Summer Newsletter

May 6, 2020
Ana Sanchez and the HR Team

May 6th, 2020

In an effort to keep you informed about all of the multiple projects and initiatives that occur over the summer, we are sending you this monthly newsletter to ensure you are kept abreast of upcoming deadlines, events and updates.

These newsletters will be archived here in case you need to reference them.

See attachments for additional summer salary resources.  See latest communication to RA/FAs

Summer Salary 

What I need to do:

summer salary HCM UCPath entries begin next week, Thursday, 4/2/>20>>>II >If summer salary HCM UCPath entries begin next week, Thursday, 4/2/20you did not attend smartsheet training on 3/6, please review the recording for the meeting here. We demo this year's new "cost estimate" calculator that's been built into the Excel request form starting at 32:30. The demo of the Smartsheet for the 2020 year starts at 46:30.

>UCPath positions for May were created in April. Funding is being linked this month for all May entries. We will begin entering June Summer Salary positions in June

summer salary HCM UCPath entries begin next week, Thursday, 4/2/20HHsummer salary HCM UCPath entries begin next week, Thursday, 4/2/>I>If you still need access to the smartsheet, fill out this form

>Summer salary deadlines Upcoming Deadlines. Next deadline for June effort on the smartsheet is due5/21/2020

SuMore summer salary resources in the BRS site  New Updates: More Summer Salary resources can be found here

Summer Sessions 

> eHire is now available and you can login to begin entering requests. This year there will be more fields for you to review the status of your requests.  If you do not have access, please send an access request.

> See the latest full communications from Summer Sessions

>Summer Sessions appointments will be entered template first (meaning templates will be submitted to UCPath once employee completes the DocuSign and then the employee will complete onboarding)

>Summer Sessions concurrent hires session A will be entered this week and early next week.

> >All summer sessions onboarding will be completed remotely.New hires that require onboarding should get a DocuSign in 24-48 hours.

>Summer Sessions Upcoming Deadlines

>Next deadline for session B hires to sign their offer letters is 5/12/20

Upcoming Meeting for SHARE 2020 ASE/GSR Hiring:

Recording from ASE/GSR meeting. Starts at 30:00 mins

Password:9w@S=w7=

Latest 4/14/20 communication

 Fall 2020 ASE/GSR ppt

ASE/GSR Hiring

>Upcoming GSAO meeting hosted by Graduate Division will be on 5/19

> All Readers & Tutors will transition to Exempt Bi-weekly Hourly employees in Caltime effective 5/31. 1AC (salary) pay group will no longer be used as of 5/31. See full campus communication here.

>5/30/20 will be the last day that an hourly Reader or Tutor will be able to create a new timesheet online for the Spring semester. As of 5/31, they will no longer have access to create a new timesheet.They can can still log in and view their past timesheets, but they cannot create a new timesheet for any previous period. They can still submit a  previously "saved" timesheet up to one month after their appointment expires, even if that means after 5/31 assuming the timesheet was created before then.

>New FLSA Determination Process by APO. Please pay close attention to the direction provided for GSRs in section II of the determination process, as these changes may impact your GSRs.

>New COVID-19 code added to Payroll Timekeeping Application for Readers & Tutors. See Reader & Tutor timesheets.

> SWB is now available without the requirement of a Fall appointment. If you do not respond about an employee's end date with a termination or reappointment, they will default to SWB with a 0% fte for the summer to allow departments to make decisions later into summer.

>Upcoming Deadlines are on our BRS website

>Important Position Management Update: 

You may notice a position update on some BX appointments (GSIs, readers, and tutors). This is because on April 28, UCPC did a programming change to default the ERC on all BX job codes to "Stud Academic Title,HEERA." This ERC is required in order for dues to be deducted and sent to the UAW. Our campus had several (125 active records and 56 inactive records) with other ERCs (mostly "Stud Academic Title, NoHEERA) that prevented dues from being deducted and transferred to the UAW. 

The Office of the President and the UAW reached a settlement in which the cost of the missing dues is being split between the UCPC and the campuses, so there's no action needed on your part (we're planning on using our UCPath budget to cover our campus portion of this settlement). 
Going forward the ERC will default, but it is important UCPath transactors understand the importance of this field with regard to providing union dues. If the ERC is changed from the default causing a loss of union dues, as costs may be assessed by our campus in the future. 

Student Assistant/Workstudy

>Remember that workstudy funding ends on the last day of the semester, 5/15/20 and students are eligible for workstudy on 7/1 provided that their 2020 financial aid is complete. See FAQ #10

> WSP communication regarding Paid Administrative Leave during COVID-19.

>WSP academic year end communication about May end dates

> Please read the year end memo CAREFULLY. Please do not have hourly work study employees record any hours on 5/16/20.

Lecturers

>Deadlines have been drafted in collaboration with our L&S Dean's Office. Coming soon!

> See the latest communication from Berkeley International Office (BIO) about visa processing delays.

>For the most updated BIO updates click hereFor the most updated BIO Updates, click hereFf

> Paid Admin Leave for Academic Supervisors

 Senate Faculty Hiring

>See our Senate Faculty Hiring Process

>Departments please provide Faculty Administrative Handbook to Faculty after downloading a copy and making edits to customize to your department.

>Departments please start informing you HR Partners of incoming Faculty so that the remote hiring process can be coordinated.

Check out our new COVID-19 Related Sites page for the most current information and UCB's COVID-19 News Page

the March 16 Executive Order from Janet Napolitano creating a "COVID-19 Admin Leave" benefit of up to 128 hours of paid leave;The Families First Coronavirus Response Act (FFCRA) signed into law on March 18th by President Trump and; on April 9 UC’s obligations under FFCRA of up to 80 hours of Emergency Paid Sick Leave (EPSL) and Expanded Family and Medical Leave (EFML).   

COVID-19

To see who is excluded from the hiring freeze, please see theCOVID-19 hiring freeze FAQ

Summary and FAQ for COVID-19 related leaves and job protections. Please read FAQ #4 to see requirements to qualify for pay continuation

To see the most up to date information on COVID, please see hr.berkeley.edu

Important new guidance on how to record time based on what we know today:

  • While CV19 Admin Leave with Pay is active in CalTime for employees to record time General Counsel (OGC) is still reviewing how to administer FFCRA (EPSL and EFML), and UCPath is not yet configured to support FFCRA leave types;

  • Consequently, UC Berkeley is recommending that non-exempt employees who potentially qualify and wish to use FFCRA leave, use CalTime’s “Administrative Leave with Pay” code(not the “CV19-Admin Leave with Pay” code)Leave taken should berecorded by the hour for nonexempt employees (in increments no smaller than ¼ hour) and by full day increments for exempt employees;

  • Leaves recorded in Caltime should not exceed the employees’ scheduled hours in the regular work day (generally 8 hours for full-time staff) or in the regular week (i.e. 40 hour work week)

  • Exempt employees who qualify for FFCRA should wait for further guidance before entering the leave into CalTime; we expect that additional guidance will be available before the deadline for monthly-paid employees;

  • Region HR Business Partners are available as needed to assist in assessing employee qualification of FFCRA;

  • To assist with reconciliation, it is recommended that Supervisors maintain their own records of FFCRA time usage for their employees, in addition to keeping record of the usage of UC Expanded Paid Administrative Leave (COVID-19 Paid Admin Leave)
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