Dear SHARE Region,
I am writing today as a follow-up to the communications from early April which outlined the details about Fall 2020 ASE / GSR and Lecturer Hiring processes. As I referenced previously, please know that we continue to be committed to partnering with you as best we can to ensure appointments are processed as timely as possible. We will remain as flexible as we can to support you, particularly for late additions that we acknowledge will occur. Some additional factors to share about service delivery:
- While we have implemented improvements to speed up the process of onboarding new employees and thus getting email/systems access closer to their first day of work, we must still adhere to UCPath system deadlines. Those deadlines are further impacted by COVID-19 as well as the recent transition of two large sister campuses to UCPath and the final transition of Lawrence Berkeley National Lab (LBNL) this past weekend. We are currently seeing a 7-10 day turnaround timeat UCPath Center.
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Additionally, BRS Regions and staff members will be participating in the upcoming campus-wide summer program of “Curtailment Fridays” (7/24-8/14) to help with budget savings as well as employee morale efforts. Please note that there may be slight delays in our response time to emails and requests. We appreciate your patience.
Given the 7/21/20 campus email which announced the decision to begin the fall semester with fully remote instruction, as well as the complexities with the financial and hiring decisions within campus departments, we understand that departments will have last-minute requests for hiring. As such, here are some reminders about the BRS upcoming timeframes and processes for fall hiring
Important dates and details (Please know that date(s) may change as the campus operational landscape continues to evolve.) For more details on ASE/GSR and Lecturer deadlines, see our timeline. Adhering to these timelineswill be an important component to ensure these new hires receive timely pay.
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Target date for ASE/GSR hiring requests: Departments should enter/approve their hire requests in Smartsheet no later than 8/3/20 for on-time pay. For any late additions, work with your HR Generalist to help expedite these.
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New and Rehire ASE/GSR and Lecturer hires with 8/1/20 appointments:
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Though a deadline of 8/12/20 was previously communicated, based on current processing timeframes at UCPath Center/BRS, the appointee will need to complete their Onboarding DocuSign packet by 8/07/20 for an on-time 9/1/20 monthly pay date.
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Please encourage your new hires to complete their DocuSign packet immediately upon receipt. This will help expedite their UCPath employee record and Employee ID (EID) as well as ensure on-time pay.
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All new hire/rehires must not start work until they have attended their Onboarding appointment (specifically to complete the I-9 documentation and State Oath, which is required before the first day of work).
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Those who need to complete Onboarding must complete the DocuSign packet (which now includes the State Oath) by the first day of the semester at the latest in order to avoid potential damage payments (cannot be paid with Federal funds). These appointments may also need teaching day basis recalculations
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Late Appointments:
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For late appointee(s) that are added to the Smartsheet after8/3/20 or if hire/rehires do not complete their DocuSign packet before 8/07/20, BRS may not have sufficient time to process these by the UCPath Center deadlines for on-time pay. Please know that we will work with you on these.
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You should let these late appointees know that their pay may not be issued on their regular pay date (biweekly or monthly) and we may need to take action to further process and expedite their pay. It can take up to 10-15 business days for hires to see their check. Also note: this could necessitate a revised Appointment Letter for those applicable title(s) - look here for more of those details.
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Late appointmenthires may experience systems access delays. Departments should work with their hires to identify how best to support them if they are not able to access Berkeley systems during their first days of work.
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Dual FLSA/Pay Cycle complications as a result of multiple jobs/appointments can cause additional delays. Submitting manual (paper)monthly or bi-weeklytimesheets may be an alternative to use for the first pay period. Save the above and provide it to your new hire, in the event of delays to systems access such as CalTime.
We will continue to work diligently to get these appointments processed as quickly as possible.I also encourage you to keep open lines of communication with your HR Representative when extenuating circumstances regarding ASE/GSR and Lecturer hires come up. We’re here to help support you.
Please let me know if you have any questions or need additional assistance.
Regards,
Ana Sanchez