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Offboarding
Trainer Introduction
Dora (not the explorer) RubioTitle: Financial Process TrainerDepartment: HR | UCPathYears @ UC: -1Previous Experience: Director of Global Compliance Training for a global money transfer company, with 10 years of training experience.
Discover
Learning Objectives (1 of 2)
Identify the new roles and tasks for the Offboarding FOM process.
1
Demonstrate the ability to initiate Offboarding requests in ServiceLink.
2
3
Learning Objectives (2 of 2)
Demonstrate the knowledge of the 4 transactions associated with Offboarding.
3
Demonstrate knowledge of the Offboarding Final Pay business process.
4
Offboarding IntroductionOffboarding 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.
Opportunities for improvements: Improve process to initiate, track and confirm completion of Offboarding tasks.
Identify and recover assets before the employee’s last day.
Implement campus-wide tracking for Do Not Hire and Preferential Rehire.
Current State vs Future StateThe improvements will include: Online task management.
Coordinated transactional support with consultation from central offices.
Job end date reports for initiating the Offboarding process.
UC-system wide Do Not Hire and Preferential Rehire information.
So What’s New?
New
ServiceLink
Centralized Information
Checklist Tasks
Final Pay
Exit Surveys
Inter-Campus Transfers
Off-Cycle
• Involuntary Terminations• Voluntary Represented
Employees• SSC will request off-cycle
paychecks
On-Cycle
• Non-Represented Employees• Voluntary Terminated • Employees will receive their
final paychecks on their usual payday.
UCPC
• UCPC will process off-cycle paychecks
• Same day paychecks will not be available.
• UCR will no longer produce paychecks.
What’s New- Final Paycheck
Once the Employee’s final timesheet has been submitted and completed in TARS the SSC begins the final pay process by:
Pulling the employees final timesheet from
TARS
Beginning an E-078 Final Pay Transaction
and entering the employee’s time
worked and/or leave taken for the entire
final pay period.
Accruals, vacation and comp time must
be paid out by checking the “Payout Accruals” tab on the “Leave” tab of the Final Pay Form.
Clicking the “Submit Final Pay” transaction
in UCPATH
Note: If employee is owed additional compensation along with their final pay you would add this payment on the “Earnings” tab
What’s New- Final Pay- TARS
Essential Roles & ResponsibilitiesOffboarding FOM Process
1: HR/AP (Initiator) ServiceLink
2: Department Fulfiller(s) ServiceLink
3: Shared Services Center Fulfiller(s) UCPath
4: Shared Services Center AWE Approver UCPath
First is the Initiator role, who initiates an Offboarding request using ServiceLink with final pay additional compensation if applicable.
This is a required role.
Can be assigned to one or several employees in the department org.
Assigned to:• HR/AP Business Partner• HR/AP Generalist
The Initiator is the individual responsible for collecting Offboarding information from the department/employee.
HR/AP Staff(Initiator)
1: HR/AP Staff (Initiator) ServiceLink
Essential RolesOffboarding FOM Process
2: Department Fulfillers(s) ServiceLink
3: Shared Services Center Fulfiller(s) UCPath
4: Shared Services Center AWE Approver UCPath
Department Fulfiller is the second role in the process.
Completes tasks assigned to the task queue.
Confirms submission of final timesheet with supervisor.
Departments can have more than one Department Fulfiller.
2: Department Fulfiller(s)
Essential RolesOffboarding FOM Process Department
Fulfiller(s)
1: HR/AP Staff (Initiator) ServiceLink
3: Shared Services Center Fulfiller(s) UCPath
4: Shared Services Center AWE Approver UCPath
Essential RolesOffboarding FOM Process
3: Shared Services Center Fulfiller(s) UCPath
SSC Fulfiller(s)
The third role is the SSC Fulfiller, who submits the termination transaction in UCPath.
Completes tasks assigned to the SSC task queue.
This is a required role.
Fulfillers:• Shared Services
Communicates with department if there are any issues with the request and marks requests complete within ServiceLink.
1: HR/AP Staff (Initiator) ServiceLink
2: Department Fulfillers(s) ServiceLink
4: Shared Services Center AWE Approver UCPath
Essential RolesOffboarding FOM Process SSC
AWE Approver
4: Shared Services Center Approver UCPath
Provides a final review in UCPath for quality assurance after SSC Fulfiller submits transaction.
This is a required role.
Approvers:• Shared Services
1: HR/AP Staff (Initiator) ServiceLink
2: Department Fulfiller(s) ServiceLink
3: Shared Services Center Fulfiller(s) UCPath
Essential RolesOffboarding FOM Process
1: HR/AP (Initiator) ServiceLink
2: Department Fulfiller(s) ServiceLink
3: Shared Services Center Fulfiller(s) UCPath
4: Shared Services Center AWE Approver UCPath
Roles 1,2, transact in ServiceLink.
Roles 3-4 transact in UCPath.
All these roles have the ability to view the status of the request and assigned tasks.
Roles can be performed by 1 or more employees.
Will be identified and assigned by Departments/SSC as applicable based on the system.
Offboarding Tasks and Responsibilities
HR/AP Staff (Initiator) Tasks
• Initiates Offboarding request in ServiceLink.
• Indicates if additional compensation is owed to the employee on their final paycheck.
• Initiate Onboarding request if Academic staff is transitioning to a courtesy title.
Department Fulfiller(s)
• Department SAA removes system access.
• Coordinates return of UCR assets.
• Sets up exit interview or exit interview survey link.
• Ensures employee’s final timesheet has been finalized and approved.
Shared Services Center Fulfiller
• Submits UCPath transaction.
• Sends exit documentation to employee.
• Updates separation checklists.
• Pull employee’s final timesheet from TARS.
• Updates ServiceLink completion status.
Off Boarding Process Quick Overview ServiceLink
UCPath
TARS
Employee/Supervisor
Initiator (HR/AP Staff)
Department Fulfiller
Shared Services Center Fulfiller
Shared Services Center Fulfiller
SSC AWE Approver
Submits their final timesheet in TARS on or before final work day.
Supervisor Approves
Step 1 Step 2 Step 3 Step 4 Step 5 Step 6
Initiates Offboarding request in ServiceLink with final pay additional compensation if applicable.
Completes tasks assigned to the task queue.
Confirms submission of final timesheet with supervisor.
Completes tasks assigned to the SSC task queue.
Submits termination transaction in UCPath.
Pulls employee’s final timesheet from TARS.
Submits Final Pay transaction in UCPath
1. AWE Approver reviews transaction for quality assurance.
2. UCPath distributes final paycheck.
Offboarding Transactions(ServiceLink and UCPath)
• Employee decides to retire from UCR
•UCR employee transfers to another UC Location or another department
•Decision by the University to end employment
•Employee resigns from current position
1. Voluntary Termination
2. Involuntary Termination
4.Retirement3.Interlocation
and Intralocation
Transfers
Offboarding Transfers
InterlocationUCR Employee transfers to another UC University. Involves an Offboarding transaction in ServiceLink and UCPath.
IntralocationEmployee transfers between departments at UCR. Will be an Offboarding transaction ServiceLink and UCPath.
Interlocation Offboarding TransactionsInterlocation 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.
1. Transfers from UCR to a UC location on UCPath.
Requires UFIN-300 to ensure personnel files are transferred from UCR.
2. Transfers from UCR to a UC location on PPS.
Requires UFIN-300 and UFIN-301.
***UCPC will manage the UFIN-301 process which ensures transfer of benefits, accruals and service information data to the PPS location.***
Interlocation Transfer Forms
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 boththe 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 WorkedJob 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 - OffboardingRETIRE FROM ACADEMIC APPOINTMENT
REHIRE TO COURTESY APPOINTMENT
Review Person Org Summary
page
Navigate to the Smart HR
Transactions page
Select the Retirement
Template
Enter retirement details and attach
supporting documents as
needed
Save and Submit
Enter and Submit Template
Transaction
Review/Approve Template
Transaction Process Template
TransactionView Employee
Data
Apply
ServiceLink DemoInitiating Offboarding Request
ServiceLink – Offboarding Request Form
CHECK YOUR UNDERSTANDING
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
https://goo.gl/iJmf4u
Offboarding Final Assessment – LMS Registration
• Have additional questions?• Send your questions to [email protected]. • A FOM|UCPath Trainer will get back to you within 48 hours
Additional Help
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Course Evaluation
