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<p class="MsoNormal"><span style="color:black">Dear Colleagues, <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:black">Over the past six</span>-plus <span style="color:black">
months, the UC Office of the President (UCOP) along with the UCPath Center (UCPC) and all 20 UC Location teams have been working to
<b>review and streamline the offboarding process</b> to add additional efficiencies including speeding up the turnaround time to issue final paychecks for ALL employees (represented and non-represented) who separate voluntarily.
<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:black">Information, resources and action items are included below for your reference, especially for the HR/AP Staff in the units that receive resignation notifications and/or send termination requests to their SSC. <o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="color:white;background:teal;mso-highlight:teal"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><b><span style="color:white;background:teal;mso-highlight:teal">What & Why is it Changing/Why is it important?</span><span style="color:white">
<o:p></o:p></span></b></p>
<p class="MsoNormal">Per a UCOP request, the UCPC is asked to reduce the turnaround time to generate the final paycheck for non-represented voluntary separations to 72 hours from the date of separation. Non-represented voluntary separations are currently paid
on the next on-cycle check date. This change is necessary due to a significant increase in wage claims against the University.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">The improved process implemented to achieve a 72-hour turnaround time for non-represented voluntary separations will be done in two phases. The 1<sup>st</sup> phase solution will be put in place over the short term and the 2<sup>nd</sup>
phase solution over the long term. The short-term solution begins on May 2<sup>nd</sup> with improvements and adjustments to the manual process which is currently in place. The 2<sup>nd</sup> phase long-term solution will utilize delivered Peoplesoft functionality
in place of the system customizations and the manual process currently used. The long-term solution is targeted for August 2022.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">The ACTION REQUESTED by our campus for the short term solution beginning May 2<sup>nd</sup> is specifically adherence to an expedited turnaround time for which requests to SSC’s are submitted and transactions are sent to the UCPath Center
expeditiously so that requests for final paychecks will be sent from our campus to the UCPC as soon as possible. This change impacts all roles in the offboarding process workflow. We will be working to refine this process and make adjustments to make sure
it works for all of our campus stakeholders over the next couple of months so we can fulfill our collective goal to ensure that employees who resign, receive pay within 72-hours of their separation date.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>What was the turnaround time before May 2nd:</b> <o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l5 level1 lfo1">Only represented employees were provided final paychecks within 72 hours of the date of separation
<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l5 level1 lfo1">Voluntary non-represented employees were provided final paychecks on the next on-cycle check date<o:p></o:p></li></ul>
<p class="MsoNormal"><b>What is the turnaround time beginning May 2nd</b>: <o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo2"><b><u>All</u></b> Voluntary terminations for Represented and Non-Represented Employees should be paid within 72 hours of separation unless noted otherwise.
<o:p></o:p></li></ul>
<p class="MsoNormal"><b>How can we achieve this: <o:p></o:p></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo2">In order to achieve the targeted 72-hour turnaround time, each stakeholder (employee, supervisor, Dept HR/AP staff, SSC) should<b><u>
</u></b>send information to the next level within 1 business day (see below for details)<o:p></o:p></li></ul>
<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="color:white;background:teal;mso-highlight:teal">What happens if the process is not followed:</span><span style="color:white">
<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo2">In recent months, locations have seen an increase in wage claims brought under California Labor Code Section 202, which provides in relevant part that final pay is due within 72-hours
from the date of separation. While court decisions have held that the University is generally not subject to similar wage and hour Labor Code provisions unless explicitly mentioned in the statute, the Labor Commissioner’s Office at California’s Department
of Industrial Relations is processing such claims in increasing numbers. Accordingly, UC Legal recommends that we modify our current practice whereby non-represented employees who voluntarily separate from the University will receive their final pay within
72-hours from the day of separation.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo2">This modification will help alleviate the administrative and financial burden in responding to these claims. In addition, this modification will result in voluntarily separating employees
being treated similarly regardless of union representation. <o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo2">If the process is not followed, there may be additional wage complaints filed by employees who are not paid within 72 hours from the day of their separation, which may result in UCR
having to pay waiting time penalties (<i>so far, the UC System has had to pay over $300,000 in penalties and UCR has incurred some of that cost</i>).<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><span style="color:white;background:teal;mso-highlight:teal">When will the process update take place?</span><span style="color:white">
<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo3">The update should be implemented immediately, this means: <o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level2 lfo3">Supervisors to notify their Dept HR/AP staff within 1 business day of employee’s written notification of resignation*<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level2 lfo3">Dept HR/AP Staff to provide termination request to SSC within 1 business day*
<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level2 lfo3">SSC to submit Smart HR Template Termination Transaction to UCPath within 1 business day* followed by the final pay E-078 transaction<o:p></o:p></li><ul style="margin-top:0in" type="square">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level3 lfo3">*Is this 1 business day turnaround new?
<o:p></o:p></li><ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level4 lfo3">No, the offboarding process should be completed expeditiously as soon as supervisors are notified about an employee’s intention to resign. The 1-business day turnaround time adds
explicit specificity and quantifies the expected timeline for notification. Going forward there will be adjustments to the process where needed, monitoring, accountability and evaluation of these submissions.
<o:p></o:p></li></ul>
</ul>
</ul>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo3">On May 2<sup>nd</sup> UCPC will implement the short term solution to help accomplish the 72-hour objective
<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><span style="color:white;background:teal;mso-highlight:teal">Action Items for You</span><span style="background:teal;mso-highlight:teal">
</span></b><i><span style="color:white;background:teal;mso-highlight:teal">(highlighted in
</span><span style="color:white;background:teal;mso-highlight:teal">yellow</span><span style="color:white;background:teal;mso-highlight:teal">):</span></i><b><span style="color:white"><o:p></o:p></span></b></p>
<p class="MsoNormal"><b>All: <o:p></o:p></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo4">Review infographic to understand the high-level offboarding process end to end for all roles<b><o:p></o:p></b></li></ul>
<p class="MsoNormal"><b>Supervisors</b>: <o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l6 level1 lfo5">Review the Supervisor checklist for offboarding and follow up on all action items for your role<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l6 level1 lfo5">Submit written resignations given to you by your direct report(s) within 1 business day to the Dept HR/AP Staff Member in your Dept /ORG<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l6 level1 lfo5">Reach out to your unit if you are uncertain of who to notify for resignation/termination actions<o:p></o:p></li></ul>
<p class="MsoNormal"><b><span style="background:yellow;mso-highlight:yellow">Dept HR/AP</span></b><span style="background:yellow;mso-highlight:yellow">:
<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level1 lfo6"><span style="background:yellow;mso-highlight:yellow">Review the Dept HR/AP Staff Member checklist for offboarding and follow-up on all action items for your role<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level1 lfo6"><span style="background:yellow;mso-highlight:yellow">Submit termination requests within 1 business day to your Shared Service Center<o:p></o:p></span></li></ul>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo7"><span style="background:yellow;mso-highlight:yellow">Reach out to your unit if you are uncertain of who to notify for resignation/termination actions<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo7"><span style="background:yellow;mso-highlight:yellow">Review infographic to understand the high-level offboarding process end to end for all roles<b><o:p></o:p></b></span></li></ul>
<p class="MsoNormal"><b>Shared Service Centers (SSCs)</b>: <o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l7 level1 lfo8">Review the SSC checklist for offboarding and follow-up on all action items for your role<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l7 level1 lfo8">Transact and approve Smart HR Termination Template in UCPath per the Dept request within 1 business day to UCPath<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l7 level1 lfo8">Transact and approve Final Pay Request in UCPath within 1-3 business days
<o:p></o:p></li></ul>
<p class="MsoNormal"><b><o:p> </o:p></b></p>
<p class="MsoNormal"><b><span style="color:white;background:teal;mso-highlight:teal">Resources:</span><span style="color:white">
<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="color:black;margin-left:0in;mso-list:l8 level1 lfo9">
Please visit the <a href="https://ucpath.ucr.edu/updated-offboarding-process">CSC website</a> for more information on the full offboarding process<span style="color:windowtext"> and resources</span>
<o:p></o:p></li><li class="MsoListParagraph" style="color:black;margin-left:0in;mso-list:l8 level1 lfo9">
(<i>Coming soon</i>) Please visit the BFS website for additional information on the local deductions, imputed income and details of final pay transaction
<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><span style="color:white;background:teal;mso-highlight:teal">Questions/Comments:</span><span style="color:white">
<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l8 level1 lfo9">Please contact
<a href="mailto:ucpathcsc@ucr.edu">ucpathcsc@ucr.edu</a> if you have any questions related to the overall offboarding process, communication, etc.
<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l8 level1 lfo9">Please contact
<a href="mailto:ucrpayroll@ucr.edu">ucrpayroll@ucr.edu</a> if you have any questions regarding the local deductions, imputed income and detailed final pay transaction
<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l8 level1 lfo9">Please contact your SSC for any information regarding the submission of information for the termination or 72 hour final pay process
<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thank you, <o:p></o:p></p>
<p class="MsoNormal">The Campus Support Center | <a href="http://ucpath.ucr.edu/">
ucpath.ucr.edu</a><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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