Weekly Update on UC Path before go live

February 4, 2019

Attention Department and Unit Leadership:

In an effort to keep you updated on UC Path, please read the SHARE weekly UC Path newsletter below.

UC PATH

SHARE REGION

Time to Go Live: 25 days

Date: 2/4/19

Updates on UC Path before go live:
  • In person classroom training will not include hands on system training.

  • Sign up to your classes for UC Path. We are requesting more classes be added. Access your required training by going to the Dept/RA/FA tab.

  • The cut over date for MO employees will be 3/2 and after; the cutover dates for BW employees will be 3/11 and after. HCM is currently programed to not accept any transactions 3/1 and after.

  • HR will process staged transactions and necessary data changes after go live.

  • New Hires that will have to set up Direct Deposit by the dates below or they will have to wait until we go live. Existing employees will not be able to make Direct Deposit changes until we go live based on the dates below:

    • In order to have Direct Deposit in place for the first paycheck out of UCPath, here are the Direct Deposit deadlines shared with us:

- For Monthly Employees: by January 31, 2019

- For Bi-Weekly Employees: by February 12, 2019

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.

How to best prepare yourself:
  • 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 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)”

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

We are currently testing each of these specific titles to see what they will convert to in our UC Path system and we are looking into what options we have to manually convert them back. Depending on the options available to us, timesheets will likely still be required. More to come.

  • 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?

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

  • 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. Campus will communicate a cut over calendar that will include these dates. Expect these system outages when other campuses roll into UC Path.

  • 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.

Resources: Questions?

E-mail me at akasanchez@berkeley.edu

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