onboarding for academic personnel, staff and student employees€¦ · onboarding . improvements...

OnboardingFor Academic

Personnel, Staff and Student Employees

Onboarding 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 TrainerDepartment: HR | UCPathYears @ 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 UnderwoodTitle: HR Director and SME for UCPath ProjectDepartment: CNASYears @ 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

https://tinyurl.com/ucrtraining

RestroomsCell Phones Breaks

Housekeeping

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 Employeesin ServiceLink

4

Discover

Centralized Information

Checklists

ServiceLink

DocuSign

What’s New?


• Accessible online data and

documentation• Ability to track data

in UC-wide system

Accessible online data and documentation

Ability to track data and generate reports in UC-wide system

Checklists



in UC-wide system

Dynamic checklist for task assignment and tracking

Ensures processes are consistently followed and completed

Standardized and streamlined processes

ServiceLink



in UC-wide system

Online case management tool with ability to monitor requests in the system

Automated notifications and completed verifications

DocuSign



in UC-wide system

Digital transaction management platform

New hires can sign and return some Onboarding documents digitally

Essential RolesOnboarding FOM Process

1: HR Staff/AP Business Partner (Initiator) ServiceLink

2: Department Fulfiller(s) ServiceLink

4: Shared Services Center Fulfiller(s) UCPath

6: Org./Dept./SSC Inquirers ServiceLink

5: Shared Services Center AWE Approver UCPath

3: International Scholar Center (ISC) ServiceLink

7: APO/AP Business Partner Inquirers UCPath

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

HR Staff/AP Business Partner

(Initiator)





6: Dept. Head (Inquirer) ServiceLink




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

Department Fulfiller(s)









If the employee being Onboardedis on a Visa, the HR Staff/AP Business Partner (Initiator) check off the box in ServiceLinkindicating that the employee is on a Visa.

The International Scholar Center (ISC) receives notification via email to review the ServiceLinktransaction for audit/inquiry purposes.

International Scholar Center (ISC)

Staff Member









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

Shared Services Center Fulfiller(s)

4: Shared Services Center Fulfiller (s) UCPath


1: HR Staff /AP Business Partner (Initiator) ServiceLink






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.

Shared Services Center AWE

Approver



1: HR Staff /AP Business Partner (Initiator) ServiceLink






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.

Org./Dept./SSC Inquirers









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.

APO staff/AP Business Partner

Inquirers



1: AP Business Partner (Initiator) ServiceLink






Onboarding ProcessesThere are three Onboarding processes:

New Hire & Rehire

Transfer and Concurrent Jobs

Person of Interest

Onboarding Terminology

Post Verification : Provide NetID Information to Employee

Grant System Access

Update Enterprise Directory

Monitor Completion of Background Check

Issue Equipment and Assets

Onboarding ChecklistDepartment Fulfiller(s)

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

Pre-Boarding Tasks: Schedule Onboarding Meeting (Academics)

Order Required Equipment

Create or Reactivate NetID

Confirm FAU is correct and submit update if needed

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

Onboarding ChecklistSSC Fulfiller

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 DaySSC 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 InterestDefinition: 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

https://app2.docusign.com/home

for Onboarding

Career Employees

Student Workers

Limited Employees

Contract Employees

Per Diem

Partial Year Career

StaffVolunteers

Contingent Workers

Volunteers

for Onboarding

Students

Academic Faculty

Non-Senate Instructional

Professional Librarians

Postdoctoral Scholars

Academic Hires

New Hire End-to-End Process

Onboarding ProcessInitiating 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 redasterisk and include:

• First Name• Last Name • Personal Email

Position approval should have already taken place and a position number should have already been created. Enter Position Number in the designated field

• 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)

Enter Position Data and Onboarding Reason

Position Data

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

• 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

Academic Appointee

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

Enter Compensation Information

Comp RateComp 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 FrequencyNote – 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)

Academic Appointee

Enter Duration Information

Academic Duration of Employment

Expected Job End Date

Post Docs Anniversary Date

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.

Academic Appointee

Onboarding Tasks

Enter Comments and Add Attachment

Enter Comments

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 Distinctions1. 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 Distinctions2. 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).

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

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

https://goo.gl/QtV4Qp

https://fomucpathtraining.ucr.edu/Onboarding_Simulation_AP_New_Hire/index.html

ServiceLink(Contingent Worker)

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

https://goo.gl/CEPNfk

https://fomucpathtraining.ucr.edu/Onboarding_Simulation_Contingent_Worker/index.html

UCPath(Quick Overview)

Onboarding System Workflow

SSC Input to UCPath

SSC Fulfiller

• 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 Email Address

• Highest Education Level

Personal Data Form

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 Full Hire UC Rehire (cont.)

UC Rehire • Rehire < 120 days break

• Rehire > or = 120 days break

• Rehire from layoff - No Pref < 120

UCPath Template Based Hire

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

• 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

• 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)

• 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

Other Job Data, & Additional Compensation

Enter other Job Data Information

Enter Additional Compensation and/or JED

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

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

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.

Attachments, Comments & Approval

Attach any required documents

Add ‘Initiator Comments’ (if required)

Submit UCPath transaction for AWE Approval

Review and approve transaction

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

• 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

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 Approval Workflow Engine (AWE)

UCPath AWE Roles

InitiatorEnters

transactions in UCPath and submits for

approval

ApproverReviews and

approves transactions. Adds ad hoc approvers and ad

hoc reviewers to AWE workflow when

necessary

AWE AdminMonitors

transaction routing and

resolves routing errors

Check Your Understanding

https://play.kahoot.it/#/k/31f4274a-e1e4-4c55-a01e-95fc8e84c105

Summary

Key PointsStreamlined Processes


Checklists

eSignatures for Onboarding documents

New & Updated SystemsServiceLink Onboarding Forms

UCPath Template Based Hire

UCPath Approval Workflow Engine

DocuSign

Academic Key PointsDifferent 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

https://goo.gl/Fc3VYA

https://uc.sumtotal.host/core/pillarRedirect?relyingParty=LM&url=app/management/LMS_ActDetails.aspx?ActivityId%3D318242%26UserMode%3D0

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

[email protected]

mailto:[email protected]

Training Resources

http://fomucpath.ucr.edu/training/resources.html

http://fomucpath.ucr.edu/training/resources.html

Your Feedback Pleasehttps://tinyurl.com/ucrfomucpathfeedback

https://tinyurl.com/ucrfomucpathfeedback

onboarding for academic personnel, staff and student employees€¦ · onboarding . improvements...

Documents