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OnboardingFor Academic
Personnel, Staff and Student Employees
Onboarding IMPROVEMENTS➔Online Task Management
➔Centralized forms repository for consistent and up-to-date documents➔Ability to perform pre-boarding activities prior to day one
BENEFITS➔ Improved employee experience
➔ Improved employee productivity on first day of employment ➔ Transparent and traceable process reduces compliance risk
Trainer Introduction
Kathleen Cool Title: Principal TrainerDepartment: HR | UCPathYears @ UC: 7 months +Previous Experience: 10 years of experience in instructional design and training in higher education. Taught Information System Management at the undergraduate and graduate levels.
Trainer Introduction
Sherice UnderwoodTitle: HR Director and SME for UCPath ProjectDepartment: CNASYears @ UC: 13 +Previous Experience: Many years of experience in Human Resources, payroll, accounting and Academic Personnel
Participants Introduction
Name:
Title:
Department:
Years at UC:
Expectations for this training:
What has been your experience with onboarding at UCR?
RestroomsCell Phones Breaks
Housekeeping
Learning Objectives (1 of 2)
Identify the roles and tasks for the Onboarding process for Academic Personnel, Staff, and Student Employees
1
Describe the tasks that must be completed prior to the Onboarding process for Academic Personnel, Staff, and Student Employees
2
3
Learning Objectives (2 of 2)
Identify the required documentation departments need to include in their ServiceLink Onboarding requests
3
Submit Onboarding requests for Academic Personnel, Staff, and Student Employeesin ServiceLink
4
Discover
Centralized Information
Checklists
ServiceLink
DocuSign
What’s New?
Centralized Information
• Accessible online data and
documentation• Ability to track data
in UC-wide system
Accessible online data and documentation
Ability to track data and generate reports in UC-wide system
Checklists
• Accessible online data and
documentation• Ability to track data
in UC-wide system
Dynamic checklist for task assignment and tracking
Ensures processes are consistently followed and completed
Standardized and streamlined processes
ServiceLink
• Accessible online data and
documentation• Ability to track data
in UC-wide system
Online case management tool with ability to monitor requests in the system
Automated notifications and completed verifications
DocuSign
• Accessible online data and
documentation• Ability to track data
in UC-wide system
Digital transaction management platform
New hires can sign and return some Onboarding documents digitally
Essential RolesOnboarding FOM Process
1: HR Staff/AP Business Partner (Initiator) ServiceLink
2: Department Fulfiller(s) ServiceLink
4: Shared Services Center Fulfiller(s) UCPath
6: Org./Dept./SSC Inquirers ServiceLink
5: Shared Services Center AWE Approver UCPath
3: International Scholar Center (ISC) ServiceLink
7: APO/AP Business Partner Inquirers UCPath
The Initiator role initiates an Onboarding request using ServiceLink. This is a required role.
Can be assigned to:• HR Business Partner (HR)• HR Generalist (HR)• AP Business Partner (AP)
In some orgs, the AP Business Partner sends out new hire packet to Academic Appointee.
The process is flexible and the system accommodates for such variations.
The Initiator is the individual responsible for correctness of transaction.• Enters the transaction in
ServiceLink
HR Staff/AP Business Partner
(Initiator)
1: HR Staff/AP Business Partner (Initiator) ServiceLink
Essential RolesOnboarding FOM Process
2: Department Fulfiller(s) ServiceLink
4: Shared Services Center Fulfiller(s) UCPath
6: Dept. Head (Inquirer) ServiceLink
5: Shared Services Center AWE Approver UCPath
3: International Scholar Center (ISC) ServiceLink
7: APO/AP Business Partner Inquirers UCPath
The Department Fulfiller(s) is assigned tasks in ServiceLink as part of the Onboarding request.
This is a required role.
• Responsible for completing tasks assigned to the ServiceLink task queue
• Orders equipment, creates/reactivates NetID, etc.
• Department or Org. gets assigned tasks by a SSC Fulfiller
Department Fulfiller(s)
2: Department Fulfiller(s) ServiceLink
Essential RolesOnboarding FOM Process
1: HR Staff/AP Business Partner (Initiator) ServiceLink
4: Shared Services Center Fulfiller(s) UCPath
6: Org./Dept./SSC Inquirers ServiceLink
5: Shared Services Center AWE Approver UCPath
3: International Scholar Center (ISC) ServiceLink
7: APO/AP Business Partner Inquirers UCPath
If the employee being Onboardedis on a Visa, the HR Staff/AP Business Partner (Initiator) check off the box in ServiceLinkindicating that the employee is on a Visa.
The International Scholar Center (ISC) receives notification via email to review the ServiceLinktransaction for audit/inquiry purposes.
International Scholar Center (ISC)
Staff Member
3: International Scholar Center (ISC) ServiceLink
Essential RolesOnboarding FOM Process
1: HR Staff/AP Business Partner (Initiator) ServiceLink
4: Shared Services Center Fulfiller(s) UCPath
6: Org./Dept./SSC Inquirers ServiceLink
5: Shared Services Center AWE Approver UCPath
2: Department Fulfiller(s) ServiceLink
7: APO/AP Business Partner Inquirers UCPath
The Shared Services Center Fulfiller(s):• Receives Onboarding
transaction from Initiator through ServiceLink
• Initiates transactions in UCPath• Consults with Initiator as
necessary to complete transactions
• Is assigned tasks in ServiceLink task queue
Shared Services Center Fulfiller(s)
4: Shared Services Center Fulfiller (s) UCPath
Essential RolesOnboarding FOM Process
1: HR Staff /AP Business Partner (Initiator) ServiceLink
3: International Scholar Center (ISC) ServiceLink
6: Org./Dept./SSC Inquirers ServiceLink
5: Shared Services Center AWE Approver UCPath
2: Department Fulfiller(s) ServiceLink
7: APO/AP Business Partner Inquirers UCPath
Once the Shared Services Center Fulfiller(s) submit the Onboarding transaction, the transaction is forwarded to the designated AWE approver in the Shared Services Center through UCPath AWE.
The SSC AWE Approver cannot be the same person as the Shared Services Center Fulfiller(s).
The SSC AWE Approver serves as Quality Assurance by reviewing and approving the transaction.
Shared Services Center AWE
Approver
5: Shared Services Center AWE Approver UCPath
Essential RolesOnboarding FOM Process
1: HR Staff /AP Business Partner (Initiator) ServiceLink
3: International Scholar Center (ISC) ServiceLink
6: Org./Dept./SSC Inquirers ServiceLink
4: Shared Services Center Fulfiller(s) UCPath
2: Department Fulfiller(s) ServiceLink
7: APO/AP Business Partner Inquirers UCPath
The Inquirer role has the ability to monitor and view the status of the request and assigned tasks.
Individuals in Orgs., Departments and in Shared Services Centers can have an Inquiry role.
Will be identified by departments.
Org./Dept./SSC Inquirers
6: Org./Dept./SSC Inquirers ServiceLink
Essential RolesOnboarding FOM Process
1: HR Staff/AP Business Partner (Initiator) ServiceLink
3: International Scholar Center (ISC) ServiceLink
5: Shared Services Center AWE Approver UCPath
4: Shared Services Center Fulfiller(s) UCPath
2: Department Fulfiller(s) ServiceLink
7: APO/AP Business Partner Inquirers UCPath
The Inquirer role has the ability to monitor and view the request in UCPath after the transaction has been transacted in the system.
The Central APO Office has inquiry access to UCPath for auditing, oversight, and troubleshooting purposes.
APO staff/AP Business Partner
Inquirers
7: APO/AP Business Partner Inquirers UCPath
Essential RolesOnboarding FOM Process
1: AP Business Partner (Initiator) ServiceLink
3: International Scholar Center (ISC) ServiceLink
5: Shared Services Center AWE Approver UCPath
4: Shared Services Center Fulfiller(s) UCPath
2: Department Fulfiller(s) ServiceLink
6: Org./Dept./SSC Inquirers ServiceLink
Onboarding ProcessesThere are three Onboarding processes:
New Hire & Rehire
Transfer and Concurrent Jobs
Person of Interest
Onboarding Terminology
Post Verification : Provide NetID Information to Employee
Grant System Access
Update Enterprise Directory
Monitor Completion of Background Check
Issue Equipment and Assets
Onboarding ChecklistDepartment Fulfiller(s)
Note: Some tasks are optional or not applicable depending on the employee type and job. If the new hire is on a Visa, ServiceLink will send a notification to the International Scholar Office
Pre-Boarding Tasks: Schedule Onboarding Meeting (Academics)
Order Required Equipment
Create or Reactivate NetID
Confirm FAU is correct and submit update if needed
Pre-Boarding Tasks:
Submit UCPath Onboarding transaction
Receive UFIN301 Document (for transfers from other locations)
Schedule Onboarding Meeting (staff)
Send Documentation to New Hire
Onboarding Meeting Tasks:
Verifies Employee Documentation
Provide information on the following proposed services*:
• Background Check • Parking Permits• ID Photos• Schedule Orientations and Required Training • Provide information on other campus services
and resources
Onboarding ChecklistSSC Fulfiller
Note: If the new hire is on a Visa, they will receive an automated notification sent by Glacier to set up a profile once documents are verified *Flexible – some SSCs may choose to have Departments perform these tasks
Employee’s First DaySSC Fulfiller
Staff/Academic Appointee
completes the Oath on paper
Enter both dates into UCPath
Staff/Academic Appointee
completes the I-9 on paper
New Hire and Rehire
Transfer and Concurrent Jobs
Person of InterestDefinition: An individual who does not perform services for the University but for whom there is a business need to track the individual in UCPath.
for Onboarding
Career Employees
Student Workers
Limited Employees
Contract Employees
Per Diem
Partial Year Career
StaffVolunteers
Contingent Workers
Volunteers
for Onboarding
Students
Academic Faculty
Non-Senate Instructional
Professional Librarians
Postdoctoral Scholars
Academic Hires
New Hire End-to-End Process
Onboarding ProcessInitiating Request for a New Hire (Onboarding) in ServiceLink
HR Staff/AP Business Partner (Initiator)
• Initiator Name and Request Date fields populate automatically
Entering Personal and Job Data in ServiceLink
Enter Personal Data Enter Job Data Enter Position
Number
Required field are designated by a redasterisk and include:
• First Name• Last Name • Personal Email
Position approval should have already taken place and a position number should have already been created. Enter Position Number in the designated field
• Select Organization Relationship Type (Employee or Contingent Worker)
• If Employee is selected, specify Staff or *Academic in Employee Type field
• Enter Job Effective Date (first day the employee should be paid)
Enter Position Data and Onboarding Reason
Position Data
Onboarding Reason
Onboarding Tasks
Upon entering the Position Number, the following fields will populate with Position Data:• Job Code/Description• Org. Code/Description• Div. Code/Description• Dept. Code/Description
• Select Onboarding Reason (Onboarding Reason selection will depend on the hire type)
• If the employee is on a Visa, click the On a Visa checkbox
• If the employee is a remote hire, check the Remote Hire checkbox
Two Onboarding Tasks lists will be generated
• Accountability Structure• Shared Services
Addition tasks can be added by checking off the appropriate checkboxes
Enter Position Data and Onboarding Reason
• Select “Employee” from the Organization Relationship Type dropdown
• Select “Academic” from the Employee Type dropdown – upon selection, new required field will appear, including Compensation Information and Duration Information
• Enter Job Effective Date (first day the Academic Appointee should be paid)
Onboarding Reason Select Step Comp
Frequency
Academic Appointee
Step will differ based on job code• When step is selected, the
system will populate scale rate from salary table in comp field
Choose a pay frequency from the drop-down list
For e.g. UC 9/12 – AY for academic year appointees
Enter Compensation Information
Comp RateComp Rate (if job code does not have a step)
Recurring Additional Comp & JED
In the Compensation Section, the following pre-populate based on the step selected:
• Comp Rate Code• Comp Rate• Comp Frequency
If a job code does not have a step, add additional rows to enter compensation fields. Each compensation row has 3 fields:• Comp Rate Code • Comp Rate• Comp FrequencyNote – do NOT use first two rows, add info on the 3rd row.
Check boxes if Academic Appointee has:• Recurring Additional
Compensation (Enter Earnings Code, Pay Amount, Effective Date, Pay Period)
• JED for Summer Salary (enter Earnings Code, % of Distribution, Comp Rate)
Academic Appointee
Enter Duration Information
Academic Duration of Employment
Expected Job End Date
Post Docs Anniversary Date
Select appropriate Academic Duration of Employment from the dropdown menu:• Continuing (Unit 18) • Indefinite• Potential Security • Tenure Track (Ladder Rank)• Security (LSOE)• Tenured• End Date (Academic Term Appts)
If the Academic New Hire is in one of the following Appointee Classes or Academic Duration of Employment, an Expected Job End Date is required:• Academic – Post Docs• Academic – Recall• Academic – Academic Student• Potential Security • Tenure Track
If the Academic New Hire is in the Academic Post Doc EMPL Class, the Post Doc Anniversary Date class is required. It reflects their first year anniversary as a Post Doc (e.g., if hired 1/1/17, the anniversary date would be 1/1/18).
* The ‘End Job Automatically’ checkbox is initially unchecked for all Academic New Hires. If checked, the New Hire’s job will automatically end in the system once the End Date has been reached.
Academic Appointee
Onboarding Tasks
Enter Comments and Add Attachment
Enter Comments
Add Attachment
Enter any comments and/or additional information needed for the Shared Services Center fulfiller to complete the transaction in UCPath
• As part of the New Hire Transaction, a copy of the Offer Letter should be attached to the ServiceLink form
• This information will be used by Shared Services Center to enter compensation information for the new hire
Academic Considerations
Academic Distinctions1. Academic Year New Hire Starting late due to Visa reasons:
• These employees are still entitled to their full salary (not prorated) if starting late due to Visa reasons.
• Enter them into the new hire template and specifically designate their Comp Frequency as “C” for contract pay and list their full salary in the comp rate field
• Using the correct effective date is key – the effective date is the time the contract starts (this would be after the academic year started as they are a late hire – the system does not prorate based on that date.)
• Comp rate code should be designated as UCCNTR (should be able to use off scale comp rate codes here too).
• When using contract pay, cannot use JED• When submitting a new hire template for contract pay, fill out the contract pay form for UCPC to
know how to set up the contract details for the hire
Academic Distinctions2. Academic Year New Hire Starting late due to other reasons (mid-month or mid-quarter):
• When performing a hire for these employees, it is the location responsibility to prorate the annual compensation for the time they did not work (use the mid-year initial salary calculation for AY template).
• Enter them into the new hire template and specifically designate their Comp Frequency as “C” for contract pay and list their prorated salary in the comp rate field
• Comp rate code should be designated as UCCNTR (should be able to use off scale comp rate codes here too).
• When using contract pay, cannot use JED• When submitting a new hire template for contract pay, fill out the contract pay form for UCPC to
know how to set up the contract details for the hire
**Note – Locations will need to enter a future dated PayPath transaction to take a given employee off contract pay & send them back to full salary at the end of their contract period (for either scenario).
Apply
ServiceLink(New Hire – Academic
Personnel)
Scenario: New Hire (AP)
Description
New Hire (never worked at UC
and/or is not in UCPath) needs to
be Onboarded
Business Case
AY Faculty is hired
ServiceLink Demo – New Hire (AP) https://goo.gl/QtV4Qp
ServiceLink(Contingent Worker)
Scenario: Contingent Worker
Description
A Without Salary Visiting Scholar is
appointed
Business Case
A Visiting Scholar appointment is set-up
to give recognition and campus
privileges to the Scholar for 6 months
ServiceLink Demo – Contingent Worker https://goo.gl/CEPNfk
UCPath(Quick Overview)
Onboarding System Workflow
SSC Input to UCPath
SSC Fulfiller
• Reviews the information submitted through ServiceLink, the attached Offer Letter, and the Personal Data Form submitted by the employee through DocuSign
• Selects relevant Template Based Hire (TBH) template in UCPath
Personal Data Form Fields
• First, Middle, Last Names and Suffix
• Date of Birth
• Gender
• Social Security Number or ITS
• Address, City, State, Zip Code
• Personal Phone Number
• Personal Email Address
• Highest Education Level
Personal Data Form
Action Reason
• Hire - No prior UC Affiliation
• With Prior UC Affiliation
• Rehire - Break in Service
Action Reason
• Rehire from layoff - No Pref > = 120
• Rehire from layoff - Pref < 120
• Rehire from layoff - Pref > = 120
• Staff Recall < 120
• Staff Recall > = 120
• Rehired Retiree
• Reinstatement
UC Full Hire UC Rehire (cont.)
UC Rehire • Rehire < 120 days break
• Rehire > or = 120 days break
• Rehire from layoff - No Pref < 120
UCPath Template Based Hire
Personal, Job Data, & Earns Dist/Addl PayTabs
Enter information in Personal Data tab
STAFF: Enter Information in Job Data Tab
ACADEMICS: Enter Information in Job Data Tab
Enter Additional Compensation Information
Required fields on the Personal Data tab include:
• Name Fields (First, Last)• Address Fields• Gender• National ID (SSN)
Can include comments in the transaction to be used for approval workflow
• Choose correct Employee Class• Enter the probation end date and
set probation code to “Within Probation”
• Enter Trial Employment End Date
• Enter expected Job End Date• If the Employee is Partial Year
Career, select whether the employee works 9, 10, or 11 months out of the year
• Enter position # and fields auto-populate, such as Employee Class
• Enter Academic Duration of Appt., such as “Tenure Track”
• Enter Location Use End Date and Type when necessary
• Enter Step and the Job Compensation and Compensation Frequency auto-populates
• Enter expected Job End Date (click end job automatically to term appointment on that date)
• When position is assigned to a Job Code with steps, select the appropriate step
• If the Job Code is an open range, input the Compensation Rate Code and Compensation Rate
Other Job Data, & Additional Compensation
Enter other Job Data Information
Enter Additional Compensation and/or JED
Enter other Job Details (such as Academic Duration of Appointment, Post Docs Anniversary Date, and Expected Job End Date) as submitted on the ServiceLink form
To enter Job Earnings Distribution (JED), the user must select whether JED should be distributed by amount or by percentage• If “By Amount” is selected, the earnings code
distribution amounts must add up to the Appointee’s monthly or hourly compensation rate
• If “By Percent” is selected, the percentage association with each Earning Code must total 100%
• If additional compensation is required, corresponding information is entered
New Automated Processes
End Probation
In UCPath, once the employee’s end date is reached, an automatic program clears their
Probation End Date and sets their Probation Code to Probation
completed.
To modify an end probation date after hire,
a Job Date Change request will need to be
submitted.
Limited to Career
In UCPath, if an employee crosses the 1000 hour
threshold, the system will automatically convert the
employee to a career employee.
As a result, Departments must carefully monitor the Limited to Career
report to identify who are reaching 1000 hours and
Adjust their schedule, Terminate, or Open a
recruitment to bring them on full-time.
End Job Automatically
In UCPath, employees with an Expected Job
End Date where the ‘End Job Automatically’
checkbox is checked will be automatically terminated on their
Expected Job End Date.
To modify end job automatically, a Job Date Change request will need
to be submitted.
Attachments, Comments & Approval
Attach any required documents
Add ‘Initiator Comments’ (if required)
Submit UCPath transaction for AWE Approval
Review and approve transaction
A link is included at the bottom of the template allowing the user to upload documents after entering hire details
The ‘Initiator Comment’ field must be used to alert the UCPC to special handling requirements
Once the SSC Fulfiller completes the Hire Template, the transaction is submitted for approval
• If the transaction appears compliant and proper documentation has been provided, the SSC Approver approves the transaction
• If not compliant, it is denied. SSC Fulfiller should re-enter and submit
Definition: AWE is a UCPath functionality that automatically routes certain transactions for review and approval
Approval Workflow Overview:
Note: Transactions require at least one approver; initiators cannot approve their own transactions
UCPath Approval Workflow Engine (AWE)
UCPath AWE Roles
InitiatorEnters
transactions in UCPath and submits for
approval
ApproverReviews and
approves transactions. Adds ad hoc approvers and ad
hoc reviewers to AWE workflow when
necessary
AWE AdminMonitors
transaction routing and
resolves routing errors
Summary
Key PointsStreamlined Processes
Centralized Information
Checklists
eSignatures for Onboarding documents
New & Updated SystemsServiceLink Onboarding Forms
UCPath Template Based Hire
UCPath Approval Workflow Engine
DocuSign
Academic Key PointsDifferent types of Hires
Contingent Worker: an employee who is paid by a 3rd party, is not an employee of UCR and provides a service to the Campus, for e.g. Visiting Scholars
Person of Interest: Similar to an affiliate and is used for an Assoc. of Pres/Chancellor or Potential Hire - Academics
Concurrent Hire: Used if the employee has two jobs (Professor and Chair appointments), or if the employee has more than one title (Faculty member with IR, OR and CE FTE). The employee would need a position for each appointment and/or title.
Differences in processing Academic hires
No probation dates for Academics, but should use Academic Duration of appointment, such as Tenure Track when applicable
Local end date is used for reporting (such as 30, 60, 90 day report), but will not end the appointment or pay automatically (could check the “end job automatically box” to force ending the appointment, but remember the appointee would need to be rehired completely if we prematurely term them)
Pay frequencies could have downstream affects if the wrong frequency is used (e.g. would not be eligible for sabbatical if you choose a staff frequency – such as monthly – instead of an Academic frequency like UC 9/12 for AY appointee
Online Evaluation - https://goo.gl/Fc3VYA
Additional Courses
• UCR NF106 Multi-Location Appointments• UCPath WFAL205 Person of Interest• UCPath WFAL250 & 260 Smart HR Template
Transactions – Part I & II• Job Aids
Training Resources
http://fomucpath.ucr.edu/training/resources.html
Your Feedback Pleasehttps://tinyurl.com/ucrfomucpathfeedback
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