Dear SHARE colleagues,
Before responding to this message, I encourage all of you to read the message in it entirety. The goal of this message is to gain your partnership in identifying your ASE/GSR hires as early as possible. This will be imperative in helping us assist students that will not be able to attend onboarding until after 8/8/19, as you will read in the latter part of this email in blue.
While the deadlines are aggressive, our region is working on solutions to help mitigate delayed pay. However, we can only assist if you identify your hires and approve them as early as possible in the smartsheet.
In addition to this, we encourage you to keep open lines of communication with your HR Generalist when extenuating circumstances regarding ASE/GSR students come up.We are here to support you.
I am writing to provide information in preparation for 2019 Fall ASE/GSR Hires and pay for 8/1/19 appointments. Adhering to the monthly UCPath Center processing deadlines will be an important component to ensure these new hires receive timely pay.
Here is what you need to know
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New ASE/GSR Hires for 8/1/19 appointments will need to complete New Employee Onboarding by 8/8/19 for a 9/1/19 monthly pay date.
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Late onboarding will result in pay being processed in the next pay cycle (on 10/1/19 or beyond). Look here for the full range of important dates for 8/1/19 appointments and ensure ASE/GSRs are aware of their actual pay dates.
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For late ASE/GSR appointee(s) that are added to the Smartsheet after 8/3/19, ensure they are aware that their pay will processed in the next available pay cycle. Please note: this could necessitate a revised Appointment Letter for those applicable title(s) - look here for more of those details.
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Please note: Grad Student/Researchers must not start work prior to completing Onboarding documentation or would be subject to damage payments. Damage payments cannot be paid with Federal Funds.
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Please do not add GSRs with retroactive start dates as we will need enough lead time to get them onboarded prior to their start date.
As a reminder: alternative pay cycle(s) are no longer an option in UCPath-Employees are paid on their next scheduled pay date. This means that if you are identifying a late ASE/GSR (for examples: you add them to the smartsheet on 8/22/2019), they can no longer be paid on the next bi weekly cycle and they will have to wait until the next monthly pay date of 10/1/19.
Actions for you
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It is imperative that you enter ALL ASE/GSR Hires in the ASE/GSR Hire Smartsheet (and ensure that GSAO and funding is approved) as they accept their Fall appointments. All appointments must be entered no later than 8/3/19.
For instances when ASE/GSR Hires identified on the Smartsheet cannot attend Onboarding by 8/8/19, Berkeley Regional Services (BRS) HR Generalists will attempt to contact them to request pre-data entry of some additional information. This information will then be entered into UCPath for the 9/1/19 pay date (provided it is entered before the 8/20/19 UC Path deadline):
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Legal name (as it appears on government-issued ID)
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Gender
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Address
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Phone number
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Personal email (non-UC Berkeley affiliated)
Thank you for your assistance in partnering with your SHARE Regionfor the timely onboarding/pay for this fall’s new ASE/GSR Hires.
Regards,
Ana Sanchez