June 4, 2019
Dear BEST Region Colleagues,
I am writing today to share some HR/Payroll information and updates that you should be aware of. Please disseminate to your staff as needed.
Auto-Terminations
- Change for academic titles in term appointments (ASE/GSRs, lecturers, postdocs, specialist, researchers and project scientists). Under HCM, pay was prevented from being made beyond the appointment end date. However, under UCPath, unless these appointments are individually designated as auto-terminating, pay will continue to be generated beyond the appointment end date until a separation row is entered. Due to the delays associated with UCPath processing, it takes longer to restore the appointment, as well as the benefits. In addition, CalNet access has to be manually restored. Therefore, the BEST region will not auto-terminate academic appointments, except GSRs, GSIs, Readers/Tutors and Lecturers. HR will be monitoring all term appointments to ensure extensions and terminations are coordinated well in advance of the end date so employees arenot overpaid. In addition, all PIs and supervisors will be informed of this policy, which includes terminating appointments to avoid overpayment if we do not receive confirmation to extend in a timely manner. We will send multiple reminders before terminating.
Short work Breaks
- We will enter short work breaks for GSRs, GSIs, Readers/Tutors and Lecturers (pre-six), to avoid a break in service between a spring and fall appointment. Please note that the fall appointment must be approved and submitted to UCPath by the middle of the month when the appointment ends (i.e. 6/30 end date, submitted by 6/15).
Readers/Tutors
- Starting with June time records, Reader/Tutors will discontinue using a paper timesheet and instead use an online application. This will help to increase accuracy and eliminate the need to send manual timesheet attachments to supervisors each pay period. During the pay period, Reader/Tutors can make any changes to their timesheets up until the due date for that period, plus, they can see, at a glance, a cumulative record of previous time records. A communication regarding this change will go out to Readers/Tutors and their supervisors early next week.
Postdoctoral Scholar Fellows and Paid Directs can now use CalTime
- Scholar Fellows and Paid Directs will begin using CalTime starting around the second week in June 2019. This means they will use CalTime to record their June 2019 usage of Personal Time Off (PTO) and sick leave and submit their June timesheets for approval in CalTime. Note: The existing google sheet will continue to be used to record May 2019 PTO and sick leaveA communication regarding this change will go out to Postdoc Fellows and Paid-Directs and their supervisors early next week.
TAM go-live in UCPath
- Cutover will be the weekend of Aug 24-25 with blackout dates a couple of days on either side. More information to come.
Payroll Calendar
This is also on the Berkeley Regional Services website, under Regional Services > HR/Academic Personnel (HR/APS) > Timekeeping/CalTime.
Please let me know if you have any questions.