At Your Service Online (AYSO)
Does the new UCPath Portal replace all the functions found in AYSO?
Although the UCPath Portal replaces many functions in AYSO, employees and retirees will still access AYSO for the following:
- Manage beneficiaries and estimate retirement earnings
- View retiree pay statements and1099R statements
- Access W-2s and earnings statements for 2017 and earlier (W-2s and earnings statements for 2018 and beyond will be available on UCPath)
Access your AYSO account at https://atyourserviceonline.ucop.edu/ayso/
Where can I find out more about the changes to AYSO?
Click on this link http://fomucpath.ucr.edu/ayso_ucpath_UPDATED.pdf to learn more about what has changed with AYSO and what remains the same.
When did AYSO become view-only for employees?
AYSO became view-only for functions that have moved to UCPath on December 5, 2017.
Who do I contact with questions?
We’re here to Support You!
Employees should continue to reach out to their regular support contacts, such as a supervisor, Human Resources/Academic Personnel staff, or relevant Shared Services Center. These local support contacts will then escalate issues to the appropriate UCPath Hypercare Support Team if needed (e.g., payroll transactions, local systems & processes, data corrections, and IT).
You may also email the project team at firstname.lastname@example.org with questions or concerns.
Faculty and other academics should email UCPathhelp@ucr.edu
What is UCR's Future Operating Model (FOM)?
UCR’s Future Operating Model (FOM) is a business operations framework designed to enable effective and efficient service delivery via standard and optimized business processes. More information concerning FOM can be found at http://fomucpath.ucr.edu/fom.html
The primary goal of UCR’s FOM is to create additional support capacity from existing campus administrative resources and standardize policy compliance efforts / procedures / processes. While UCPath is primarily a technical implementation, it provides UCR a unique opportunity to improve Human Resources, Academic Personnel and other key business processes. Enhanced and streamlined business processes, in turn, allow UCR to target a greater proportion of campus resources towards UCR’s student success and research goals.
Importantly, UCPath requires UCR to make significant changes to campus HR, AP and payroll processes. This change mandate provides a unique opportunity to also optimize campus business operations, and this is why UCR has decided to implement FOM in parallel with UCPath.
What specific business processes will FOM include?
UCR has identified the following 7 critical local business processes that will align with the new processes brought about by UCPath:
- Full Accounting Unit (FAU) Management
- Position Data Management
- Salary Cost Transfer
- Time and Attendance
- Extended Leave Administration
The FOM|UCPath training webpages include detailed course information for each process at http://fomucpath.ucr.edu/training/courses.html and job aids, training decks and additional resources at http://fomucpath.ucr.edu/training/resources.html.
How do I learn about what I need to do differently for my job?
Staff should collaborate with their department head and/or organizational unit to discuss potential job impacts and identify training courses to learn new processes and procedures.
FOM|UCPath training courses can be accessed directly from the training courses webpage: http://fomucpath.ucr.edu/training/courses.html. Click on the course name to be taken to the registration page or register from the UC Learning Center, http://www.ucrlearning.ucr.edu/.
What is the difference between UCPath and UCR FOM|UCPath?
UCPath is a University of California-wide initiative to centralize, standardize and streamline HR, payroll, general ledger, workforce administration and academic personnel processes across the entire UC system. UCPath is the largest PeopleSoft implementation ever undertaken by an academic institution or system within the United States. Systemwide, the UCPath effort is overseen by the UC Project Management Office (PMO) located at the UC Office of the President (UCOP).
UCR FOM|UCPath is a campuswide effort to develop a Future Operating Model (FOM) for administrative service delivery to coincide with UCPath. FOM|UCPath will re-engineer key business processes that will optimize service delivery, create efficiencies and incorporate industry best practices.
Will UCPath or FOM reduce UCR's administrative costs?
The goal of UCPath and FOM is not to immediately reduce business expense or to completely eliminate future administrative support investments. Rather, the goal of UCPath and FOM is to optimize business processes and create additional capacity from existing campus resources. UCPath and FOM efforts are thus designed to “flatten,” over time, UCR’s future administrative cost curve and lessen the need for administrative support investments.
Who is in charge of the FOM|UCPath project at UCR?
UCPath is a huge project with many moving parts. Accountability for successful "go lives" and institutionalization of the UCPath processes and procedures is shared by the UCPath PMO Team and the UCR FOM|UCPath Project Team (http://fomucpath.ucr.edu/team.html).
The UCR FOM|UCPath Project Team is overseen by Executive Sponsors and a Leadership Group. Organization and department subject matter experts collaborate with the UCR FOM|UCPath Project Team to provide specific and detailed information that will be used for business process design and implementation.
Where can I find out more information about UCR FOM|UCPath and/or the UCPath project?
Find more information about the UCPath project, please visit the following UCPath websites: http://ucpathproject.ucop.edu or http://fomucpath.ucr.edu or for faculty http://ucrpath.ucr.edu. The Communications webpage http://fomucpath.ucr.edu/communication.html on the FOM|UCPath website includes communications that have been sent to campus, newsletters, video links, PowerPoint decks and more.
What are Non-FOM processes?
Non-FOM processes are those that need to be updated due to the UCPath implementation, but are not selected for optimization during the initial phase. There are 74 Non-FOM processes that are grouped into the following six categories:
- New Process Requiring Workflow - Processes that need a method of request and review. These processes can have a FOM touchpoint but can also occur independently of a FOM process
- Existing Process with Established UCR Toolset - Current UCR process conducted through existing tool, such as iReview
- Central Office Procedure - Process primarily executed in a central office that may require multiple steps
- Configuration/System Maintenance - Activity to maintain system setup, interfaces or data
- Primarily UCPath Center (UCPC) - Process primarily delivered by UCPath or UCPath Center
- FOM-Related - Variations or sub-processes for one of the FOM process areas that are only triggered by a FOM process (does not occur independent of a FOM process, e.g. Final Pay), do not have an established toolset and are not currently mapped
What is a Permanent Pay Card?
The ALINE permanent pay card is a Visa prepaid debit card and is not a credit card. Each payday your pay will be loaded on the card and will be available to use. It is similar to direct deposit because your money is available on your payday -- even if you are out of town, sick or unable to get to your financial institution (paper paychecks sent by mail are issued on pay day, but take several additional days to arrive at your home address).
What are the benefits of having a Pay Card?
- You enjoy the benefits of having a debit card, with the ability to transact using a PIN code or a signature.
- There are no fees for paying bills by phone or online using standard bill pay. (Note: there is a fee for expedited bill payments online).
- You have the ability to receive cash back with point-of-sale transactions at participating retail locations.
- ATM withdrawals are available from in-network locations.
- Tools are available for managing your card, including a website (mycard.adp.com), a phone app, bill payment capability and alerts.
- The card is a Visa prepaid debit card and is not a credit card. Each payday your pay will be loaded on the card.
- Each time you use the card, the purchase amount is deducted from the amount of money available on the card. Balance information is available through an app or website.
What financial institution issues the Pay Card?
The Pay Card is issued by ADP, which utilizes MB Financial Bank, N.A. for the Pay Card.
Who is eligible to sign up for the Pay Card?
If you are a non-represented employee with a social security number and a non-PO box address, you are eligible to sign up for a permanent pay card. (Note: represented employees are currently not eligible).
What are my responsibilites for using a Pay Card?
- You should call Cardholder Services (1.877.237.4321) immediately if you believe your permanent pay card or PIN has been lost or stolen so that the pay card can be deactivated.
- There is no fee for replacing one lost/stolen permanent pay card each calendar year, but there is a $6.00 fee (regular mail) to replace each subsequent lost/stolen card.
- You are responsible for all authorized uses of your permanent pay card.
- You are not responsible for unauthorized Visa debit transactions on your card account if you notify Cardholder Services within two (2) business days and you are not grossly negligent or fraudulent in the handling of your card.
- Review section “XV. Loss, Theft or Unauthorized Use” in the Cardholder Agreement http://bit.ly/paycardagreement for specific details.
- This FAQ handout http://bit.ly/paycardFAQ contains additional key information to review.
Where can I view all the information about the Pay Card?
Links to important documents can be found below, and on the FOM|UCPath Communications page:
How do I sign up for the Pay Card?
Review the following documents to learn more about the card and understand how to avoid fees:
- Fee Schedule: http://bit.ly/paycardfeeschedule
- Cardholder Agreement: http://bit.ly/paycardagreement
- FAQ handout http://bit.ly/paycardFAQ
- Review the instructions at http://bit.ly/paycardinstructions, and then complete and sign the consent form at http://bit.ly/paycardconsent.
- Visit UCPath online at https://ucpath.universityofcalifornia.edu/, click on “Ask UCPath Center”, then click on “Submit An Inquiry” to submit the electronically signed form.
- Select Topic = ‘Payroll‘
- Select Category = ‘Submit a Form Payroll Administration‘
- Enter Subject = ‘Personalized pay card enrollment’
- Upload your signed form and click on Submit.
- A permanent pay card enrollment confirmation, along with next steps will be returned within one businessday.
- Your card will arrive at your home address within seven to ten days after you initially sign up. Payments will be loaded on your card each payday.
Is ADP FDIC insured?
Yes, the UC Pay Card is FDIC insured (subject to established limits) and qualified transactions are protected by Visa’s Zero Liability from unauthorized purchases. Visa’s Zero Liability policy provides protection from unauthorized purchases in certain circumstances.
Is there a transaction fee associated with the Pay Card?
No, there are no transaction or startup fees associated with the Pay Card. However, there are some fees associated with transactions such as multiple replacement cards, etc.
When did paychecks begin posting in the UCPath Portal?
Beginning on January 2, 2018 for monthly employees and January 10, 2018 for biweekly employees, paycheck earnings statement became available in the new UCPath Portal.
Have payroll dates changed?
Direct deposits will now arrive in accounts on UCOP established payroll dates found here http://accounting.ucr.edu/payroll/pay_cal.html. Please ensure any automatic bill payments that you may have setup occur after UCOP payroll dates.
Can I still view my paycheck statement before payday?
Employees can view their paycheck statement in the UCPath Portal 48 hours in advance of payday.
Did UCPath change the calculations for payroll deductions?
UCPath uses current industry-standard, automated calculations for payroll deductions and withholdings. As a result, some deductions may be shown in a new order or be listed under different names. You may also notice differences due to new tax rates, voluntary deductions, benefit rates and benefit elections that are unrelated to UCPath (please view page two of this UCPath Paycheck Changes document http://fomucpath.ucr.edu/PaycheckChanges_week_FInal.pdf). If you have questions, please contact your supervisor, HR/AP staff, or your relevant Shared Services Center.
What are the changes to my earning statements?
Your UCPath paycheck and earnings statement look different now. For a summary of the new features, click here http://fomucpath.ucr.edu/PaycheckChanges_week_FInal.pdf. Main changes are that the new earnings statement includes your new employee ID number and vacation and sick leave balances are no longer on paychecks or earnings statements. With UCPath, you can view your leave balances on the UCPath portal with your computer or mobile device.
Will I still receive an email that my paycheck was direct deposited?
You will no longer receive an email notifying you that your paycheck has been direct deposited. Please confirm your deposits as you normally would.
Are there any changes to paper paychecks?
If you receive a paper paycheck, it will be sent to your home address by U.S. Mail on payday. It will arrive at your home address several days after payday.
Where can I view my sick and vaction leave balances?
Vacation and sick leave balances are no longer on paychecks or earnings statements. With UCPath, you can view your leave balances on the UCPath Portal with your computer or mobile device.
Public Service Loan Forgiveness
Has the implementation of UCPath changed the way we process our Public Service Loan Forgiveness forms?
Yes, the Public Service Loan Forgiveness form should now be signed off by the UCPC. Information is available on the HR website under Public Service Loan Forgiveness (http://hr.ucr.edu/worklife/financial/studentdebt.html) and the UCPath Portal (https://ucpathsupport.force.com/askucpath/s/article/Can-the-UCPath-Center-complete-the-Public-Service-Loan-Forgiveness-form).
What is ServiceLink?
ServiceLink is UCR’s online service request management tool that allows departments and organizational units to submit HR, AP, and payroll transaction requests to their assigned Shared Services Center. Campus partners can view requested items and completed tasks and will receive automated system notifications and completion verifications. Additional functions are being developed and will include FAU Management and Salary Cost Transfer requests.
Where do I find ServiceLink training?
The FOM|UCPath training webpage includes detailed information and training resources for ServiceLink. Visit http://fomucpath.ucr.edu/training/resources.html for videos and a job aid located under "Tools and Navigation".
Shared Services Centers (SSC)
Why did UCR implement Shared Services Centers?
Shared Services Centers (SSCs) enable UCR to streamline and enhance transaction processing so that support staff may focus on more value-added (non-transactional) services. UCR’s four SSCs are now live and providing ongoing services to campus organizations.
How do I know which SSC provides service to my department and what services they provide?
UCR’s four SSCs (Citrus, Harvest, POSSC and R'SSC) are live and providing ongoing services to campus organizations. For more details on the organizations they serve and what services each provides, click on their webpages located on the Shared Services Centers webpage: http://fomucpath.ucr.edu/SharedServicesCenters.html.
What is PeopleSoft?
Oracle PeopleSoft Human Capital Management (HCM) is considered a reliable, secure and flexible technology solution for large organizations like the University of California. After careful review, UC selected PeopleSoft HCM version 9.2 as the foundation for the new UCPath system to replace PPS and to support payroll, benefits, general ledger and additional human resources business processes for all 10 UC campuses and five medical centers.
What browsers should I use to view the UCPath Portal?
Some portal functionality does not perform correctly when using Internet Explorer. For example, when using Internet Explorer, UCR employees are NOT able to view important information such as paycheck details. Employees should use one of the following browsers when accessing the UCPath Portal:
• Google Chrome
• Microsoft Edge
• Safari (on an Apple device)
Time and Attendance Reporting System (TARS)
Does UCPath replace TARS?
UCR will retain its local timekeeping systems, including TARS, and will develop interfaces to UCPath throughout the initial phase of UCPath. These interfaces will pass timekeeping data to UCPath for payroll and leave calculations. Once all UC locations have implemented the HR/payroll aspects of UCPath, the plan is to begin the second phase of the program to standardize timekeeping systems across UC.
How do I use TARS?
The FOM|UCPath training webpage includes online "Intro to TARS" courses for employees, staff and academic supervisors, and Shared Services Centers. Visit http://fomucpath.ucr.edu/training/courses.html for course links.
What kind of training is available?
The UCR FOM|UCPath Training Team has been working with staff across campus to determine the right balance of training for groups of users. Highly impacted super-users, like Shared Services Center staff and HR/payroll professionals, who will interact with ServiceLink and transact in PeopleSoft have access to the most robust training on FOM/non-FOM processes, ServiceLink and PeopleSoft. Moderately impacted individuals at the organizational unit/department level who will request or initiate activities within ServiceLink, but will not interact with PeopleSoft, primarily receive training on FOM/non-FOM processes and ServiceLink.More casual users, like managers (who will use UCPath to view data about their staff) and the general population (who will use UCPath to update their personal information) will access training on the use of the UCPath Portal.
For more information, the FOM|UCPath training webpage includes detailed course information for each at http://fomucpath.ucr.edu/training/courses.html and job aids, training decks and additional resources at http://fomucpath.ucr.edu/training/resources.html.
What does UCPath stand for?
UCPath = UC Payroll, Academic Personnel, Timekeeping & Human Resources
What is UCPath?
UCPath is the University of California’s critical business transformation project to implement a single payroll, benefits, human resources and academic personnel solution for all UC employees. UCPath will replace UC’s 35-year-old Payroll/Personnel System (PPS) with a single new payroll and HR technology system, standardize and streamline payroll and HR processes systemwide, and centralize certain human resources, academic personnel and payroll transactional processes within the UCPath Shared Services Center.
Can a UC campus opt-out of the UCPath project?
All UC campuses and medical centers are currently working on deploying UCPath. UCOP went live in 2015 and pilot locations went live on January 2, 2018. It is not reasonable to expect the project to be significantly postponed at other UC locations or that a campus could opt-out.
When did UCOP request that UCR serve as a pilot campus and why is UCR participating?
During the past 15 years, UC Riverside has successfully deployed many large and complex systems and has participated in numerous UC-wide initiatives. After UCPath experienced several deployment delays, UCOP requested UCR’s participation as a pilot campus in the summer of 2015.
Will problems and challenges that continue to occur after go-live still be addressed?
The UCR project team is currently fully dedicated to providing enhanced (Hypercare) support to address any and all UCPath issues. Hypercare support will be available for as long as needed. Nearly all of the FOM|UCPath project team is on standby to resolve questions and issues as efficiently as possible. Employees should continue to reach out to their regular support contacts, such as a supervisor, Human Resources/Academic Personnel staff, or relevant Shared Services Center. These local support contacts will then escalate issues to the appropriate UCPath Hypercare Support Team if needed (e.g., payroll transactions, local systems & processes, data corrections, and IT).
Is the project complete now that UCPath is live?
Converting PPS data into UCPath and completing the first payroll cycles was just the first critical stage in UCPath deployment. The UCR project team continues to focus on ensuring the campus is successful in all elements of the transition to UCPath. Upcoming priorities include data availability & reporting, general ledger functionality, and other areas.
When did UCR go live with UCPath?
UC Riverside was one of the pilot campuses that went live with UCPath for all faculty and staff on January 2, 2018.
UCPath Center (UCPC)
What is the UCPath Center (UCPC) and where is it located?
The UCPath Center (UCPC) is the physical location of University of California’s new Shared Services Center and part of the UCPath implementation. The UCPC is located south of UCR in a LEED Gold Certified building designed to be sustainable and energy-efficient. The address is: 14350 Meridian Pkwy., Riverside, CA 92518.
The UCPC is the transactional hub which will support UC’s 200,000 employees from each of the UC campuses, medical and research facilities. The UCPC will be staffed with ~450 employees when it is fully operational. Tasks from approximately one hundred processes in the areas of payroll, benefits, finance and general ledger integration, absence management, compensation and workforce administration were identified, and will be standardized across the UC system and handled by the UCPC.
What services and functions will the UCPath Center provide?
UCPath is a single system supporting all UC campuses and medical centers (unlike PPS, which is in reality 15 different systems). Given that UCPath is a single system, the UCPath Center is a systemwide Shared Services Center supporting various functions where a single approach can be provided efficiently and effectively. These functions include, but are not limited to, the following (some functions are collaboratively provided with UCOP):
- Executing / managing the payroll compute and employee payment functions
- Systemwide payroll related benefits interactions (e.g. processing payments for health care vendors)
- Tax processing
- Garnishment processing
- Employment / income verification
Additionally, for common payroll and payment issues, the UCPath Center will be an employee’s first stop for trouble resolution.
UCPath has been providing these services to UCOP since December 2015. These efforts have not been trouble-free, but UCPath has met general service expectations and has improved performance metrics during the past year. Thus, while there is still much work to be done, it is reasonable to assume the UCPath Center will be able to adequately support UCR’s payroll environment and employee population.
What information is in the UCPath Portal?
Employees can log into the UCPath Portal at https://ucpath.universityofcalifornia.edu to view pay statements, W-2s (after 2018), benefits, vacation, sick and other leave balances (e.g., sabbatical leave). In addition, employees can view and edit personal information (contact information, emergency contacts, degrees, licenses), direct deposit accounts, and tax withholdings. For more information, click on http://fomucpath.ucr.edu/portalinformation.pdf or watch a short tutorial here https://youtu.be/quA41WFQOEQ.
How do I use the UCPath Portal?
There are numerous resources that demonstrate how to use the Portal. Below are links to video tutorials and publications:
- Employee portal tutorial: https://youtu.be/quA41WFQOEQ
- Managers portal tutorial: https://youtu.be/Dkw6ZqY1l20
- Portal Basics (downloadable): http://fomucpath.ucr.edu/portalinformation.pdf
- Portal training courses for employees and managers: http://fomucpath.ucr.edu/training/courses.html
- Job aids for specific personal, payroll, and benefits transactions: http://fomucpath.ucr.edu/training/resources.html