Services

Services

List of Services

Human Resources

Recruitment (staff): 

  • Submitting position descriptions.
  • HR creates job opening, application screening for staff recruitments for all P3 & below as well as represented.
  • Route applicants to department.
  • Update TAM status, etc.
  • Salary negotiations are between department, HRBP & HR.
  • Initiate TAM prepare for hire.
  • Preparing offer letters and employment contracts. 
  • Appointment extension requests.
  • Submission of onboarding case. 

Equities, Reclassifications and Stipends (staff): 

  • Submitting updated position descriptions.
  • Processing salary/job code change actions. 

Department Personnel File Management: 

  • Process content addition and deletion requests.
  • Schedule appointments to view personnel file contents.
  • Retrieval and copying personnel file contentsas appropriate. 

DMV Employer Pull Notice Program:

  • Register new and existing employees in the program.
  • Notify departments of employee driving record incidents reported by DMV.
  • Remove employees from the program.

Client Services: 

  • Benefits eligibility inquiries for new hires, ongoing/follow up questions need to go through central benefits & UC Path.
  • Employment status inquiries (Verifications go through self service portal).
  • Service Credit audit/inquiries.
  • Leave accrual inquires.  
  • Probation Period monitoring/inquires are now system driven in UC Path.

Payroll/Personnel 

Scope of Services includes Staff, Academics and Students 

Onboarding: 

  • New Hire Paperwork processing.
  • Pre-Placement Physical scheduling. 
  • DMV Pull Notice registration. 
  • Benefits Orientation information. 
  • Basic orientation (TAPS, ID card, UC Path Online, TRS, Ecotime, required training, FAQs) with follow up email. 
  • Position descriptions, staff contracts and CTO agreements.
  • Background check information and tracking. 
  • Sign up non-resident employees for Glacier. 

Payroll processing and review, including: 

  • Timesheet calculations and processing (paper and electronic, TRS, Ecotime).
  • Manual submission of I-181 & I-618.
  • Address Correction Files.
  • Retro module review.
  • Process offcycle check request and monitor for payment.
  • At times, process UPAY 644 (ie: Emergency Checks & death payments).
  • Payroll inquiries for employees, departments, UC Path and Central Payroll.
  • Research and resolve payroll issues with employee, department, UC Path and Central Payroll.
  • Process overpayments and address inquiries.

TRS Departmental Time Administrator(DTA) Services: 

  • Set up and maintain supervisor, work schedules and compensatory information.
  • Return timesheets to supervisors and employees.
  • Assist with resolution of inquiries.   
  • Escalate TRS technical issues to the TRSHelp Desk and facilitate resolution.
  • Run TRS reports for departments (including Ecotime for VMTH).
  • Resolve issues regarding TRS & Ecotime error reports (failures).
  • Participate in DTA workgroup.
  • Ecotime system management. 

Payroll/Personnel transaction Processing: 

  • Hires, reclassifications, merits, promotions, transfers, ERIT, furloughs, SWB, job and position data changes.
  • FLSA mismatch/overrides.
  • UC Path paper forms (ie: correcting FTE, start dates, accruals pay groups, etc). 
  • Summer compensation.
  • Management of Summer Session transactions & payroll.
  • Coordination with other service channels and locations (ie: transfers, manage moves, payroll, etc).
  • Funding entries with another action (Funding changes only & direct retro’s now part of department responsibility).
  • One-time payments.
  • Facilitate MLA’s (Multi-location agreements) between department & Central Payroll.
  • Work authorization updates (Tracker and I-9 reverification only).
  • Building and cubicle changes.
  • Reports to changes.

Student employment actions: 

  • Work study-code entry. 
  • Student increases (longevity and special recognition).
  • Job extensions.
  • Short Work Break (SWB), moving them on and off.
  • HandShake (legacy departments – phasing out)

Separations/Retirements: 

  • Calculate final hours, TRM, CMP, etc., submit final check requests to UC Path for processing  via usual pay method.
  • Process severance payment for layoffs. 
  • Provide “Termination of Employment Benefits” handbook (ie: benefits/fidelity, etc). 
  • Process emeritus rehire (if applicable). 
  • Process transfers from other UC campuses and Health System departments.
  • Address inquiries from RASC/benefits regarding historical pay.
  • Address inquiries from employees, departments, central offices and UC Path.

 

Leaves 

Client Service: 

  • Coordinate the following type of leaves: Employee’s own serious health condition, Pregnancy Disability, Parental bonding, Family member’s serious health condition, Military leave, Personal leave, Sabbatical leave, Administrative, Furlough’s and Workers’ Compensationleaves. 
    • Verify eligibility.  
    • Notice employee of rights/responsibilities.  
    • Coordinate LWP/LWOP and process payroll. 
    • Process TRS/Ecotime employee timesheets.
    • Coordinate return to work. 
  • Provide leaves counseling via phone, email and in person. 
  • Coordinate with DMS  (Disability Management Services) for industrial and non- industrial leave. 

Catastrophic leave:  

  • Provide catastrophic leave application information (when applicable).
  • Coordinate approval - with CAO/HRBP. 
  • Monitor and track donations/usage. 
  • Submit catastrophic leave donation form to Central Payroll. 

Department Personnel Leave File Management: 

  • Manage all documents for employees’file.

Workers' Compensation: 

  • Coordinate with Workers’ Compensation office in regards to all industrial leaves for employees that are not accommodated or off duty due to industrial injury. 
  • Collect worker’s compensation election form and alternate work schedule form from employee and submit to UC Path.
  • Adjust leave asinstructed by Workers’ Compensation & UC Path during the leave.

Medical Separation: 

  • Provide Medical Separation information as requested by (DMS) Disability Management Services and coordinate with department and employee.   

 

Customer Service 

Inquiry support: 

  • Provide primary support via phone, email, and AggieServiceto internal and external clients.  

“Report a Problem” analysis & resolution: 

  • Research reported problems to determine root cause and resolution.

AUSSC Website maintenance 

  • Keep website information updated and add Q&A, as needed.

AggieService support: 

  • Coordinate/approve Aggieservice access.
  • Provide training support to clients.
  • Troubleshoot client issues within the system & helpdesk.
  • Provide user enhancement feedback to change advisory board (CAB).

Miscellaneous:

  • Maintain AUSS-C Client Listserve.
  • Provide pertinent information, as needed.
  • Provide job aids.
  • Facilitate communications from UC Path and central partners to clients.
  • Participate in UC Path projects as well as central partners (ie: system changes, testing, etc).
  • Participate and facilitate new collective bargaining agreements (CBA).
  • Hold Quarterly Client Meetings.
  • Hold Quarterly AUSS-C Board Meetings.
  • Hold AUSS-C Monthly Q&A Sessions.
  • Fall mass hiring sessions including an on-campus presence.