[Faculty] [APO ASE and GSRs Update] ASEs and GSRs Leave Reporting and TARS Deployment October 2023 Information and Job Aids

Wed Oct 4 11:23:51 PDT 2023

Dear all,

This email provides further information on Academic Student Employees (ASEs) and Graduate Student Researcher (GSRs) leave reporting in Time & Attendance Reporting System (TARS) effective October 2023 and the timesheets will be available for reporting on Friday, October 13, 2023. ASEs and GSRs are required to complete the leave reporting for each active job and for each pay period.

What you need to know:

PIs and IORs (Supervisors) and Departmental Staff

  *   For Reference, the ASEs and GSRs include the following job titles in TARS for Leave Reporting.
     *   ASE Monthly: Teaching Assistant, Teaching Fellow, Associate Instructor
     *   ASE Biweekly: Reader, Remedial Tutor, and Local Tutor (this group already reports time worked through TARS)
     *   GSR Monthly: Graduate Student Researchers and Graduate Student Trainees/Fellows (those considered in unit)
  *   Departmental staff during the onboarding process will ensure ASEs and GSRs have access to TARS with the correct Supervisor.
  *   Please note, in the TARS system, Supervisors will be maintained using the 'Reports To' field in UCPath's Position Management feature which is not in the Enterprise Access Control Systems (EACS). If the ASEs and GSRs job record 'Reports To' information is incorrect, please update this field or coordinate a request for the shared services centers to update this field.
  *   For ASEs and GSRs who may have multiple supervisors associated with a single job code respectively, the primary Supervisor will need to be determined and will be responsible for approving timesheets in TARS.
  *   Please refer ASEs and GSRs to use the attached TARS ASE GSR Employee Leave Entry job aid for step-by-step instructions for entering leave reporting.
  *   ASEs and GSRs will continue to receive their monthly earnings from their active job record in UCPath. However, they are required to complete a time sheet for when they take a leave or when a GSR is taking their PTO.
  *   Supervisors will need to review in TARS the leave submitted by ASEs and GSRs to ensure its accurate and then approve it. Please use the attached TARS ASE GSR Timesheet Approver job aid for step-by-step instructions.
  *   Please note, PTO will not be tracked in UCPath. Supervisors and Departmental staff will need to track and monitor PTO usage by referring to the TARS timesheet submitted by the ASE and GSR.
  *   Departmental staff will administer short term and long- term leave requests, monitor leaves reported in TARS and ensure the leave is recorded in UCPath.
  *   Please refer to the APO ASE and GSR Technical Leave Reporting Guidance October 2023 handout which provides additional information for PTO and leaves.

Shared Services Centers and TARS Administrators

  *   Monitors leaves for ASEs and GSRs submitted through TARS and records the leave in UCPath. Please use the attached TARS Training ASE GSR-TAA Role job aid for step-by-step instructions.
  *   Assists with departmental requests for ASE and GSR leaves, PTO and VAC takes reporting from TARS via TARS search time sheet in Advanced Options Report.
  *   Please refer to the ASE and GSR Technical Leave Reporting Guidance October 2023 handout which provides additional information for processing leaves in UCPath.
  *   Business Financial Services has provided OTP_Transactor Quick Guide for your reference.

Further Information:

TARS

  *   For GSR/ASE TARS questions please contact Timesheetfeedback at ucr.edu<mailto:Timesheetfeedback at ucr.edu>

Contract(s) Leave Reporting

  *   New benefits for expanded paid leave provisions and annual PTO allocation for GSRs, please refer to the applicable contracts for ASEs and GSRS for all leave provisions.
  *   ASE (BX) UAW Contract, Article Leaves link<https://ucnet.universityofcalifornia.edu/labor/bargaining-units/bx/contract.html> and GSRS (BR) UAW Contract, Article Leaves, PTO and Vacation link<https://ucnet.universityofcalifornia.edu/labor/bargaining-units/br/contract.html>.
  *   UAW Contract Implementation Session 2 for ASEs and GSRs Supervisors and AP Staff is scheduled today, Wednesday, October 4th 2:00-3:30 p.m. which will highlight the new benefits for expanded paid leave provisions and an opportunity to ask questions.
  *   For meeting information please contact your Academic Personnel (AP) Director.

Contacts:

General inquiries concerning UAW employees from Supervisors, departmental staff and shared services centers need to be routed to their college AP Director. The college AP Director will forward the inquiry to Academic Personnel Office for further assistance if they are unable to resolve the inquiry.

  *   GSR/ASE TARS questions, please contact Business Financial Services through Timesheetfeedback at ucr.edu<mailto:Timesheetfeedback at ucr.edu>
  *   GSR/ASE TARS UCPath UCOP Technical Guidance and or Leave Reporting please contact APO through Sonia Kalogonis sonia.kalogonis at ucr.edu<mailto:sonia.kalogonis at ucr.edu> and Esperanza Steward Esperanza.steward at ucr.edu<mailto:Esperanza.steward at ucr.edu>.
  *   GSR/ASE student employment/ restrictions/financial package, please contact GRAD DIV through Patrick Napier patrick.napier at ucr.edu<mailto:patrick.napier at ucr.edu>.

Sonia Kalogonis
APO Policy & Compensation Analyst
O: 951.827.2934 | E: sonia.kalogonis at ucr.edu<mailto:sonia.kalogonis at ucr.edu>
www.academicpersonnel.ucr.edu<http://www.academicpersonnel.ucr.edu/>
[cid:image001.jpg at 01D9F6B0.7FA13A90]

CONFIDENTIALITY NOTICE: This e-mail communication and any attachments may contain confidential and privileged information for the use of the designated recipients named above. If you are not the intended recipient, you are hereby notified that you have received this communication in error and that any review, disclosure, dissemination, distribution or copying of this communication is strictly prohibited. If you have received this communication in error, please notify UCR Academic Personnel Office immediately by telephone at (951) 827-2934 or email at academicpersonnel at ucr.edu<mailto:academicpersonnel at ucr.edu> and permanently destroy all copies of this communication and any attachments.

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <https://scotmail.ucr.edu/pipermail/faculty/attachments/20231004/560dcb6f/attachment-0001.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image001.jpg
Type: image/jpeg
Size: 4391 bytes
Desc: image001.jpg
URL: <https://scotmail.ucr.edu/pipermail/faculty/attachments/20231004/560dcb6f/attachment-0001.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: TARS_ASE GSR_Employee Leave Entry.pdf
Type: application/pdf
Size: 1090025 bytes
Desc: TARS_ASE GSR_Employee Leave Entry.pdf
URL: <https://scotmail.ucr.edu/pipermail/faculty/attachments/20231004/560dcb6f/attachment-0005.pdf>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: TARS_ASE GSR_Timesheet Approver.pdf
Type: application/pdf
Size: 1485070 bytes
Desc: TARS_ASE GSR_Timesheet Approver.pdf
URL: <https://scotmail.ucr.edu/pipermail/faculty/attachments/20231004/560dcb6f/attachment-0006.pdf>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: TARS Training_ASE_GSR-TAA Role.pdf
Type: application/pdf
Size: 563955 bytes
Desc: TARS Training_ASE_GSR-TAA Role.pdf
URL: <https://scotmail.ucr.edu/pipermail/faculty/attachments/20231004/560dcb6f/attachment-0007.pdf>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: APO ASE_GSR  Technical Leave Reporting Guidance October 2023 final 10.04.23.pdf
Type: application/pdf
Size: 311702 bytes
Desc: APO ASE_GSR  Technical Leave Reporting Guidance October 2023 final 10.04.23.pdf
URL: <https://scotmail.ucr.edu/pipermail/faculty/attachments/20231004/560dcb6f/attachment-0008.pdf>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: OTP_Transactor Quick Guide.pdf
Type: application/pdf
Size: 843239 bytes
Desc: OTP_Transactor Quick Guide.pdf
URL: <https://scotmail.ucr.edu/pipermail/faculty/attachments/20231004/560dcb6f/attachment-0009.pdf>