indicate what actions HR needs to take and save your report. 
  • Feel free to create filters for your departments and also you may delete all irrelevant tabs and rows to only include your employees. 

Step Four:

• Create a ServiceNow ticket and attach your completed report to extend or terminate your appointments.  Please submit an "Other Data Changes & Position Management => Other Data Changes" (link is external)Ticket on service now.
  • Please include Actions, effective date, attach the downloaded end date report, etc. 

• If the department fails to tell their assigned HR generalist whom to extend or reappoint, the employee will be terminated on the original end date.

Smartsheet (ASE/GSR):

ASE/GSR appointments need to be extended through the smartsheets.

Step One: 

• You should have received an email with the end date report or you may download the most recent end date report from the links further below.

Step Two:

• You can click one of the four divisions that corresponds with your department to view your employee's with end dates in December. The employees are sorted by department and supervisors. (Alphabetical order) 
• If you have any service now extensions/changes, choose "Extended via Smartsheet" on the "HR Action" column.

Step Three:

• Submit an entry onto your department’s Smartsheet with the term “extension” in the Comments box.

• If the department fails to tell their assigned HR generalist whom to extend or reappoint, the employee will be terminated on the original end date.

Recommended:

• Please see the “Department Deadlines Calendar” below for when your end date report updates are due each month. 

  • We recommend that you add the “Department Deadlines Calendar” to your own Berkeley google calendar so that you are updated in real time.

  • How do I add the calendar? By simply clicking on the button located on the bottom right hand corner titled: “+GoogleCalendar”

*You can request cal answers access to HR information by submitting a SARA request (link is external)and selecting "calanswers HR reporting".

Each Supervisor can pull their own end date report via Calanswers

• • Click “Log in to Cal Answers” here(link is external)

  • Click on Workforce Detail

  • Click on Workforce Detail Dashboard

  • Click on the Job Data As of Date

    • Fill in the following attributes:

      • * As of Date = Today’s date

      • Auto End Records Only = No

      • Legacy = All

      • Parent Org Node Code = Your department Org Node

      • Org Relationship Code  = “CWR” “EMP”

      • Employee Status = “A - Active” “L - Unpaid Leave of Absence” “P - Paid Leave of Absence” and “W - Short Work Break”

      • Job Code - Desc (feel free to pick from the list below):

      • 001506 - ASSOC IN __ -AY-1/9-GSHIP

      • 001507 - ASSOC IN__-AY- 1/9 -NON-GSHIP

      • 001508 - ASSOC IN __ -AY-1/10-GSHIP

      • 001509 - ASSOC IN__-AY- 1/10 -NON-GSHIP

      • 003263 - GSR-TUIT & FEE REM-UCSD-GRP F

      • 003266 - GSR-NO REM

      • 003276 - GSR-PARTIAL FEE REM

      • 003282 - GSR-FULL FEE REM

      • 003283 - GSR-FULL TUIT&PARTIAL FEE REM

      • 003284 - GSR-TUIT & FEE REM

      • 002500 - READER-NON STDNT

      • 002850 - READER-GSHIP

      • 002851 - READER-NON GSHIP

      • 002854 - READER-GSHIP/NON REP

      • CWR011 - Staff Volunteer

      • 004681 - STDT 2 WKSTY

      • 004921 - STDT 2

      • 004920 - STDT 3

      • 004919 - STDT 4

      • 004954 - STDT 4 ANR

      • 004329 - STDT ACTIVITIES APPT OFFICIAL

      • CWR020 - Student Volunteer

      • 002306 - COMM TEACHG FELLOW-NON GSHIP

      • 002310 - TEACHG ASST-GSHIP

      • 002311 - TEACHG ASST-NON GSHIP

      • 002320 - TEACHG ASST-1/10-GSHIP

      • 002321 - TEACHG ASST-1/10-NON GSHIP

      • 002510 - TUT-NON STDNT

      • 002860 - TUT-GSHIP

      • 002861 - TUT-NON GSHIP

      • CWR001 - UCB Student Facilitator

      • CWR003 - Visiting Student Res-Graduate

      • CWR015 - Visiting Scholar

      • CWR016 - Visiting Student Res-UnderGrad

      • N3298 CWR_Visiting Scholar

      • CWR006 - Ind Contractor/Consultnt

      • CWR004 - Staff Intern

      • CWR014 - Affiliated Organization

      • CWR017 - UC Employee - Different BU

      • 002313 - TEACHG ASST-NON GSHIP/NON REP

      • 002550 - ACT INSTR-GRAD STDNT-GSHIP

      • 002551 - ACT INSTR-GRAD STDNT-NON-GSHIP

You may paste the following as well: 

Please check https://tcs.ucop.edu/tcs/jsp/homePage.htm(link is external) to confirm any other job codes you’re unsure of.