List of 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 (departments view only)
  • Salary negotiations are between department, HRBP & HR.
  • Preparing employment contracts
  • Appointment extension requests
  • Submission of onboarding child case
  • Manage Misconduct Disclosure and Background Checks (staff and student assistants only)
Equities, Reclassifications, PD Updates 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 contents as 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 inquiries
  • Probation Period monitoring/inquiries are now system driven in UC Path

Payroll/Personnel

Scope of Services includes Staff, Academics and Student
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.
  • Staff contracts and CTO agreements
  • Misconduct Disclosure and 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/Ecotime 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 TRS Help 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 Actions:
  • Work study-code entry
  • Student increases (longevity and special recognition)
  • Job extensions
  • Short Work Break (SWB), moving them on and off.
  • Hand Shake (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’ Compensation leaves.

             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 employee's file.
 Workers’ Compensation:
  • Coordinate with Workers’ Compensation office regarding 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 as instructed 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 AggieService to internal and external clients
Report a Problem Analysis & Resolution:
  • Research reported problems to determine root cause and resolution
AUSS-C 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 Listserv:
  • 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