Dear Campus Colleagues,
The spring semester is rapidly approaching and I want to continue sharing details about the upcoming Spring 2020 ASE/GSR and Lecturer Hiring processes. Our SHARE Region's HR teams are working diligently to finalize processes and our goal is to ask for your partnership in identifying these new hires as early as possible. We appreciate your patience as we continue to work through UCPath processes.
Up front, it’s important to know that Berkeley will be experiencing earlier-than-usual deadlines - this is due to December UCPath Lockout dates throughout the UC system as well as upcoming campus curtailment timeframes. While these deadlines are aggressive, we’re continuing to work on solutions to help mitigate delays. However, we can only assist if you identify your hires and approve them as early as possible.
What we know today
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Good news! The overall process will not change - you will still use Smartsheets for these hires. To make it easier for everyone, we are planning to use the existing ASE/GSR and Lecturer Smartsheets for Spring 2020 hires
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There have been recent changes in functionality for unlicensed Smartsheet users (i.e., most UCB Smartsheet users), and we are looking into the impact to users and whether there are any usable workarounds or solutions. We will work to finalize process changes and I will communicate those as soon as possible.
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You can begin entering your Spring appointments on your existing Smartsheet Now; we do not anticipate Smartsheet changes impacting adding new appointments.
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Lecturer hires will continue to be submitted via the current Smartsheets.
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New ASE/GSR and Lecturer hires for 1/1/20 appointments will need to complete New Employee Onboarding by 1/6/20 for a 2/1/20 monthly pay date.
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All ASE/GSR and Lecturers that need to complete onboarding will need to complete it by the first day of the semester 1/14/20, in order to avoid potential damage payments or teaching day basis calculations.
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Late onboarding may result in off cycle pay which may be processed in the next pay cycle (on 3/1/20 or beyond). Locations do NOT know when off cycle pay will be paid until the payment shows as confirmed. Look here for the full timeline of important dates and information; be sure that ASE/GSR and Lecturer(s) are aware of their actual pay dates.
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For late appointee(s) that are added to the Smartsheet after 1/6/20, ensure they are aware that their pay will be processed off cycle and there may be delays as a result of all UC campuses' beginning of semester. 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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Grad Student/Researchers must not start work prior to completing Onboarding documentation or they may be subject to damage payments (which cannot be paid with Federal Funds).
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Adhering to the UCPath Center/BRS processing deadlines will be an important component to ensure these new hires receive timely pay.
Actions for you
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START ENTERING NOW! It is imperative that you enter ALL Hires in the current ASE/GSR and Lecturer Hire Smartsheet (and ensure that GSAO and funding is approved) as they accept their Spring appointments.
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All ASE/GSR appointment requests must both be entered/approved no later than 11/15/19 and must attend Onboarding (if applicable) by 1/6/2020 in order to receive pay by 2/1/2020.
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All Lecturer appointment requests must both be entered/approved no later than 11/25/19 and must attend Onboarding (if applicable) by 1/6/2020 in order to receive pay by 2/1/2020.
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Lecturers must attend Onboarding by 1/14/20 to avoid teaching day basis calculations, however by onboarding this late, they run the risk of being paid late or getting delayed access to bcourses
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Exception: the deadline for ASE/GSR appointments utilizing the Short Work Break (SWB) is no later than 11/8/19. Additional complexities exist and we will determine if the appointment is eligible and will proceed providing the work authorization is valid.
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For instances when ASE/GSR/and Lecturer Hires identified on the Smartsheet cannot attend Onboarding by 1/6/20, our SHARE 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 2/1/20 pay date (provided it is entered before the UC Path deadline):
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Legal name (as it appears on government-issued ID)
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Male/Female
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Address
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Phone number
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Personal email (non-UC Berkeley affiliated)
Important Reminders:
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With UCPath’s implementation, there were changes related to Position Management processes. SHARE will be holding a meeting in October to review our existing processes and provide updates on position management . There will also be demos on calanswers reports for position management. Look for our invitation.
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With UCPath’s Short Work Break (SWB) status, Bridging is no longer applicable.
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SWB is allowed for up to four months for ASE/GSR and Lecturers, if they have both a Fall ‘19 and Spring ‘20 appointment. Make sure to add/approve your Spring ASE/GSR and Lecturer appointments in Smartsheets as early as possible, but by the above deadlines.
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Alternative pay cycle(s) are no longer an option in UCPath-Employees that are not in UC Path with an active position will be paid off cycle. Locations cannot predict when these will be issued, but with beginning of semester and beginning or quarters all happening in January, we can anticipate significant delays from UCPC.
These details can also be found on theASE/GSR page of the Berkeley Regional Services (BRS) website, and be sure to check out theASE-GSR Hiring Timeline-Onboard Dates-Spring 2020 document for important deadline dates you need to know for spring.
I also encourage you to keep open lines of communication with your HR Generalist when extenuating circumstances regarding ASE/GSR.
For Lecturer hiring issues including access to smartsheets, please continue to work with Sara Jarquin
We’re here to help support you.
Please let me know if you have any questions or need additional assistance.
Regards,
Ana Sanchez