Academic Employee Updates and Reminders

Note: this freeze also applies to academic non-student positions, so transactions that route through the AP-Path team will also be held during this time. Appointment approvals/modifications received after the AP Submission deadlines listed above may not be finalized in time and input into UCPath may be delayed due to the freeze dates.

Please see the UCPath Payroll Processing Freeze Periods email sent to Transactional Users on November 18, 2020, for additional information.

UCPath Downtime in December:

The UCPath system will be down from Thursday, December 10 through Sunday, December 13.

End-Date Monitoring:

Review upcoming and past end dates in Job Data or Cognos/Data Warehouse reports to determine actions needed on appointments. Remember that end dates do not stop pay unless the end job automatically box has been checked.

• If the end date has passed and the employee is still working, the end date should be extended to the new end date (either via a PayPath action for Academic Students, or an appointment modification/extension for Academic Non-Students). End dates that have passed can cause problems with other types of updates to the system and may negatively impact the employee (benefits, parking, etc.)
• If the end date has passed and the employee is not working, either terminate the job by initiating a Termination template, or place the employee on SWB:
  • Academic Students - generate a PayPath action
  • Academic Non-Students -  submit a request via the UCPath Certification form on AP Folio
• If the end date is approaching and you need to make a change such as extending the job, terminating the job, or making changes such as the FTE, be aware of deadlines for submission and current processing times at the UCPath Center, particularly in light of the upcoming holidays and UCPath blackout dates.

Academic student employees appointed on a 9/12 basis for fall:

Academic student employees who are appointed on a 9/12 basis for fall and will be continuing into the winter quarter will need to have the Comp Frequency changed from UC912 to UC_9M effective January 1, 2021, via a PayPath action. If this change is not processed in time for January payroll processing, the employee will be over-paid in January.

Lecturer process for winter quarter:

To assist with the timely processing of Lecturer appointments and reappointments, please refer to the attached process map. To ensure appointments are set up correctly in time for the January pay deadline, paperwork must be received by the AP Policy Analysts by December 15, 2020. Paperwork received after this deadline may not be finalized in time for the January paycheck, and additional action may be necessary when overpayments and missed payments occur. Departments are responsible for initiating over- and missed-pay via BFS ServiceNow.

Requesting Emeritus positions:

Departments can now request Emeritus positions via the AP Folio UCPath Certification and Input Request form. Please refer to the UCPath Certification Instructions within AP Folio for additional information.

New Resources:

• Job Aid - Benefits Eligibility and Triggers – UCPC has developed a new job aid to assist campuses with understanding benefit triggers in UCPath, and provide guidance on how & when to submit a case when benefit issues arise.  To view, login to UCPath and navigate to Help /FAQs>Location Users in UCPath and search “Benefits Eligibility.”
• Academic Stipends in UCPath  https://drive.google.com/file/d/1FeTaTGaU_PJNZTjAiAwVT2l8ygz6opWf/view provides guidance on how to view Academic Recurring Stipends in UCPath. Note: Departments are responsible for funding entry for Administrative Stipends.
• Medical Leaves section on the AP website: https://ap.ucsb.edu/leave.of.absence/ provides information and resources on medical leaves, legal leave entitlements, and benefits billing during unpaid leaves.