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CRU Newsletter | Volume 3 Issue 11

Student Activities Center

At A Glance

Missed an issue? Prior newsletter issues of Volume 3 are on our brand-new website.

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Announcements


PayPath Lockdown

Biweekly: Sep 21-24 | Monthly: Sep 23-28


To avoid delays in payroll processing, UCPath Center will limit system functionality on specific pages during payroll processing Tuesday, September 21 at 5PM, through Tuesday, September 28, 6AM.

Refer to the UCPath Production Processing Schedule for start and stop times of the Pay Confirm.

Need a Reminder? 

On our website, you may add the following events to your calendar today:

How to Run the COVID-19 I-9 Report in Tracker

This job aid outlines how to run the report in Tracker to identify employees who were onboarded remotely during COVID-19.

Reminder: Work authorization documents that were presented to the UCLA department representative remotely and subsequently uploaded to Tracker using an Apple device (Document Review Option 3) or to Salesforce via DocuSign (Document Review Option 4) require physical inspection within 3 business days once on-site operations resume or the DHS I-9 compliance flexibility expires, whichever is earlier.

Access Tracker Job Aids on Box

Previously, all Tracker I-9 job aids were moved to Box and require single sign on (SSO) to access the materials.


Special note for Mednet Users

Box integration is seamless for most department initiators and approvers. However, @mednet.ucla.edu domain users may need to take additional steps to access content. Please see this UCLA Health Information Technology Service Portal knowledge base article: Box: Effectively Collaborating with UCLA Campus.

Job Aid - How to Run the COVID-19 I-9 Report in Tracker

Fall I-9 Summit

With Fall hire season approaching, the CRU Training team is developing an I-9 webinar with you in mind. This forum will help you prepare for the return to campus and understand how the resumption of in-person operations impacts I-9 procedures.

Our Fall I-9 Summit! Topics will include:

  • Tracker Report: overview of the Tracker report you can run to identify remotely onboarded employees
  • Document Review Requirements: discussion of your options for fulfilling the physical document inspection requirements for employees who were remotely onboarded during the flexibility period
  • Updating Tracker: demonstration of updating an employee’s Tracker record (either following in-person document inspection or identifying an Authorized Agent)
  • Document Review Options Moving Forward: review of the options for fulfilling document inspection requirements

Register for Fall I-9 Summit: September 21, 2:30 p.m. - 3:30 p.m.

I-9 Processing Procedures Training: September 23-24

As a reminder, we offer an I-9 Processing Procedures class to help users understand the procedures for completing the U.S. Citizenship & Immigration Services Employment Eligibility Verification (I-9 Form). This class is valuable to employees with new responsibilities in this area, and it can be used as a refresher for veterans as well. 

Register for I-9 Processing Procedures Class: September 23-24, 9:00 a.m. - 4:00 p.m.

Calendar

Key dates and deadlines (subject to change):

DATE TOPIC
Sep 15, 9:00 a.m. - 4:00 p.m. Academic Personnel Policy & Procedures for UCPath hosted by APO
Sep 15, 9:00 a.m. - 12:00 p.m. WFA Staff Policy & Procedures – Compensation hosted by CHR
Sep 15, 2:00 p.m. - 3:30 p.m. Academic Apprentice Personnel Policy Training hosted by Grad Division
Sep 16, 8:30 a.m. - 4:30 p.m. WFA Staff Policy & Procedures hosted by CHR
Sep 21, 10:00 a.m. Mass Pay files deadline for BW pay period ending 9/18/2021
Sep 21, 2:30 p.m. - 3:30 p.m. Fall I-9 Summit
Sep 21, 5:00 p.m. - Sep 24, 6:00 a.m. UCPath Lockdown for BW PayPath transactions
Sep 23 UCPath processing BW Pay Confirm
Sep 23, 9:00 a.m. - 4:00 p.m. I-9 Processing Procedures Class: Part 1
Sep 23, 10:00 a.m. Mass Pay files deadline for MO pay period ending 9/30/2021
Sep 23, 5:00 p.m. - Sep 28, 6:00 a.m. UCPath Lockdown for MO PayPath transactions
Sep 24, 9:00 a.m. - 4:00 p.m. I-9 Processing Procedures Class: Part 2
Sep 27 UCPath processing MO Pay Confirm

UCPath General Ledger & Funding News

In Case You Missed It

See Our New UCPath GL Resource Page

Payroll & HR News

UCPath Changes and Enhancements  September 3 - September 10, 2021

Find out about recent enhancements to UCPath and UCPath Online.
Read more

E-078 Reason Codes

In early 2021, new missed pay reason codes were added to the off-cycle pay request module (E-078). To avoid delays and deduction errors, it is critical that you always select the reason code associated with the off-cycle’s unique scenario. Find the chart of current E-078 reason codes in this article on our website.

Leave Fall Hire Confusion Behind You

This guide highlights a few important assets that you will need during the fall hire season. From UCPath UPKs to CRU job aid and videos, here are 5 resources to help clarify the fall hire inquires that we receive annually.

Download a copy of the Fall Hire Quick Reference Guide on our website today!

In Case You Missed It

Payroll Processing Countdown Clock

UCPath Center News

Establishing UCPath Accounts for Former Employees

On 9/7/2021, UCPath Center sent a notice regarding how former employees access UCPath and what information is available to this population. Subsequently, we updated the FAQ in this corresponding article on the CRU website.

Updating Direct Reports

Effective 9/2/2021, UCPath will update direct report information in a nightly batch. New employee information populates the Manager Self-Service dashboard the following day. Here are 2 important reminders:

  • Local tables updated the same day:
    • Once a "reports to" update is locally approved in UCPath, all appropriate tables in UCPath will immediately reflect the updated "reports to" information.
  • Manager Self-Service dashboard updated the following day:
    • After the nightly batch is processed, new employee information will propagate to the Manager's self-service dashboard the next day.

For information on what a Manager can do using self-service, refer to the UCPath Job Aid - Self Service Manager Actions. The original alert from UCPC is available in this article on the CRU website.

WEX/Discovery Benefits Error

On September 8, 2021, there was an issue with UC Flexible Spending accounts at Wex Health and some employees received a notice in error. A copy of this notice can be found on the CRU website: here.

UCPath Online Demonstrations 

The UCPath Center offers UCPath online demonstrations to show how employees can use the portal for a variety of Employee Self-Service (ESS) tasks every Thursday from 2pm to 3pm (excluding university holidays.)
Read more

In Case You Missed It

CRU News


New Online Courses Available September 2021 

The CRU Training Team has updated elearning content in the following courses in the LMS (UC Learning Center):

  • PayPath Transactions: This course explains the custom PayPath Actions UCPath page, which is used to process position data, job data, and additional pay employee data changes.
  • Position Control: This course provides an overview of the Position Management module and explains the relationship between position data and job data. This course also covers how use the Position Control Request page in UCPath to create and update positions.
  • Template Transactions Overview: This course explains how to identify actions that are processed using Smart HR templates, as well as describes the key system steps to complete a template transaction
  • Template Transactions Part 1: This course explains and demonstrates how to complete the Full Hire, Concurrent Hire, and Rehire Smart HR template transactions.
  • Template Transactions Part 2: This course explains and demonstrates how to complete the Personal Data Change, Termination, Retirement, and Transfer Smart HR template transactions.

No More Schedule Acrobatics 


There is never a dull moment in the UCPath universe, which means important events are always on the horizon. We know it's a lot to juggle, but that doesn't mean it needs to be a complete circus. Meet your newest calendar ringmaster: our Events page!
 


Your Ticket to Event Transparency

Located under our "News" menu navigation, this new hub houses the important events promoted in our newsletter, plus much more. You can even filter by name and date range! 

TIP: Scroll to the bottom of our home page for a dynamic snapshot of upcoming events.

Visit Our Events page

Newest Attraction: 
Marking Your Calendar... Literally! 

Having a page for event information is great, but how can you actually keep track of everything when not on the site? The answer is as easy as 1, 2, 3:

1) Select the  + to My Calendar button on an event,
2) Choose your invite type, and 
3) Save and accept the invite to automatically link the event in your calendar. 

Fun Fact: PayPath lockdown windows have their own events, so you can easily add them to your calendar! 

In Case You Missed It