Workforce administration Stabilization Promotion Session

Big picture process 1 Position Management 2 Funding Entry Request/create new positions Update vacant positions 2 Funding Entry Setup of percentage distribution of payroll costs to FAU 3 Budget Entry Budget by FAU for staffing permanent positions 4 Onboarding Hiring scenarios Work authorization Workforce orientation 5 Job Maintenance (PayPath) Position Job record Additional pay 6 Absence Management Leave administration Pay period adjustments Catastrophic leave donations...

Key Concept changes Beginning/Ending transactions vs. Effective Dating New Terminology Beginning/Ending transactions vs. Effective Dating Appointment vs. Job setup Job Compensation Entry AWE Transaction approval

Beginning/Ending transactions vs. Effective Dating PPS We started or ended an appointments, distributions, funding…by entering a begin or end date UCPath We achieve starting and ending transactions by entering a new effective dated row Begin Date End Date Effective Date = Begin Date Current 9/1/2018 12/31/2018 9/1/2018 As the current row it will continue to be “in effect” until replaced by a greater effective dated row 1/1/2019 4/30/2019 History 10/1/2018 This 10/1 row implicitly ends the 9/1 row; the 9/1 row becomes a “historical row” making the 10/1 row the “current row” There can only be 1 “current” row at any given time There can be multiple “future” rows – they will show first in a component There can be multiple “historical” rows – they will show in Include History mode For a transaction

Job Row type indicator

Appointments vs. job records Single Appointment Type Department Title Code Multiple Pay Rates Distribution Departments Job Records Employee Class Job Code Pay Rate Exists in Funding Employee Classes – APPT_TYPE Departments – APPT_DEPT Job Codes – TITLE_CD Pay Rates – DIST_PYRATE Like appointments, an employee can have multiple at the same time. However, in UCPath, a job record cannot have multiple:

Appointment to job record scenarios 1. One-to-One 2. One-to-Many Appt 10 Staff, PERS, 4922, $12 Empl Rcd 0 Staff Student, PERS, 4922, $12 Appt 10 - Staff, PERS, 4922, $12, $13 Empl Rcd 0 – Career Staff, PERS, 4922, $12 Empl Rcd 1 – Career Staff, PERS, 4922, $13 Appt 10 Staff, CHEM, 1234, $12 Appt 20 Empl Rcd 0 Staff Student, CHEM, 1234, $12 3. Many-to-One Appt 10 - Staff, CHEM, 4922 $12 Empl Rcd 0 - Career, CHEM, 4922, $12 Appt 20 - Staff, PHYS, 4922, $13 Empl Rcd 1 - Career, PHYS, 4922, $13 4. Many-to-Many

Compensation entry PPS UCPath Hourly Employees (FTE n/a) $12 (UCHRLY) [A] * Payable Hours = Gross Job Pay PPS Monthly pay (at 100% FTE rate) or Hourly pay rate entered Distribution Percentage UCPath Annual pay (at 100% FTE rate) or Hourly pay rate entered FTE The FTE field in PPS did not populate the UCPath Job.FTE field Employee’s actual working capacity Sum of PPS Distribution Percent = UCPath Job.FTE A Monthly Pay B Distribution Percentage (A * B) Gross Appt Pay $10,000 .60 $6,000 Entered and visible Calculated but not visible A Annual Pay (UCANNL) B Comp Frequency C FTE (A / B factor )* C Gross Job Pay or Compensation Rate $120,000 M .60 $6,000 Entered and visible Calculated and visible $120,000 [A] / 12 [B factor] = $10,000 * .60 [C] = $6,000

FTE fields Position FTE Job FTE Budget FTE Chair capacity Established with position Job FTE Employee work capacity Defaulted from position (rule), can be separated (exception) Budget FTE Expected capacity for staffing Defaults from job/position but can be overwritten

The delivered Gold components are View Only PayPath Actions This custom component, used primarily for job maintenance codifies the key functions to change position/job fields like FTE, REPORTS_TO, EXPECTED_END_DATE... setup recurring (no break in pay periods) additional pay and once approved, populates the delivered components PayPath Custom Component 1 Position Data 3 Addl Pay 2 Job The delivered Gold components are View Only I’m not used to: Hire employees Terminate jobs Aka Flat Rate pay