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Over the past six months, the UC Office of the President (UCOP) along with the UCPath Center (UCPC) and all 20 UC Location teams have been working to review and streamline the offboarding process to add additional efficiencies including speeding up the turnaround time to issue final paychecks for ALL employees (represented and non-represented) who separate voluntarily.

Offboarding - What is Changing?

Updated Offboarding Resources

FOR EMPLOYEES: What to do if you are resigning:

 

FOR SUPERVISORS: What to do if your employee resigns

 

FOR DEPT HR/AP: What to do when you have a resignation in your unit

 

FOR SSC: What to do when a unit submits a termination

 

When will the Offboarding process update take place?

  • Supervisors to notify their Dept HR/AP staff within 1 business day of employee’s written notification of resignation 
  • Dept HR/AP Staff to provide termination request to SSC within 1 business day
  • SSC to submit Smart HR Template Termination Transaction to UCPath within 1 business day* followed by the final pay E-078 transaction

*Is this 1 business day turnaround new? • No, the offboarding process should be completed expeditiously as soon as supervisors are notified about an employee’s intention to resign. The 1-business day turnaround time adds explicit specificity and quantifies the expected timeline for notification. Going forward there will be adjustments to the process where needed, monitoring, accountability and evaluation of these submissions.

On May 2nd UCPC will implement the short term solution 

Offboarding Action Items

  • For Employees: What to do if you are resigning
    • Submit resignation in writing to your supervisor
    • Review checklist
  • For Supervisors: What to do if your employee resigns
    • Review the Supervisor checklist for offboarding and follow up on all action items for your role
    • Submit written resignations given to you by your direct report(s) within 1 business day to the Dept HR/AP Staff Member in your Dept /ORG
    • Reach out to your unit if you are uncertain of who to notify for resignation/termination actions
  • For Dept/Org: What to do when you have a resignation in your unit
    • Review the Dept HR/AP Staff Member checklist for offboarding and follow-up on all action items for your role
    • Submit requests for terminations within 1 business day to your Shared Service Center
    • Reach out to your unit if you are uncertain of who to notify for resignation/termination actions
    • Review infographic to understand the high-level offboarding process end to end for all roles
  • For SSC: What to do when a unit submits a resignation
    • Review the SSC checklist for offboarding and follow-up on all action items for your role
    • Transact and approve Smart HR Termination Template in UCPath per the Dept request within 1 business day to UCPath
    • Transact and approve Final Pay Request in UCPath within 1-3 business days

Offboarding Contacts

Please contact ucpathcsc@ucr.edu if you have any questions related to the overall offboarding process, communication, etc.

Please contact ucrpayroll@ucr.edu if you have any questions regarding the local deductions, imputed income and detailed final pay transaction

Please contact your SSC for SLAs and any information regarding the submission of termination request or final pay information

What happens if the process is not followed?

In recent months, locations have seen an increase in wage claims brought under California Labor Code Section 202, which provides in relevant part that final pay is due within 72-hours from the date of separation. While court decisions have held that the University is generally not subject to similar wage and hour Labor Code provisions unless explicitly mentioned in the statute, the Labor Commissioner’s Office at California’s Department of Industrial Relations is processing such claims in increasing numbers. Accordingly, UC Legal recommends that we modify our current practice whereby non-represented employees who voluntarily separate from the University will receive their final pay within 72-hours from the day of separation. This modification will help alleviate the administrative and financial burden in responding to these claims. In addition, this modification will result in voluntarily separating employees being treated similarly regardless of union representation.

If the process is not followed, there may be additional wage complaints filed by employees who are not paid within 72 hours from the day of their separation, which may result in UCR having to pay waiting time penalties (so far, the UC System has had to pay over $300,000 in penalties and UCR has incurred some of that cost).

Offboarding Solutions

SHORT TERM SOLUTION

The short-term solution begins on May 2nd with improvements and adjustments to the manual process which is currently in place. For local processes, the short term/long-term solution is to make sure the flow of information is moved expeditiously (no longer than 1 business days) in between all stakeholders. 

LONG TERM SOLUTION

The 2nd phase long-term solution will utilize delivered Peoplesoft functionality in place of the system customizations and the manual process currently used. The long-term solution is targeted for August 2022.