Offboarding

Trainer Introduction Dora (not the explorer) Rubio Title: Financial Process Trainer Department: HR | UCPath Years @ UC: -1 Previous Experience: Director of Global Compliance Training for a global money transfer company, with 10 years of training experience. · Kathleen · SME

Discover Vice Chancellor Coley

Learning Objectives (1 of 2) Identify the new roles and tasks for the Offboarding FOM process. 1 Demonstrate the ability to initiate Offboarding requests in ServiceLink. 2 3

Learning Objectives (2 of 2) Demonstrate the knowledge of the 4 transactions associated with Offboarding. 3 Demonstrate knowledge of the Offboarding Final Pay business process. 4

Offboarding Introduction Offboarding is the last business process in the employee life cycle that will be improved with the deployment of UC Riverside’s Future Operating Model and the UCPath system. The process begins when the decision to end the current employment relationship, by either the employee or University, has been made. It can also involve terminating an employee from only one job, if they hold multiple positions. Transition: Let’s discuss the Offboarding current state opportunities and future state improvements coming with the deployment of FOM and the UCPath system.

Current State vs Future State Opportunities for improvements: Improve process to initiate, track and confirm completion of Offboarding tasks. Identify and recover assets before the employee’s last day. Implement campus-wide tracking for Do Not Hire and Preferential Rehire. The improvements will include: Online task management. Coordinated transactional support with consultation from central offices. Job end date reports for initiating the Offboarding process. UC-system wide Do Not Hire and Preferential Rehire information.

So What’s New? New ServiceLink Centralized Information Checklist Tasks Final Pay Exit Surveys Inter-Campus Transfers ServiceLink: all depts will utilize ServiceLink for offboarding employees, either from the university to from their depts in case of intralocation transfers. Centralized information: will include systemwide Do Not Hire & Preferential Rehire lists Checklists: will be coordinated by Partners, with transactional support by Shared Services and with consultation & support from Central Offices  Exit Surveys: For voluntary staff, exit interview will be done online via an exit survey. This will enable UCR to track data and understand why people depart voluntarily Inter-campus transfers: will be more efficient by improving the transition of accruals, benefits, and service credit  Final Pay – next slide Transition:

What’s New- Final Paycheck Off-Cycle On-Cycle UCPC Involuntary Terminations Voluntary Represented Employees SSC will request off-cycle paychecks Non-Represented Employees Voluntary Terminated Employees will receive their final paychecks on their usual payday. UCPC will process off-cycle paychecks Same day paychecks will not be available. UCR will no longer produce paychecks. Final Pay Checks: UCR will no longer produce paychecks, Final pay for Involuntary terminations and Represented employees will Always be paid off-cycle. Final pay for Non-Represented Voluntarily terminated employees will be paid on-cycle. Shared Services Center will request off-cycle final paychecks. UCPC will process Off-cycle paychecks on a Tuesday/Thursday schedule (subject to change). Same day paychecks will not be available **During HyperCare: They will be able to generate same day paychecks.***

What’s New- Final Pay- TARS Once the Employee’s final timesheet has been submitted and completed in TARS the SSC begins the final pay process by: Pulling the employees final timesheet from TARS Beginning an E-078 Final Pay Transaction and entering the employee’s time worked and/or leave taken for the entire final pay period. Accruals, vacation and comp time must be paid out by checking the “Payout Accruals” tab on the “Leave” tab of the Final Pay Form. Clicking the “Submit Final Pay” transaction in UCPATH Add a mandatory task to be completed by the department fulfiller – ‘Employee’s final timesheet has been submitted and approved by the supervisor.’ Task should have two ways to resolve: Completing the above task should trigger two tasks for the SSC Fulfiller: ‘Identify the employee’s final timesheet in TARS and mark it as ‘Do not submit to UCPath’ ‘Submit Final Pay Transaction in UCPath’ This task should be due on the effective date of the employee’s termination. The employee should submit their final time in TARs on or before their final workday, unless they cannot because they are terminated without notice or have another unusual circumstance Applies to all employees who submit time or leave takes The employee’s supervisor must approve the employee’s timesheet as soon as feasible after the employee finalizes it. The dept fullfiller must communicate with the supervisor to ensure that the employee’s time has been finalized and approved. Once confirmed, the department fulfiller should mark the ‘Employee’s final timesheet has been submitted and approved by the supervisor’ task complete in ServiceLink Once this task marked complete, the SSC begins the final pay process by: Pulling the employee’s final timesheet from TARS and ensuring it is not sent through I-181 Or Using a provided print-out of a Kronos or JanTek timesheet Or Using a paper timesheet form submitted by the Initiator Beginning an E-078 Final Pay Transaction and entering the employee’s time worked and/or Leave Taken for the entire final pay period, by replicating the employee’s Timesheet. Note that hours worked must be entered on the ‘Earnings’ tab, and leave takes must be entered on the ‘Leave’ tab. If the employee has accruals (vacation, Comp Time, etc.) that must be paid out, checking the ‘Payout Accruals’ tab on the ‘Leave’ tab of the Final Pay form. If the Initiator indicated that the employee is owed additional compensation along with their final pay (e.g., layoff, separation agreement, etc.), add this payment on the ‘Earnings’ tab. Submitting the Final Pay Transaction Marking the ‘Submit Final Pay’ Transaction task complete in ServiceLink Note: If employee is owed additional compensation along with their final pay you would add this payment on the “Earnings” tab

Offboarding FOM Process Essential Roles & Responsibilities 1: HR/AP (Initiator)  ServiceLink 2: Department Fulfiller(s)  ServiceLink 3: Shared Services Center Fulfiller(s)  UCPath 4: Shared Services Center AWE Approver  UCPath Voiceover Script: Now that we have reviewed what’s new with offboarding, let’s walk you through the optimized offboarding process and the roles that will be associated with each step of the process. Let’s begin with the Roles: There are 4 roles associated with the Offboarding process: Initiator, Dept. Fulfiller, SSC Fulfiller, SSC AWE Approver. Let’s look at what each role does.

Offboarding FOM Process HR/AP Staff (Initiator) Offboarding FOM Process Essential Roles First is the Initiator role, who initiates an Offboarding request using ServiceLink with final pay additional compensation if applicable. This is a required role. Can be assigned to one or several employees in the department org. Assigned to: HR/AP Business Partner HR/AP Generalist The Initiator is the individual responsible for collecting Offboarding information from the department/employee. 1: HR/AP Staff (Initiator)  ServiceLink 2: Department Fulfillers(s)  ServiceLink 3: Shared Services Center Fulfiller(s)  UCPath 4: Shared Services Center AWE Approver  UCPath

Offboarding FOM Process Department Fulfiller(s) Essential Roles Department Fulfiller is the second role in the process. Completes tasks assigned to the task queue. Confirms submission of final timesheet with supervisor. Departments can have more than one Department Fulfiller. 1: HR/AP Staff (Initiator)  ServiceLink 2: Department Fulfiller(s) 3: Shared Services Center Fulfiller(s)  UCPath 4: Shared Services Center AWE Approver  UCPath

Offboarding FOM Process SSC Fulfiller(s) Essential Roles The third role is the SSC Fulfiller, who submits the termination transaction in UCPath. Completes tasks assigned to the SSC task queue. This is a required role. Fulfillers: Shared Services Communicates with department if there are any issues with the request and marks requests complete within ServiceLink. 1: HR/AP Staff (Initiator)  ServiceLink 2: Department Fulfillers(s)  ServiceLink 3: Shared Services Center Fulfiller(s)  UCPath 4: Shared Services Center AWE Approver UCPath

Offboarding FOM Process SSC AWE Approver Essential Roles 1: HR/AP Staff (Initiator)  ServiceLink 2: Department Fulfiller(s)  ServiceLink Provides a final review in UCPath for quality assurance after SSC Fulfiller submits transaction. This is a required role. Approvers: Shared Services 3: Shared Services Center Fulfiller(s)  UCPath 4: Shared Services Center Approver  UCPath Voiceover Script: The fourth role is the SSC AWE Approver who provides a final review in UCPath for quality assurance after SSC Fulfiller submits transaction. This is a required role. Approvers reside in Shared Services

Offboarding FOM Process Essential Roles Roles 1,2, transact in ServiceLink. Roles 3-4 transact in UCPath. All these roles have the ability to view the status of the request and assigned tasks. Roles can be performed by 1 or more employees. Will be identified and assigned by Departments/SSC as applicable based on the system. 1: HR/AP (Initiator)  ServiceLink 2: Department Fulfiller(s)  ServiceLink 3: Shared Services Center Fulfiller(s)  UCPath 4: Shared Services Center AWE Approver  UCPath Voiceover Script: Pleas notes: Roles 1,2, transact in ServiceLink. Roles 3-4 transact in UCPath. Roles can be performed by 1 or more employees. Will be identified and assigned by Departments/SSC as applicable based on the system.

Offboarding Tasks and Responsibilities HR/AP Staff (Initiator) Tasks Initiates Offboarding request in ServiceLink. Indicates if additional compensation is owed to the employee on their final paycheck. Initiate Onboarding request if Academic staff is transitioning to a courtesy title. Department Fulfiller(s) Department SAA removes system access. Coordinates return of UCR assets. Sets up exit interview or exit interview survey link. Ensures employee’s final timesheet has been finalized and approved. Shared Services Center Fulfiller Submits UCPath transaction. Sends exit documentation to employee. Updates separation checklists. Pull employee’s final timesheet from TARS. Updates ServiceLink completion status. Transition: Now that we have an understanding of some of the tasks and responsibilities of each role, let’s check your understanding of the Offboarding process.

Off Boarding Process Quick Overview ServiceLink UCPath TARS Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Employee/ Supervisor Initiator (HR/AP Staff) Department Fulfiller Shared Services Center Fulfiller Shared Services Center Fulfiller SSC AWE Approver Submits their final timesheet in TARS on or before final work day. Supervisor Approves Initiates Offboarding request in ServiceLink with final pay additional compensation if applicable. Completes tasks assigned to the task queue. Confirms submission of final timesheet with supervisor. Completes tasks assigned to the SSC task queue. Submits termination transaction in UCPath. Pulls employee’s final timesheet from TARS. Submits Final Pay transaction in UCPath 1. AWE Approver reviews transaction for quality assurance. 2. UCPath distributes final paycheck. The Offboarding Process: The process begins when the decision to end the current employment relationship, by either the employee or University, has been made. It can also involve terminating an employee from only one job, if they hold multiple positions.   Employee’s supervisor notifies the department’s Initiator of the employee’s termination. He or she will initiate the Offboarding in ServiceLink. The Department fulfiller will receive tasks to perform, such as removing system access, setting up the exit interview or exit survey and coordinating the return of UC assets. The SSC Fulfiller will receive the request thru ServiceLink, sends exit documentation to the employee and submits the Offboarding transaction in UCPath. UCPath then distributes the employee’s final paycheck on his or her regular pay schedule. The Employee should submit their final timesheet in TARs on or before their final workday, unless they were terminated without notice. Employee’s supervisor must approve the employee’s timesheet. The Initiator must confirm employee’s final time has been approved and mark timesheet task complete in ServiceLink. SSC begins the final pay process and submits Final Pay Transaction. UCPath then distributes the employee’s final paycheck. The process is finished when ServiceLink notifies the Initiator that the transaction is completed. The process is successful if: all of the employee’s access to systems and facilities has been updated or terminated; all assets are returned to the university; and all outstanding university and employee obligations related to compensation have been settled. Note: As noted earlier; Final Pay Checks for Involuntary and Represented employees will be always be processed off-cycle. In these cases, the Shared Services Center will submit an exception request to UCPath for processing. ALL future transactions will be processed by UCPath, same day paychecks will not be available and checks will no longer be processed by UC Riverside central payroll.

Offboarding Transactions (ServiceLink and UCPath) Employee decides to retire from UCR UCR employee transfers to another UC Location or another department Decision by the University to end employment Employee resigns from current position 1. Voluntary Termination 2. Involuntary Termination 4.Retirement 3.Interlocation and Intralocation Transfers Offboarding Transactions: There are four transactions associated with offboarding: Voluntary: employee resigns from their current position or job if holding concurrent positions. Involuntary: decision made by the university to end employment or concurrent job. Interlocation Transfer: sub process of offboarding a UCR employee transferring to another UC location. Retirement: employee decides to retire from UCR. Transition:

Offboarding Transfers Interlocation Intralocation UCR Employee transfers to another UC University. Involves an Offboarding transaction in ServiceLink and UCPath. Employee transfers between departments at UCR. Will be an Offboarding transaction ServiceLink and UCPath. Interlocation – Offboarding from the University. Involves Offboarding in UCPath Intralocation – Offboarding from one department to another. Offboarding in UCPath

Interlocation Offboarding Transactions Interlocation Transfer: Sub process of Offboarding, a UCR employee transferring to another UC location. Now with the implementation of UCPath, Inter-location transfers will have 2 variants that are specific to Offboarding: Transfers from UCR to a UC location on UCPath. Transfers from UCR to a UC location on PPS.

Interlocation Transfer Forms 1. Transfers from UCR to a UC location on UCPath. Requires UFIN-300 to ensure personnel files are transferred from UCR. 2. Transfers from UCR to a UC location on PPS. Requires UFIN-300 and UFIN-301. ***UCPC will manage the UFIN-301 process which ensures transfer of benefits, accruals and service information data to the PPS location.***

Interlocation Transfer *****NO Break in Service: to ensure no break in service, the Job Effective Date of the transaction must be the DAY after the employee's final day at UCR. The UC locations must coordinate to ensure the effective dates for Onboarding/Offboarding transactions are the same.***** Example: Jane Smith’s last day worked is Friday Aug 25th. The Job Effective Date of both the termination and hire transactions must be the same. In this example the Job Effective Date will be Saturday Aug 26th, even though she is starting at UCLA on Monday Aug 28th. Last Day Worked Job Effective Date

Academic Considerations - Offboarding Transitioning to courtesy appointments Academic Appointee Retires and Resignees: Academics transition to a courtesy appointment such as an Emeritus, Professor of the Grad Division , or Academic Recall Appointee for Retirees or an Adjunct Professor for a Resignee. The Offboarding ServiceLink request allows the initiator to indicate if the Academic appointee will transition to an Emeritus title or other courtesy appointment. The SSC Fulfiller selects UC Retirement on the Smart HR Template to terminate the appointment The SSC Fulfiller selects Rehire on the Smart HR Template (Onboarding) and chooses a reason code – Emeritus or Academic Recall to process the courtesy appointment

Academic Considerations - Offboarding Review Person Org Summary page Navigate to the Smart HR Transactions page Select the Retirement Template Enter retirement details and attach supporting documents as needed Save and Submit RETIRE FROM ACADEMIC APPOINTMENT REHIRE TO COURTESY APPOINTMENT Enter and Submit Template Transaction Review/Approve Template Transaction Process Template Transaction View Employee Data

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ServiceLink Demo Initiating Offboarding Request

ServiceLink Portal View  

ServiceLink SSC Fulfiller Task View Learning Objective#2 : Demonstrate the ability to transcribe offboarding requests from ServiceLink to UCPath. Screen shot is placeholder for ServiceLink fulfiller’s view. Back-end for Fulfillers: https://ucrtest.service-now.com/navpage.do

ServiceLink Simulation https://goo.gl/YsGT4M https://goo.gl/YsGT4M

CHECK YOUR UNDERSTANDING

Offboarding Final Assessment https://goo.gl/iJmf4u https://goo.gl/iJmf4u

Summary Vice Chancellor Coley

Summary ServiceLink: all departments will utilize ServiceLink for Offboarding employees, either from the university to from their departments in case of intralocation transfers. Final Pay Checks: UCR will no longer produce paychecks. Final pay for Involuntary terminations and Represented employees will Always be paid off-cycle. Final pay for Non-Represented Voluntarily terminated employees will be paid on-cycle. SSC will pull the employee’s final timesheet from TARS and ensure it is not sent through I-181. There are 4 roles associated with the Offboarding process: Initiator, Dept. Fulfiller, SSC Fulfiller, SSC AWE Approver. Interlocation Transfers: to ensure no break in service, the Job Effective Date of the transaction must be the DAY after the employee's final day at UCR. The Offboarding ServiceLink request allows the initiator to indicate if the Academic appointee will transition to an Emeritus title or other courtesy appointment.

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