09/27/2022

TO: UCSB UCPath Transactional Users

FR: UCSB UCPath Team 

RE: Guidance on Continued Compliance to AB119 (Employee Work Location)

Dear UCSB UCPath Transactional Users,  

Please read the following information carefully, as it contains important guidance, reminders, and instructions for how to maintain important work location compliance in UCPath.

Under AB119, all represented employee records must be updated to reflect the employee’s physical work location (including the cubicle field if applicable) in order to be compliant with union reporting requirements.

Maintaining this information is a department's responsibility, and non-compliance poses a significant risk. Senate Bill 270  (SB 270) provides for significant monetary penalties (up to $10,000) against the University if we do not provide accurate and timely employee work location and reporting data per AB 119.  

To ensure compliance and avoid penalties, departments should review and update employee records as changes to physical work location and reporting relationships occur. In addition, they should remind employees of the importance of maintaining up-to-date personal contact information. Guidance on how to maintain this information in UCPath is provided below.
 

AB 119 Resources:

Detailed guidance can be found on the UCSB UCPath Website in the AB 119 Work Location Update Guide, including how to update an employee's physical work location to achieve departmental compliance with AB-119 and avoid penalties under SB-270. 

Updates to these data points can be processed as follows:

  • PayPath actions should be processed:
    • To update the Location and/or Reports To fields for single headcount positions
    • To update the Cubicle field on the job record for both single and multi-headcount positions
    • Note: Departments are now able to initiate these transactions for non-student academic positions, per the guidance on the AP website.
  • To update the Location or Reports To fields on multi-headcount positions:
  • Staff Students: Request the change via a ServiceNow ticket to Workforce Administration (ucsb.service-now.com/hr > Position Management & Workforce Administration).
  • Academic Students: Request the change via the AP Folio UCPath Certification Form (requires login to access the form)
  • Note: Departments are responsible for reviewing Job Data and creating a Case with UCPC to update any employee job records where the Position changes applied to a multi-headcount position did not cascade correctly to the Job record.   

 

Hire Templates and Cubicle Field: 

The Cubicle field is now available on the Smart HR Templates and Talent Acquisition Management (TAM) templates. Departments are responsible for inputting the office or cubicle data into the prepare for hire or template transaction as part of the Hire process, as needed, to ensure data can be reported to unions in compliance with AB-119.  

 

TAM Prepare for Hire:

 

Smart HR Template:


Please note the following: 

  • If the Location code does not exist in UCPath, please follow the instructions on how to request a new location code. When awaiting the new code to be available in UCPath, the generic Location/Building Code can be used, and office/room detail added to the Cubicle field.

Personal Contact Information:  

Employees are requested to update all of their personal contact information in UCPath via UCPath/Employee Actions/Personal Information.

Departments should also encourage and assist employees to ensure that their contact information is correct and up to date soon, preferably by September 28, 2022.  Departments can assist employees in updating this information in UCPath via Smart HR Templates/UC_Person_Data template.

If you have any questions or concerns about complying, please reach out to us via the below contacts and we can work together to help you meet the deadline.

  • Staff:  Workforce Administration – ucsb.service-now.com/hr under the Position Management & Workforce Administration/General UCPath & Workforce Administration Questions category.
  • Academic:  Academic Personnel – AP-Path@ucsb.edu


If you have questions about compliance with AB-119, please contact Employee & Labor Relations at ucsb.service-now.com/hr under the Employee & Labor Relations category.