Template Transactions Part 2 - UCSB · 2020. 4. 7. · TAM: Talent Acquisition Manager for Non-Academic Staff (Non-Students) TAM, a module in UCPath, will be replacing OACIS as the

UCPath Workforce Administration

Critical Concepts & Resources

Human Resources, Administrative Services Division

Rev. 01/29/2020

Template Transactions Part 2

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UCPath

Position ControlIntroductions & LogisticsUCPath SystemOverviewNew PositionsUpdate Positions Course Review

Template TransactionsIntroductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehireTransfersTerminationRetirement

The PersonTransaction StatusCloning a TransactionCourse Review

PayPath TransactionsIntroductions & LogisticsOverviewPosition Data Changes

Job Data ChangesAdditional payCourse Review

Workforce Administration

Human Resources & Academic Personnel

Revised 01/29/2020

About this Course

Template Transactions 2

Good Morning!

• Introductions, Class Etiquette, Safety

• Critical Concept Training / Resources

• Questions & Parking Lot

• Learners have a variety of experience

o Academic and/or Staff focused

o Long-time employee

o New to campus

2

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3

Coming Soon!TAM: Talent Acquisition Manager

for Non-Academic Staff (Non-Students)

TAM, a module in UCPath, will be replacing

OACIS as the system of record for job

recruitments and applicant-tracking for

staff (non-students) on June 1, 2020.

As TAM is fully integrated with UCPath, it

replaces the Template-Based Hire process

with a new process called Prepare for Hire

which requires no AWE.

• Academic and student hires will

continue to use the Template-Based

Hire process.

• Through its delivered integration and

Prepare for Hire process, TAM streamlines data entry for a staff (non-

student) hire and interfaces the

request directly to UCPC.

TAM Hiring Managers will receive

training on the new Prepare for Hire

process on 4/29 and 4/30.

TAM is designed to process hiring

scenarios for non-academic staff

(non-students):

• New Hire – First record in

UCPath

• Rehire – Reactivating a

past UCPath job record

• On-Campus Transfer – New

position number on job

record

• Add Concurrent Hire –

Add a new job record to

active employee

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A New System, A New Process

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Today’s Course Agenda

4

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The UCPath System

Concurrent Hire

Rehire

Transfers

Terminations & Retirement

The Person

Course Review

The UCPath System

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UCPath Key Terms

6


Who’s Who

Communication

UCPath System

UCPC

The UCPath Center in Riverside fulfills the entire UC system’s UCPath needs

AP Position Administrator

Local team at UCSB, managing UCSB’s academic personnel needs

Central HR Position Administrator

Local HR/WFA team at UCSB, managing UCSB’s non-academic staff needs

UCPC Inquiry/Case

Request corrections to history, submit Job Data /Position Update forms (UC-wide)

Academic Personnel ([email protected])

On-campus help line for questions regarding AP workforce issues in UCPath

HR ServiceNow (Staff only)

On-campus customer-service system for staff-related workforce issues in UCPath

Component: • A specific functional work area within the UCPath system

Tab: • One of several pages in a component

Effective Date: • The date an action or status takes effect

Action Date: • The date an action is created, regardless of effective date

Approval: • Dept confirms details and approves action

Fulfillment: • UCPath action to complete requested transactions

mailto:[email protected]

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Types of UCPath Transactions

7

• Position Requests - Use the Position Request Control Form for:

❑ Requesting a new position

❑ Updating a vacant position

❑ Requesting / updating a multi-head count position

• Smart HR Templates are for employee onboarding and

offboarding: - Use Smart HR Templates for:

❑ Hiring

❑ Rehiring

❑ Intra-Business Unit Transfers (within campus)

❑ Inter-Business Unit Transfers (between campuses)

❑ Termination

❑ Retirement

• PayPath is for employee maintenance – Use PayPath for:

❑ Position Updates (filled positions only)

❑ Job Data Updates

❑ Additional Pay (Stipends, etc.)

Workforce Administration from a central HR perspective

Working with UCPath


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HR Units + UCPath System

WFA

EmpComp

HR Units +

the UCPath System Manage

• Compensation

• Position Administration

• Recruitment

• Problem Solving

• Functional User Training

STAFF ONLY

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Use UCPath Dashboard to Access Components

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Smart HR Template TransactionsNavigation

PeopleSoft > Workforce

Administration > Smart HR Template >

Smart HR Transaction

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Smart HR Template TransactionsPage

PeopleSoft > Workforce Administration > Smart

HR Template > Smart HR Transaction

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Why Different Hiring Templates?

• The hiring template gathers all the

information UCPath Center (UCPC)

needs to assign an employee ID and

place an incumbent into a Job…all in

one place.

• Hiring Templates require different

information depending on if they are for

a rehire, concurrent hire, staff, or academic, etc. Choose the correct

template.

FYI: Some fields on the Hiring Template

auto-populate based on the Position Number

Template Transactions Overview

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UCPath


Template TransactionsIntroductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehire

TransfersTerminationRetirementThe PersonTransaction StatusCloning a TransactionCourse Review

PayPath Transactions

Introductions & LogisticsUCPath SystemPosition Overview Data ChangesJob Data ChangesAdditional payCourse Review



OVERVIEW

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UCPath Workflow Process

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Position Control(WFA)

Funding Entry(BFS)

Template Transactions

(WFA)

PayPath(WFA)

Additional Pay(BFS)

Budget Distribution

(Budget)

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OVERVIEW

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Transactions Processed Using Templates

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UCPath








OVERVIEW

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Smart HR Template Transactions

17

Template transactions are initiated

through the UCPath component

“Smart HR Transactions”

Templates provide the fields necessary to

complete the transaction all in one place

Navigation: PeopleSoft Menu >

Workforce Administration > Smart HR

Template > Smart HR Transactions

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OVERVIEW

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Available Records & Templates

18

1. Access to templates is determined by the Initiator’s security level.

2. Access to specific records is determined by:

A. Template selected

B. Employee ID and Record Number entered

Access UC System wide Records

• Full Hire

• Concurrent Hire

• Add Contingent

Worker w/Position

• Add Contingent

Worker w/out Position

Access UCSB Campus Records

• Rehire

• Intra-location Transfer

• Renew Contingent

Worker

Access Department

Records

• Voluntary

Termination

• Involuntary

Termination

• Retirement

• Personal Data

All InitiatorsAll UCSB

Initiators

Dept-Specific

Initiators

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OVERVIEW

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Approval Workflow Engine (AWE)

19

AWE is the UCPath

functionality that routes transactions

for review and

approval.

The AWE Process varies based on if the template is

submitted for a Staff or Academic employee

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OVERVIEW

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Departments Initiate & ApproveStaff, Student & ASE

Template Transactions

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Fulfilled by

UCPC

AWE

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OVERVIEW

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Two-step Approval for Non-student Academic Template

Transactions

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Fulfilled by

UCPC

AWE

Human Resources & Academic PersonnelRevised 01/29/2020

Help and Resources Contact Information

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OVERVIEW

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https://www.ucpath.ucsb.edu/functional-

user-support/functional-user-resources

UCSB UCPath Page: Job Aids

https://www.ucpath.ucsb.edu/functional-user-support/functional-user-resources

Preparing for the Hire

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Start Here

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STAFF Walk the (UC)PathStaff Transactions

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Start Here

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ACADEMIC Walk the (UC)PathAcademic Transactions

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Using Person Org SummaryStaff & Academic Transactions

Always review Person Org

Summary to confirm an

employee’s current relationship to the UC and therefore the

CORRECT HIRING TEMPLATE.

Review:

❑ HR status

❑ Payroll status

❑ Primary job assignment

❑ Other current job assignment details

Navigation: PeopleSoft Menu >

Workforce Administration > Personal

Information > Person Organizational

Summary

* Quick TipKeep an

eye out for

duplicate

names

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Why Person Org Summary?

28

1. Person Org Summary allows you to view job

assignment information for all employee records

across all UC campuses.

2. Person Org Summary displays current employee

information for all organizational relationships.

✓ Employee✓ Contingent Worker (CWR)

✓ Person of Interest (POI)

Historical or future-dated employment details are available in other components … more on that later!

CWRs do not have an

employer /employee

relationship with the University

and are paid by a 3rd party.

Staff Example: Apple One

temp.

NOTE:

An employee may have more than one organizational relationship.

✓ Example: An employee at UCSB who is also a CWR at UCLA.

✓ Example: A staff student employee who is also a TA

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Person Org Summary NavigationNavigation: PeopleSoft Menu > Workforce

Administration > Personal Information > Person

Organizational Summary

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Person Org Summary PageNavigation: PeopleSoft Menu > Workforce

Administration > Personal Information > Person

Organizational Summary

Search

Criteria

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Find Relevant Data on Person Org Summary

31

If there is more than

one row of data, click

the View All link to see all current information.

Concurrent Hire Template

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Situations Using Concurrent Hire Template

33

Adding an additional job

(staff-staff)

Adding an additional job

(academic-academic)

Inter-location Transfer

(between campuses)

Intra-location Transfer

(between depts)

** Academics only **

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Template Transactions Staff Process

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COMMUNICATE with other department re: Effective Date, FLSA, Pay Group

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Template Transactions Academic Process

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COMMUNICATE with other department

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Concurrent Hire Overview

36

Concurrent Hire: A staff or academic employee

adds an additional job, which is concurrent to

his or her existing job with UC.

Available

Templates A separate

concurrent hire

template is

available for

academic and for

staff.

Concurrent hire

templates are also

used for

interlocation

transfers (between

campuses).

Interlocation transfers are

discussed later in this presentation.

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Populate Select Template, enter the Effective Date, and click the Create Transaction button. (Effective date drives the entire system)

Initiate a Smart HR Transaction

Navigation: PeopleSoft Menu > Workforce Administration > Smart HR Template > Smart HR Transactions

If effective date is incorrect:

A) Cancel your transaction and Start again … or …

B) Submit a Job Data update form to UCPC.

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Concurrent Hire Transaction Details

38

Enter the details for the concurrent hire, beginning with the Employee ID, Effective Date, and Reason Code. Important

• Ensure that you select

the correct Job

Effective Date and

Reason Code.

• These fields are

important entry points

for the employee’s

record and have many

downstream effects.

Enter the employee’s current Employee ID

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STAFF-ONLY Reason Codes

39

STAFF Full Hire

Reason Codes

STAFF Concurrent Hire

Reason Codes

Dual Employment:

Combined FTE

greater than 100%

Non-Dual Employment:

Combined FTE

less than 100%

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ACADEMIC-ONLY Reason Codes

40

ACADEMIC Full Hire

Reason Codes

ACADEMIC Concurrent Hire

Reason Codes

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Entering Transaction Information

41

Some existing employee info is automatically displayed.

Enter the remaining details on the template tabs.

You must navigate through all the tabs before the Save and Submit button is available.

When complete, click the Save and Submit button to submit the template for review and approval.

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Crossing the aisle…

42

When processing a

concurrent hire that “crosses the aisle” between STAFF and ACADEMIC, the template varies depending on if the employee has an existing record in the

opposite UCPath table.STAFF

ACADEMIC

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Who has answers?Staff transactions

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44

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45Rev. 7/24/2019



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The Concurrent Hire

46Rev. 7/24/2019

1. In which component can I see an employee’s

current relationship with UC?

2. Which template do I use to hire an employee

who already works on campus?

3. Don’t I need to communicate with someone

else….? Who was that? HINT: YES, the other department!

I think my new employee might already have a job on campus… hmmm?

Go to the Job Aid

PERSON ORG SUMMRAY

CONCURRENT HIRE

Rehire Template

47


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Rehire Template Transaction

48

Use the UC Rehire template to rehire a previous UCSB

employee, only when there is an existing UCSB

UCPath employee record.

Remember:Always start with Person Org

Summary to confirm an employee’s

current relationship to the UC and

therefore the CORRECT HIRING

TEMPLATE. Review:

❑ HR status

❑ Payroll status

❑ Primary job assignment

❑ Other current job assignment details

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Start Here

STAFF Walk the (UC)PathStaff Transactions

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Start Here

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AVAILABLE TEMPLATES NOTE:

Use the Full Hire Template to process a

rehire if the employee

has…

❑ Their only

termination record

at a different UC

❑ A UCPath ID, but

never worked in

UCPath or

❑ Worked at UCSB,

but does not have

a UCPath ID

Rehire Templates

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Smart HR Transactions Navigation

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Entering Transaction Details

53

Enter the details for the rehire, beginning with the Employee ID, Job Effective Dateand the Reason Code.

Important

• Ensure that you select the correct Job Effective Date, Action and Reason Code.

• These fields are important entry points for the employee’s record and have many downstream effects.

Click the Employee ID

search button to locate

the employee. If the

rehired employee does

not exist in UCPath, they

must be processed as a

full hire.

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STAFF-ONLYReason Codes

54

STAFF Full Hire

Reason Codes (for Rehire)STAFF Rehire

Reason Codes

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ACADEMIC-ONLY Reason Codes

55Rev. 7/2/2019

ACADEMIC Full Hire

Reason Codes

ACADEMIC Rehire

Reason Codes

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56

Some of the employee’s existing personal information is automatically populated.

Enter remaining details for the rehire on the templatetabs.



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Who has answers?Staff transactions

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The Re-Hire Process

60

1. How can I find out if my new employee already has an Employee ID?

2. They DO have an EMPL ID, and they are inactive (as expected), which template should I use?

3. Uh Oh! My staff employee auto-

terminated. Which template should I use

to Rehire?

Go to the Job Aid

PERSON ORG SUMMARY

REHIRE TEMPLATE

REHIRE/REINSTATEMENT TEMPLATE

Intra- & Inter-Campus Transfer Templates

61


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Types of Transfers

62

1. Intra-Campus Transfer - same departmentAn employee transfers from one position to another at UCSB, within the same department.

3. Inter-Campus Transfer – different CAMPUS

An employee transfers from one position to another at a different CAMPUS.

2. Intra-Campus Transfer - different departmentAn employee transfers from one position to another at UCSB, between different departments.

Regardless of Staff or Academic, there are 3 types of transfers:

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Start Here

STAFF Walk the (UC)PathSTAFF Transactions

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Start Here

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65

Intra-campus transfers

within the same

department or to a

different department on

campus, use the Intra-

Business Unit Transfer

Template

A separate transfer

template is available for academic and staff.

STAFF Intra-Campus Transfers

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Navigation: PeopleSoft Menu > Workforce Administration >Smart HR Template > Smart HR Transactions


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Important

• Ensure you select the correct Job Effective Date and Reason Code.


Select the correct

Employment Record

Number for the job to

transfer.

Reason Codes


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68

Enter the details for the staff intralocation transfer on the Job Data and Job Earnings Dist tabs, as needed.


DONE


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69

Academics and Staff process intra-campus

transfers differently.

ACADEMIC ONLY: Process a Concurrent

Hire/Termination template

ACADEMIC Intra-Campus Transfer

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COMMUNICATE with other department/campus regarding effective date.

ACADEMIC Transfers Intra-Campus

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Concurrent Hire:

Step1: to transfer an

academic employee from

an academic job in one

department to another

department at UCSB.

Available

Templates


Concurrent Hire

Reason Codes

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Some of the employee’s existing personal information is automatically displayed.

Enter the remaining details for the concurrent hire on the template tabs.




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Termination TemplateStep 2: Initiate a voluntary termination template as the second part of an Academic Intra-Campus Transfer.



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If the Job Termination Effective Date is a Monday, the Last Date Worked defaults to the previous workday (Friday).

The Last Date Worked field can be changed, if needed; however, the Last Date Worked must be prior to the Job Termination Effective Date.(Not the same date)

Update the Last Date

Worked if needed

and enter a

Comment.

The Last Date Worked automatically populates with a

date that is one business day prior to the Job

Termination Effective Date.

When complete, click the Save and Submit button.


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Inter-Campus Transfer

STAFF or ACADEMIC

When an employee transfers from one campus to

another without a break in service, initiate the

Inter-Campus Transfer process..

The inter-campus transfer process is the same

for both staff and academic personnel

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78

• A concurrent hire

template is initiated by

the New Campus to

which the employee is

transferring,

• A voluntary termination

template is initiated by

the Former Campus

from which the

employee is

transferring.

• There should be no

break in service.

The Job Termination Effective Date should be the same as

the Job Effective Date for the concurrent hire.

This process must be coordinated

between the two campuses.

Inter-Campus Transfer

STAFF or ACADEMIC

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Who has answers?Staff Transactions

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80

Contact Information / Help & Resources

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Transfer Pop Quiz!

82

1. I am hiring a lab assistant away from Chemistry and in to

Physics… Which templates could I use?

I need to transfer an employee between departments on the UCSB campus …

Go to the Job Aid

2. I don’t have to pick up the phone …do I ?

Yes you do! … Who are YOU gonna call?

(It’s not ghost busters!)

3. Our department analyst was just promoted to be our

department business officer…. Which template do I use?

STAFF: INTRA-CAMPUS TRANSFER TEMPLATE OR

ACADEMIC: CONCURRENT HIRE + TERMINATION TEMPLATE

IT’S THE OTHER DEPARTMENT

INTRA-CAMPUS TRANSFER

Termination Template

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Termination Template Overview

84

Initiate a voluntarytermination template when:

An employee resigns their UC employment.

As one part of an Inter-Campus or Inter-Department transfer.

Initiate an involuntary termination template when:

It is necessary to terminate an employee, lay off an employee or you learn of the death of an employee.

Available

Templates

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Using the Termination Template

85

• Initiators submit templates only for employees within departments for which they have security access. If needed, you must coordinate with other departments for

terminating other UC jobs.

• If the termination reason is Death, only one termination template is initiated (Involuntary Termination);

UCPC WFA Production terminates all other jobs for the employee.

Available

Templates

The termination template is used for both academic

and staff terminations.

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Termination Key System Steps

86

** Initiate

Final Pay if

Needed

(BFS)

COMMUNICATE with other department regarding effective date.

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Entering Transaction Details

88

Select the correct

Employment Record

Number

Important

• Ensure you select the correct Job Effective Dateand Reason Code.


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89

If the Job Termination Effective Date is a Monday, the Last Date Worked defaults to the previous workday (Friday).

The Last Date Worked field can be changed, if needed; however, the Last Date Worked must be prior to the Job Termination Effective Date.

Update the Last Date

Worked if needed

and enter a

Comment.

“Last Date Worked”

automatically populates with a date

that is one business day prior to

“Job Termination Effective Date.”

When complete, click the Save and Submit button.

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Termination Final Pay

90

Final pay is required when all jobs are terminated or retired.

While the termination and retirement templates provide a link for initiating final pay after entering the template, UCSB does not use this component.

Request final pay through BFS ServiceNow portal: https://ucsb.service-now.com/payroll

For additional information on final pay, refer to the Payroll course: PHCMPAYL200: Additional Compensation and Pay Adjustments Requests.

https://ucsb.service-now.com/payroll

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The Termination Process

91

1. Is a termination processed in PayPath?

2. Which component do I use to process a

Termination?

3. Do I manually enter the last day worked or is it

auto-populated based on the termination date?

4. Is a Termination Template used as part of an

inter-campus transfer?

NO

SMART HR TRANSACTIONS

NO, IT AUTO-POPULATES

YES

Retirement Template

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Retirement Overview

93

One retirement template is used for

both academic

and staff

employees.

When UCPC WFA

Production

receives a

retirement

transaction, they

retire the employee

from all UC jobs.

Available

Templates

Initiate a retirement template when an employee

decides to retire.

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Retirement Key System Steps

94

** Initiate

Final Pay if

Needed

(BFS)

COMMUNICATE with other department regarding effective date.

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Entering Retirement TransactionDetails

96

When an employee retires from UC, only one retirement template needs to be initiated; UCPC WFA Production will retire all other jobs for the employee, as needed.

There is only

one Reason

Code for the

retirement

template.

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Update the

Last Date

Worked if

needed and

enter a

Comment.


97

If the Job Retirement

Effective Date is a

Monday, the Last

Date Worked defaults to the previous

workday (Friday).

The Last Date Worked

field can be changed

if needed; however,

the Last Date Worked

must be prior to the

Job Retirement

Effective Date.

When complete, click the Save and Submit button.NOTE: End of FY retirements have specific requirements

for termination date, last day work, and effective date.

“Last Date Worked”

automatically populates with a date

that is one business day prior to

“Job Retirement Effective Date.”

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Retirement Final Pay

98

• Request final pay via BFS ServiceNow https://ucsb.service-now.com/payroll.

• For additional information on final pay, refer to the Payroll course: Additional Compensation and Pay Adjustments Requests.

Final pay is required when an employee retires.



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The Retirement Process

99

1. How many Retirement Templates are there to

choose from, whether staff or academic?

2. How many Reason Codes are there to choose

from on a Retirement Template?

3. My retiring employee has 2 jobs, how many

Retirement templates do I need to submit?

ONE

ONE

ONE

Person Data Template

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Personal Data Changes Overview

101

1. UCPath Portal

o In most cases, employees enter their own personal data changes using the UCPath portal. Updates that can be made from the Portal include:

• name, • personal email, • emergency contacts, • home and mailing address, • employee disclosures, • phone number, • ethnic groups, • military status and • disability status.

2. UCPath Template Transaction

o Use this method to update the personal data mentioned above, but must be used to update:

• Date of birth or Social Security Number.

• Require Social Security Number Verification (SSNVS) before processing into UCPath.

Three methods to update personal data in UCPath.

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Personal Data Changes Overview

102

3. Case Management

o Use this method for transactions that require document verification.

o UCPC WFA Production performs the verification.

o Department initiates a case and WFA Production enters the update directly in UCPath.

For example, for a name change, the employee must submit a copy of a government issued ID, which indicates gender, to substantiate the request.

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Personal Data Template Transaction

103

Initiate the UC

Personal Data template for staff or

academic

employees.

If the employee has

jobs on multiple

campuses, the

employee’s primary-

job updates the

personal data.

Available

Templates

Initiate the UC Personal Data template to update an

employee’s personal information.

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Personal Data Key System Steps

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UCPath








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Person Profile Overview

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• The Person Profile component contains several tabs that store a variety of information about an employee.

• Template Initiators can view and update information in the Person Profile component for employees for which they have security access.

• Honors and Awards

• License and Certificates

• Degrees

• UC Specialty Codes

• UC Prior Service Code

• UC Separation

Destination Code

• Oath Signature Date

• Patent Amendment Date

• Patent Acknowledgment• UC Student Status

• Credit Card

Person Profile Information Examples

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Person Profile Navigation

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Navigation: PeopleSoft Menu > Workforce Development > Profile Management > Profiles > Person Profiles

The Oath Signature Date, Patent

Amendment Date and Patent

Acknowledgment fields are completed on

the hire/rehire templates and

automatically transfer to the Oath/Patent

Signature Date tab after the template is

processed.

Course Review

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Template Transactions Part 2


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Course Review

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The UCPath System

Working with UCPath

Concurrent Hire

Rehire

Transfers

Terminations & Retirement

The Person

Course Review

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Putting It All Together

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Action Reason Codes: Refer to the Template Transactions –

Action Reason Codes and Descriptions job aid for a list of all

the templates, associated Reason Codes and a description.

Intra-location transfers: These are initiated when an employee

transfers within the same department (changing jobs) or from

one department to another on the same campus.

Inter-location transfers: These are initiated when an employee

transfers from one campus to another without a break in

service.

Academic Transfers: ALL ACADEMIC employee transfers inter-

or intra-, require coordination to submit two separate

templates with coordinated effective dates and comments

on each template:

• Concurrent Hire

• Voluntary Termination

Final Pay: Initiate the final pay process for termination and retirement template transactions if an employee is separated from the University (and all other jobs are terminated or retired).

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Who has answers? Staff Transactions

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111

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UCSB UCPath Page: Job Aidshttps://www.ucpath.ucsb.edu/functional-



UCPath








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Parking Lot

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• Review parking lot

o Have all questions been answered during our class?

o Are there any new questions to add to the list?




Academic Personnel Contacts• [email protected]

• Tamara Berton

• Monique Chaidez

Staff Contacts• UCSB.service-now.com/hr• Amy Arnold

• Sarah Soto

• Edna Arrellano / Karen Reynolds-Moreno

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Documents

Template Transactions Part 2 - UCSB · 2020. 4. 7. · TAM: Talent Acquisition Manager for Non-Academic Staff (Non-Students) TAM, a module in UCPath, will be replacing OACIS as the