For Academic Personnel, Staff and Student Employees

For Academic Personnel, Staff and Student Employees
Onboarding For Academic Personnel, Staff and Student Employees

Onboarding BENEFITS 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 Trainer
Department: HR | UCPath 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 Underwood
Title: HR Director and SME for UCPath Project Department: CNAS 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?

https://tinyurl.com/ucrtraining
Your Questions and Input

Housekeeping Cell Phones Breaks Restrooms

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 Employees in ServiceLink 4

Discover

What’s New? Centralized Information Checklists ServiceLink DocuSign

Centralized Information
Accessible online data and documentation Ability to track data and generate reports in UC-wide system Accessible online data and documentation Ability to track data in UC-wide system

Checklists Dynamic checklist for task assignment and tracking
Ensures processes are consistently followed and completed Standardized and streamlined processes Accessible online data and documentation Ability to track data in UC-wide system

ServiceLink Online case management tool with ability to monitor requests in the system Automated notifications and completed verifications Accessible online data and documentation Ability to track data in UC-wide system

DocuSign Digital transaction management platform
New hires can sign and return some Onboarding documents digitally Accessible online data and documentation Ability to track data in UC-wide system

Onboarding FOM Process
Essential Roles 1: HR Staff/AP Business Partner (Initiator)  ServiceLink 2: Department Fulfiller(s)  ServiceLink 3: International Scholar Center (ISC)  ServiceLink 4: Shared Services Center Fulfiller(s)  UCPath Combined AP into this slide 5: Shared Services Center AWE Approver  UCPath 6: Org./Dept./SSC Inquirers  ServiceLink 7: APO/AP Business Partner Inquirers  UCPath

HR Staff/AP Business Partner (Initiator)
Onboarding FOM Process Essential Roles 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 1: HR Staff/AP Business Partner (Initiator)  ServiceLink 2: Department Fulfiller(s)  ServiceLink 3: International Scholar Center (ISC)  ServiceLink 4: Shared Services Center Fulfiller(s)  UCPath 5: Shared Services Center AWE Approver  UCPath 6: Dept. Head (Inquirer)  ServiceLink 7: APO/AP Business Partner Inquirers  UCPath

Department Fulfiller(s)
Onboarding FOM Process Essential Roles 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 1: HR Staff/AP Business Partner (Initiator)  ServiceLink 2: Department Fulfiller(s)  ServiceLink 3: International Scholar Center (ISC)  ServiceLink 4: Shared Services Center Fulfiller(s)  UCPath Added AP to this slide 5: Shared Services Center AWE Approver  UCPath 6: Org./Dept./SSC Inquirers  ServiceLink 7: APO/AP Business Partner Inquirers  UCPath

International Scholar Center (ISC) Staff Member
Onboarding FOM Process Essential Roles If the employee being Onboarded is on a Visa, the HR Staff/AP Business Partner (Initiator) check off the box in ServiceLink indicating that the employee is on a Visa. The International Scholar Center (ISC) receives notification via to review the ServiceLink transaction for audit/inquiry purposes. 1: HR Staff/AP Business Partner (Initiator)  ServiceLink 2: Department Fulfiller(s)  ServiceLink 3: International Scholar Center (ISC)  ServiceLink 4: Shared Services Center Fulfiller(s)  UCPath Combined AP to this one 5: Shared Services Center AWE Approver  UCPath 6: Org./Dept./SSC Inquirers  ServiceLink 7: APO/AP Business Partner Inquirers  UCPath

Shared Services Center Fulfiller(s)
Onboarding FOM Process Essential Roles 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 1: HR Staff /AP Business Partner (Initiator)  ServiceLink 2: Department Fulfiller(s)  ServiceLink 3: International Scholar Center (ISC)  ServiceLink 4: Shared Services Center Fulfiller (s)  UCPath 5: Shared Services Center AWE Approver  UCPath 6: Org./Dept./SSC Inquirers  ServiceLink 7: APO/AP Business Partner Inquirers  UCPath

Shared Services Center AWE Approver
Onboarding FOM Process Essential Roles 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. 1: HR Staff /AP Business Partner (Initiator)  ServiceLink 2: Department Fulfiller(s)  ServiceLink 3: International Scholar Center (ISC)  ServiceLink 4: Shared Services Center Fulfiller(s)  UCPath 5: Shared Services Center AWE Approver UCPath 6: Org./Dept./SSC Inquirers  ServiceLink 7: APO/AP Business Partner Inquirers  UCPath

Org./Dept./SSC Inquirers
Onboarding FOM Process Essential Roles 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. 1: HR Staff/AP Business Partner (Initiator)  ServiceLink 2: Department Fulfiller(s)  ServiceLink 3: International Scholar Center (ISC)  ServiceLink 4: Shared Services Center Fulfiller(s)  UCPath 5: Shared Services Center AWE Approver  UCPath 6: Org./Dept./SSC Inquirers ServiceLink 7: APO/AP Business Partner Inquirers  UCPath

APO staff/AP Business Partner Inquirers
Onboarding FOM Process APO staff/AP Business Partner Inquirers Essential Roles 1: AP Business Partner (Initiator)  ServiceLink 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. 2: Department Fulfiller(s)  ServiceLink 3: International Scholar Center (ISC)  ServiceLink 4: Shared Services Center Fulfiller(s)  UCPath Inserted AP slide 5: Shared Services Center AWE Approver  UCPath 6: Org./Dept./SSC Inquirers  ServiceLink 7: APO/AP Business Partner Inquirers  UCPath

Onboarding Processes New Hire & Rehire Transfer and Concurrent Jobs
There are three Onboarding processes: New Hire & Rehire Transfer and Concurrent Jobs Person of Interest

Onboarding Terminology
Pre-Boarding Department Tasks SSC Tasks Onboarding Post-Verification

Onboarding Checklist Post Verification : Pre-Boarding Tasks:
Department Fulfiller(s) Post Verification : Provide NetID Information to Employee Grant System Access Update Enterprise Directory Monitor Completion of Background Check Issue Equipment and Assets Pre-Boarding Tasks: Schedule Onboarding Meeting (Academics) Order Required Equipment Create or Reactivate NetID Confirm FAU is correct and submit update if needed Added AP 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

Onboarding Checklist Onboarding Meeting Tasks: Pre-Boarding Tasks:
SSC Fulfiller 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 Combined AP notes 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 Day SSC 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 Interest Definition: An individual who does not perform services for the University but for whom there is a business need to track the individual in UCPath. Person of Interest (POI) Definition: 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 Template = packet Envelope = forms

for Onboarding Staff Career Employees Volunteers Student Workers
Limited Employees Contract Employees Per Diem Partial Year Career Staff Volunteers Contingent Workers

Non-Senate Instructional Professional Librarians Postdoctoral Scholars
for Onboarding Students Academic Faculty Non-Senate Instructional Professional Librarians Postdoctoral Scholars Academic Hires

New Hire End-to-End Process

Onboarding Process Initiating 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 red asterisk and include: First Name Last Name Personal 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) Position approval should have already taken place and a position number should have already been created. Enter Position Number in the designated field When onboarding staff, there are only minor fields that need to be completed once the positon number has been entered before submitting the Request.

Enter Position Data and 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
Academic Appointee 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 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 When onboarding an Academic Appointee, more fields open up in ServiceLink to be completed

Enter Compensation Information
Academic Appointee Comp Rate Comp 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 Frequency Note – 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)

Enter Duration Information
Academic Duration of Employment Expected Job End Date Post Docs Anniversary Date Academic Appointee 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.

Onboarding Tasks

Enter Comments Add Attachment Enter Comments and 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 Distinctions
1. 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 Distinctions
2. 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 Vice Chancellor Coley

(New Hire – Academic Personnel)
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 Added Academic example instead

ServiceLink Demo – New Hire (AP) https://goo.gl/QtV4Qp

ServiceLink (Contingent Worker) May not be pertinent to AP

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 Fulfiller SSC Input to UCPath
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 Address Highest Education Level Remove

UCPath Template Based Hire
UC Full Hire UC Rehire (cont.) 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 Rehire Rehire < 120 days break Rehire > or = 120 days break Rehire from layoff - No Pref < 120

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 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) 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 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 Combined AP into this slide

Other Job Data, & Additional Compensation
Enter other Job Data Information Enter Additional Compensation and/or JED 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 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 Added this slide

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. Information for End Probation, Limited to Career and End Job Automatically is captured in the Offer Letter End Probation (staff only) As you know, career professional and support staff must complete probation when they start at UCR. Usually the term is six months, although it can very During the hire, we enter the probation end date & a probation code in the Template Based Hire. The SSC staffers will get this information from the offer letter. Under certain circumstances (e.g., leave of absence, supervisor change, change in job duties), we may extend an employee’s probation. We’d do this in PayPath and change both the ‘Probation End Date’ and the Probation Code (basically there is a code for each reason for extension) Departments will use reports to monitor employees with upcoming probation end dates. It is imperative that they submit extensions before the probation end date, giving the SSC enough lead time to process the change Once the employee’s end date is reached, an automatic program clears their Probation End Date and sets their Probation Code = Probation Completed Benefit: No need to manually end probation! Risk: Once an employee has completed probation, there are a full career employee Limited to Career (Staff only) Limited employees are staff who are expected to work less than 1000 hours in a rolling 12 month period. There are some additional restrictions, but the 1000 hour rule is the most critical Departments must monitor the Limited to Career report to identify employees who are reaching 1000 hours and either: Adjust their schedule Terminate them Open a recruitment to bring them on full-time If an employee crosses the 1000 hour threshold, UCPath will automatically convert them to a career employee. This cannot be undone. End Job Automatically (Staff & Academics) If an employee’s ‘Expected Job End Date’ field is populated and their ‘End Job Automatically’ checkbox is checked in the template based hire, the job will be automatically terminated on their Expected Job End Date. For staff, certain employee classes require a Expected Job End Date, and will have the ‘End Job Automatically’ checkbox automatically checked. This field is greyed-out for staff. Staff Employee classes that should have Expected Job End Dates include: Student – Casual/Restricted Contract Floater Limited Per Diem *****For AP no jobs are checked, but can be manually overridden

Attachments, Comments & Approval
Attach any required documents Add ‘Initiator Comments’ (if required) Submit UCPath transaction for AWE Approval Review and approve transaction 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 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

UCPath Approval Workflow Engine (AWE)
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 AWE Roles Initiator Approver AWE Admin
Enters transactions in UCPath and submits for approval Approver Reviews and approves transactions. Adds ad hoc approvers and ad hoc reviewers to AWE workflow when necessary AWE Admin Monitors transaction routing and resolves routing errors

Check Your Understanding
Kahoot URL

Summary Vice Chancellor Coley

Key Points Streamlined Processes New & Updated Systems
Centralized Information Checklists eSignatures for Onboarding documents New & Updated Systems ServiceLink Onboarding Forms UCPath Template Based Hire UCPath Approval Workflow Engine DocuSign

Academic Key Points Different 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

FOM|UCPath Training Team Email

Training Resources

https://tinyurl.com/ucrfomucpathfeedback
Your Feedback Please

For Academic Personnel, Staff and Student Employees

Similar presentations

Presentation on theme: "For Academic Personnel, Staff and Student Employees"— Presentation transcript:

Similar presentations

About project

Feedback

Log in

Auth with social network:

For Academic Personnel, Staff and Student Employees

Similar presentations

Presentation on theme: "For Academic Personnel, Staff and Student Employees"— Presentation transcript:

Similar presentations

About project

Feedback