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<p class="paragraph" style="vertical-align:baseline"><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Dear Colleagues,</span></span><span class="eop"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> </span></span><o:p></o:p></p>
<p class="paragraph" style="vertical-align:baseline"><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Due to a series of errors, the Work Study funding split for academic year 2122 was not available in the UCPath system
for the first three biweekly payrolls for fall (Pay Period End Dates 10/02/2021, 10/16/2021 and 10/31/2021); therefore, the general ledger did not include any funding splits for student employees with Work Study. Starting with payroll period ending with
11/13/2021, the Work Study setup is complete and active in the UCPath system, and processes have been put in place to prevent a reoccurrence of this situation.</span></span><span class="eop"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> </span></span><o:p></o:p></p>
<p class="paragraph" style="vertical-align:baseline"><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Unfortunately, for previously processed payroll transactions related to Biweekly Pay Period End Dates 10/02/2021,
10/16/2021 and 10/31/2021, corrections cannot be automated due the complexity of the data.
<b> Departments must apply work study funding splits for eligible student employees to avoid negatively impacting the student’s financial aid by requesting salary cost transfers by no later than 12/15/2021</b>. However, there are two types of transactions and
each requires different handling: 1) The first type is the one with a work study program already setup on the position and job record; and 2) The second type is for transactions of eligible employees’ job records that do not have a work study program setup.
Please carefully review the attached information as it will assist departments with processing the required corrections.
</span></span><span class="eop"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> </span></span><o:p></o:p></p>
<p class="paragraph" style="margin-left:.5in;text-indent:-.25in;mso-list:l0 level1 lfo2;vertical-align:baseline">
<![if !supportLists]><span style="font-size:11.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">SCT Processing – Work Study guide</span></span><span class="eop"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">. This
brief guide provides instructions for correcting both types of transactions referenced above.</span></span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
<p class="paragraph" style="mso-margin-top-alt:5.0pt;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;text-align:justify;text-indent:-.25in;mso-list:l0 level1 lfo2;vertical-align:baseline">
<![if !supportLists]><span style="font-size:11.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">A list of all eligible employees whose work study setup was incomplete during the three impacted biweekly pay periods. There are two main
tabs in the file:</span></span><span class="eop"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> </span></span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:5.0pt;margin-left:1.0in;text-indent:-.25in;mso-list:l0 level2 lfo2;vertical-align:baseline">
<![if !supportLists]><span style="font-size:11.0pt;font-family:"Courier New""><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">First tab “WorkStudy_AY2122_PreviousSetup” contains a list of employees and payroll transactions that can be requested via the SCT Tool
and processed by the respective SSC.</span></span><span class="eop"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> </span></span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:5.0pt;margin-left:1.0in;text-indent:-.25in;mso-list:l0 level2 lfo2;vertical-align:baseline">
<![if !supportLists]><span style="font-size:11.0pt;font-family:"Courier New""><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Second tab “WorkStudy_AY2122_RequireSetup” contains a list of employees and payroll transactions that requires
<u>first</u> submitting a request via ServiceLink for work study program setup for each employee eligible position; once the work study setup is complete, salary cost transfers can be requested using the attached form “Complex SCT Manual Request Form”. Note:
the form has changed<span style="color:#1F497D">, </span>and this form must be submitted via email to
</span></span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><a href="mailto:ucrfsfeedback@ucr.edu" target="_blank"><span class="normaltextrun">ucrfsfeedback@ucr.edu</span></a><span class="normaltextrun">. </span><span class="eop"> </span><o:p></o:p></span></p>
<p class="paragraph" style="margin-left:.5in;text-indent:-.25in;mso-list:l0 level1 lfo2;vertical-align:baseline">
<![if !supportLists]><span style="font-size:11.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">SCT Manual Request Form: note this form has been updated and should be used for all future exceptional, manual salary cost transfers
going forward.</span></span><span class="eop"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> </span></span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
<p class="paragraph" style="margin-left:.5in;text-indent:-.25in;mso-list:l0 level1 lfo2;vertical-align:baseline">
<![if !supportLists]><span style="font-size:11.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">SuperDOPE SCT Supporting Documentation Template. This information is required to be submitted with all SCT Manual Requests.
</span></span><span class="eop"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> </span></span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
<p class="paragraph" style="vertical-align:baseline"><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Please coordinate corrections with the appropriate staff in your department according to the guidance provided to
ensure work study funding splits are applied on all eligible student employee jobs<span style="color:#1F497D">
</span>and recover departmental resources.</span></span><span class="eop"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> </span></span><o:p></o:p></p>
<p class="paragraph" style="vertical-align:baseline"><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">If you have any questions, please reach out to Financial Aid or Payroll Coordination at the following emails:</span></span><span class="eop"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> </span></span><o:p></o:p></p>
<p class="paragraph" style="mso-margin-top-alt:5.0pt;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;vertical-align:baseline">
<span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Financial Aid: </span></span><span class="eop"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">
<a href="mailto:workstudy@ucr.edu">workstudy@ucr.edu</a> </span></span><o:p></o:p></p>
<p class="paragraph" style="mso-margin-top-alt:5.0pt;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;vertical-align:baseline">
<span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Payroll Coordination:
</span></span><a href="mailto:ucrfsfeedback@ucr.edu" target="_blank"><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">ucrfsfeedback@ucr.edu</span></span></a><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">
subject “Work Study SCT”</span></span><span class="eop"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> </span></span><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">We apologize for the inconvenience caused by this situation and appreciate your support to correct these transactions that impact both departmental ledgers and your student employee’s financial aid.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Sincerely,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Bobbi McCracken, Associate Vice Chancellor and Controller <o:p>
</o:p></p>
<p class="MsoNormal">Jose Aguilar, Director of Financial Aid<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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