Dear SHARE Region,
We would like to provide you some helpful information that will help you prepare for any pay impacting issues around the beginning of September.
As you know UCPath will experience system outages when the UC Davis campus goes live. During conversion the UCPath system will be down for all locations as noted below:
First UCPath lockout (impacting employees paid on a monthly basis): Friday August 30th at 5:00pm thru Wednesday September 4 at 12am.
Second UCPath lockout (impacting employees paid on a bi-weekly basis): Friday September12th at 5pm thru Tuesday September 17th at 12AM.
During the lockout periods, off-cycle requests will not be processed and this includes instant pay cards.
As a result, any late ASE/GSR additions to the smartsheet which require off-cycle pay or any missed pay from their 8/30/19 paychecks will have significant delays to their pay issuance.
We anticipate the delays will likely mean that any off cycle pay request between 8/20/19 and 9/3/2019 may NOT be issued until 9/18/2019 at the earliest.
**Please note that when we submit off cycle pay requests BRS does not know when pay will be issued as this is manually provided by UC Path and can change until pay is in pay confirm status***
In order to avoid issues with delayed off cycle pay requests around the beginning of September, we encourage you to consider the following:
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Add any new ASE/GSR to the smartsheet as soon as possible
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If you are adding a graduate student appointment to the smartsheet late (between now and 9/3/19), please inform the employee that they will experience delays to their pay and will likely not be paid until 9/17/19
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Provide options with respect to emergency loans to employees at the time of a late appointment so they can prepare a contingency plan
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Encourage all existing employees and new hires that are live in UC Path to enroll in direct deposit via self service as soon as possible. This helps avoid the additional 2-3 days it takes to have a check mailed to an employee’s address.
Important Fee Remissions Information:
The Graduate Division issued a memo on August 19, 2019 that included the following:
Fee Remissions & Appointments Reports: Fee remissions are generating on the basis of data from UCPath, as reflected in the “Appointment History” and “Current Appointments” reports in SIS (in the “Graduate Appointments” section of the Reporting Center). In these reports, you may see appointments without a funding source/chart string—these appointments do not yet have Position Funding. While Position Funding for these appointments needs to be entered, we are awarding fee remissions for all eligible appointments, even those without Position Funding. Note that we are still working to resolve some issues with the appointment data being received from UCPath; for example, summer GSI appointments do not yet show up on the reports. You should, however, still be able to identify whether or not a Fall appointment has been entered, making these reports a good first stop when responding to fee remission issues. And for help with late fees assessed as a result of appointment/remission delays, your Fellowships contact can assist.
For complete information, please go to the Graduate Division website: https://grad.berkeley.edu/ . For information on fee payment deadlines, please see FAQs.
Thank you,