Countdown to UCPath 2/18

February 18, 2019
Ana Sanchez

Attention Department/Unit Leaders:

UC PATH

SHARE REGION

Time to Go Live: 11 days

Date: 2/18/19

Updates on UC Path before go live:

  • The memo regarding Caltime was meant to remind individuals that currently track their time in caltime to continue to track their time in caltime.

  • The deadline for Non exempt Supervisors in caltime will now be Mondays at noon instead of Mondays at 5pm (except for holiday weeks). See here

  • There will be Cognos reports when we go live that managers and supervisors will have access to in UC Path that include benefit eligibility reports and end date reports.

  • March payroll deadlines for MOZ employees will be distributed soon.

  • There was a course that was on Chartfield Configuration that was originally missed on our training google doc. It has now been added for employees that plan on initiating/approving funding changes.

  • As of now, no TAM outages are planned. When the cutover occurs a system outage will occur in the future. Most likely not in March 2019.

  • Short Work Break has been approved for up to 4 months for Lecturers and Graduate Students. Short work break requires the Fall appointment is approved and entered in the UC Path system.

  • To ensure that your submissions are processed timely for employees  see thememo from, Central HR regarding deadlines:

  • The deadlines for CWRs (includes visiting scholars and visiting student researchers) are later than those of MO. To be safe we will assume they are like the bi weekly employee deadlines.

  • SHARE HR & RA will provide job aids for position, funding and direct retro templates to assist once we go live.

How to best prepare your staff:

  • Check out theEmployee Resources page on the UCPath website for those details as well as a video describing the new UCPath Employee Portal which you’ll use in tandem with the At Your Service (AYSO) portal untila future phase of UCPath integrates more of those functions. It’s important you know the facts and what self-service options are available to employees.

  • If you have not already done so, ensure you have access to CalAnswers by submitting a SARA request for “Request HCM Departmental Access (including HR-BAIRS/Cal Answers)”

  • If you receive paper paychecks, it’s important to make sure your CURRENT HOME address (not check address) is correct since you will receive your paycheck by mail to your current home address.

  • Post go live employees with multiple positions where one position supervises employees and the other does not, will need to check that the correct position is listed as the supervisory one. This can be corrected any time post go live.

How to best prepare yourself:

  • To ensure that employees that should have been terminated do not generate pay in UC Path, SHARE HR will be sending end date reports through end of March. Please note that if we do not hear from you regarding any intention to extend or reappoint these appointments they will be ended 2/21. For Faculty type appointments, we will only term those appointments that the department or Academic Analyste notifies us need to be terminated.

  • HR will be sending you information about ending inactive/expired appointments as we do not want them to pass to UC Path and potentially generate pay. If you do NOT respond we will end the appointments.

  • If you are a systems tester, please go here for login instructions

  • If you have employees that are currently in their period of initial benefits eligibility,  encourage them to enroll in benefits as soon as possible, prior to go live.

  • To see the reporting in CalAnswers and get familiarized with existing position management reports see here:

Questions from our Region:

  • How will employees in the following jobs convert in UC Path and how will their time be tracked once we are in UC Path?

    • Readers/Tutors

    • GSRs

    • Teacher Special Programs

Anyone that is MO-E paid as BYA will convert as MOE and will not generate pay until hours/amounts are inputted into the system, as they are BYA.  Anyone that is MOZ with positive pay will convert as MOE, but will require that we receive information about hours before generating pay. We are requesting APO to keep them like this until a campus decision is made to standardize pay groups.

  • How will fee remissions be posted to student accounts to ensure that the during the UC Path transition students receive their fee remissions?

Instead of being posted in three different monthly installments, tuition and fee remission charges will now post in full in the second week of February. Adjustments will be posted periodically throughout the semester to account for changes in remission eligibility or appointment percentages. Communication came out directly from Graduate Division on 2/2/19.

  • Will Departments/Units get position management reports to maintain and update their positions?

We are looking into COGNOS reports and CalAnswers to get this information to Departments/Units.

  • Will Departments/Units have access to Self service reports to manage end dates and approaching benefits eligibility reports?

Take the COGNOS training to ensure you know how to get access to these canned reports.

  • Who will be the Initiator/Approver for Academic Student Employees?

We are meeting about this and updates for the Region will be coming.

  • Will there be systems outages post go live as a result of the integrations to UC Path?

Yes there will system outages. See deadlines above for tentative upcoming submission dates.

  • Will we have regular black out dates in the new UC Path system?

Yes, there will be 3 regular blackout dates per month (2) Biweekly & (1) Monthly

  • Will we still continue to use smartsheets for our ASE/GSR, Lecturer Hiring?

Yes, smartsheets will get updated to account for UC Path changes.

  • How will Departments/Units know who to escalate to once we go live in UC Path?

Continue to go to you HR Partner and HR Generalist with escalations. They will let you know if this is something that needs to be handled by UC Path.

  • Will deductions set up for mortgage deductions for our Faculty be uninterrupted once we go live in UC Path?

The mortgage deductions that get directly deducted from employee's paycheck are all converting over. Encourage Faculty that do not see the deduction directly to their HR Partner or APO.

  • Will we still need to wait overnight before an employee can be live in our calnet system?

No, once the employee is live in UC Path, meaning the new hire template is approved by UC Path, they will be live in our calnet system.

  • What is the process for changing Initiator/Approvers post go live?

The plan for UCPath system access requests post Go Live is to use a SARA instance to manage requests. They do not know exactly when SARA will be available for this, so there may be an interim process for late March/April.

  • Where will I be able to find my past check stubs and previous years W-2s?

Your old check stubs and W2s will continue to be on atyourserviceucop. They will not be pushed to the UC Path Portal.

Resources: Questions?

E-mail me at akasanchez@berkeley.edu

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