Offboarding Trainer Introduction
Dora (not the explorer) Rubio Title: Financial Process Trainer Department: HR | UCPath Years @ UC: -1 Previous Experience: Director of Global Compliance Training for a global money transfer company, with 10 years of training experience. Discover Learning Objectives (1 of 2)
1 Identify the new roles and tasks for the Offboarding FOM process.
2 Demonstrate the ability to initiate Offboarding requests in ServiceLink. 3 Learning Objectives (2 of 2)
3 Demonstrate the knowledge of the 4 transactions associated with Offboarding.
4 Demonstrate knowledge of the Offboarding Final Pay business process. Offboarding Introduction
Offboarding is the last business process in the employee life cycle that will be improved with the deployment of UC Riverside’s Future Operating Model and the UCPath system. The process begins when the decision to end the current employment relationship, by either the employee or University, has been made. It can also involve terminating an employee from only one job, if they hold multiple positions. Current State vs Future State Opportunities for improvements: The improvements will include: Improve process to initiate, track Online task management. and confirm completion of Offboarding tasks. Coordinated transactional support with consultation from central offices. Identify and recover assets before the employee’s last day. Job end date reports for initiating the Offboarding process. Implement campus-wide tracking for Do Not Hire and Preferential Rehire. UC-system wide Do Not Hire and Preferential Rehire information. So What’s New?
ServiceLink
Inter- Centralized Campus Information Transfers
New
Exit Checklist Surveys Tasks
Final Pay What’s New- Final Paycheck
Off-Cycle On-Cycle UCPC
• Involuntary Terminations • Non-Represented Employees • UCPC will process off-cycle • Voluntary Represented • Voluntary Terminated paychecks Employees • Employees will receive their • Same day paychecks will • SSC will request off-cycle final paychecks on their not be available. paychecks usual payday. • UCR will no longer produce paychecks. What’s New- Final Pay- TARS
Beginning an E-078 Accruals, vacation Once the Employee’s Final Pay Transaction and comp time must final timesheet has Pulling the employees and entering the be paid out by Clicking the “Submit been submitted and final timesheet from employee’s time checking the “Payout Final Pay” transaction completed in TARS TARS worked and/or leave Accruals” tab on the in UCPATH the SSC begins the taken for the entire “Leave” tab of the final pay process by: final pay period. Final Pay Form.
Note: If employee is owed additional compensation along with their final pay you would add this payment on the “Earnings” tab Offboarding FOM Process Essential Roles & Responsibilities
1: HR/AP (Initiator) ServiceLink
2: Department Fulfiller(s) ServiceLink
3: Shared Services Center Fulfiller(s) UCPath
4: Shared Services Center AWE Approver UCPath HR/AP Staff Offboarding FOM Process (Initiator) Essential Roles First is the Initiator role, who initiates an Offboarding request using ServiceLink with final pay 1: HR/AP Staff (Initiator) ServiceLink additional compensation if applicable.
This is a required role.
2: Department Fulfillers(s) ServiceLink Can be assigned to one or several employees in the department org.
3: Shared Services Center Fulfiller(s) UCPath Assigned to: • HR/AP Business Partner 4: Shared Services Center AWE Approver UCPath • HR/AP Generalist
The Initiator is the individual responsible for collecting Offboarding information from the department/employee. Department Offboarding FOM Process Fulfiller(s)
Essential Roles Department Fulfiller is the second role in the process. 1: HR/AP Staff (Initiator) ServiceLink Completes tasks assigned to the task queue. 2: Department Fulfiller(s) Confirms submission of final timesheet with supervisor. 3: Shared Services Center Fulfiller(s) UCPath
4: Shared Services Center AWE Approver UCPath Departments can have more than one Department Fulfiller. Offboarding FOM Process SSC Fulfiller(s) Essential Roles The third role is the SSC Fulfiller, who submits the termination 1: HR/AP Staff (Initiator) ServiceLink transaction in UCPath.
2: Department Fulfillers(s) ServiceLink Completes tasks assigned to the SSC task queue. 3: Shared Services Center Fulfiller(s) UCPath This is a required role.
4: Shared Services Center AWE Approver UCPath Fulfillers: • Shared Services
Communicates with department if there are any issues with the request and marks requests complete within ServiceLink. SSC Offboarding FOM Process AWE Approver Essential Roles
1: HR/AP Staff (Initiator) ServiceLink
2: Department Fulfiller(s) ServiceLink Provides a final review in UCPath for quality assurance after SSC Fulfiller submits transaction. 3: Shared Services Center Fulfiller(s) UCPath This is a required role.
4: Shared Services Center Approver UCPath Approvers: • Shared Services Offboarding FOM Process Essential Roles
Roles 1,2, transact in ServiceLink. 1: HR/AP (Initiator) ServiceLink Roles 3-4 transact in UCPath. 2: Department Fulfiller(s) ServiceLink All these roles have the ability to view the 3: Shared Services Center Fulfiller(s) UCPath status of the request and assigned tasks.
Roles can be performed by 1 or more 4: Shared Services Center AWE Approver UCPath employees.
Will be identified and assigned by Departments/SSC as applicable based on the system. Offboarding Tasks and Responsibilities
HR/AP Staff (Initiator) Department Fulfiller(s) Shared Services Center Tasks Fulfiller • Initiates Offboarding • Department SAA • Submits UCPath request in removes system transaction. ServiceLink. access. • Sends exit • Coordinates return of documentation to • Indicates if additional UCR assets. employee. compensation is owed • Sets up exit interview • Updates separation to the employee on or exit interview checklists. their final paycheck. survey link. • Pull employee’s final • Ensures employee’s timesheet from TARS. • Initiate Onboarding final timesheet has • Updates ServiceLink request if Academic been finalized and completion status. staff is transitioning to approved. a courtesy title. Off Boarding Process Quick Overview ServiceLink UCPath TARS Step 1 Step 2 Step 3 Step 4 Step 5 Step 6
Employee/ Initiator Department Shared Services Shared Services SSC AWE Supervisor (HR/AP Staff) Fulfiller Center Fulfiller Center Fulfiller Approver
Submits their Initiates Completes tasks Completes tasks Pulls employee’s 1. AWE Approver final timesheet in Offboarding assigned to the assigned to the final timesheet reviews TARS on or request in task queue. SSC task queue. from TARS. transaction for before final work ServiceLink with quality day. final pay additional Confirms Submits Submits Final assurance. compensation if submission of termination Pay transaction Supervisor applicable. final timesheet transaction in in UCPath 2. UCPath Approves with supervisor. UCPath. distributes final paycheck. Offboarding Transactions (ServiceLink and UCPath)
•Employee resigns •Decision by the from current position University to end employment
1. Voluntary 2. Involuntary Termination Termination
3.Interlocation and 4.Retirement Intralocation Transfers
•UCR employee • Employee decides transfers to another to retire from UCR UC Location or another department Offboarding Transfers
Interlocation Intralocation UCR Employee transfers to another UC Employee transfers between University. Involves an Offboarding departments at UCR. Will be an transaction in ServiceLink and UCPath. Offboarding transaction ServiceLink and UCPath. Interlocation Offboarding Transactions
Interlocation Transfer: Sub process of Offboarding, a UCR employee transferring to another UC location. Now with the implementation of UCPath, Inter-location transfers will have 2 variants that are specific to Offboarding:
1. Transfers from UCR to a UC location on UCPath. 2. Transfers from UCR to a UC location on PPS. Interlocation Transfer Forms
1. Transfers from UCR to a UC location 2. Transfers from UCR to a UC location on PPS. on UCPath. Requires UFIN-300 and UFIN-301. Requires UFIN-300 to ensure personnel files are transferred from UCR. ***UCPC will manage the UFIN-301 process which ensures transfer of benefits, accruals and service information data to the PPS location.*** Interlocation Transfer *****NO Break in Service: to ensure no break in service, the Job Effective Date of the transaction must be the DAY after the employee's final day at UCR. The UC locations must coordinate to ensure the effective dates for Onboarding/Offboarding transactions are the same.*****
Example: Jane Smith’s last day worked is Friday Aug 25th. The Job Effective Date of both the termination and hire transactions must be the same. In this example the Job Effective Date will be Saturday Aug 26th, even though she is starting at UCLA on Monday Aug 28th.
Last Day Worked Job Effective Date Academic Considerations - Offboarding
Transitioning to courtesy appointments
Academic Appointee Retires and Resignees: Academics transition to a courtesy appointment such as an Emeritus, Professor of the Grad Division , or Academic Recall Appointee for Retirees or an Adjunct Professor for a Resignee.
1. The Offboarding ServiceLink request allows the initiator to indicate if the Academic appointee will transition to an Emeritus title or other courtesy appointment.
2. The SSC Fulfiller selects UC Retirement on the Smart HR Template to terminate the appointment
3. The SSC Fulfiller selects Rehire on the Smart HR Template (Onboarding) and chooses a reason code – Emeritus or Academic Recall to process the courtesy appointment Academic Considerations - Offboarding
RETIRE FROM ACADEMIC APPOINTMENT
Navigate to the Enter retirement Review Person Select the Smart HR details and attach Org Summary Retirement supporting Save and Submit page Transactions Template documents as page needed
REHIRE TO COURTESY APPOINTMENT
Enter and Submit Review/Approve Process Template View Employee Template Template Transaction Data Transaction Transaction Apply ServiceLink Demo Initiating Offboarding Request ServiceLink Portal View ServiceLink – Offboarding Request Form ServiceLink SSC Fulfiller Task View ServiceLink Simulation
https://goo.gl/YsGT4M CHECK YOUR UNDERSTANDING Offboarding Final Assessment
https://goo.gl/iJmf4u Summary Summary • ServiceLink: all departments will utilize ServiceLink for Offboarding employees, either from the university to from their departments in case of intralocation transfers. • Final Pay Checks: UCR will no longer produce paychecks. Final pay for Involuntary terminations and Represented employees will Always be paid off-cycle. Final pay for Non-Represented Voluntarily terminated employees will be paid on-cycle. • SSC will pull the employee’s final timesheet from TARS and ensure it is not sent through I-181. • There are 4 roles associated with the Offboarding process: Initiator, Dept. Fulfiller, SSC Fulfiller, SSC AWE Approver. • Interlocation Transfers: to ensure no break in service, the Job Effective Date of the transaction must be the DAY after the employee's final day at UCR.
• The Offboarding ServiceLink request allows the initiator to indicate if the Academic appointee will transition to an Emeritus title or other courtesy appointment.
Training Resources
http://fomucpath.ucr.edu/training/resources.html
Offboarding Final Assessment – LMS Registration https://goo.gl/iJmf4u Additional Help • Have additional questions? • Send your questions to [email protected]. • A FOM|UCPath Trainer will get back to you within 48 hours Course Evaluation
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