Dear Timekeepers and Payroll Managers,
Effective October 1, salaried graduate student positions (teaching assistants, associate instructors, and graduate student researchers) will import into Electronic Timekeeping to allow this population of employees to enter applicable PTO (Paid Time Off - GSRs only) and unpaid time off.
New Employees
The employee import sets default configuration for new hires and rehires based on the employee’s primary timekeeping job. For this initial import only, the email address from identity will also be updated for new BR or BX employees.
New Configuration
Payroll Managers/Timekeepers should always review new employees’ configuration for accuracy and update if needed. The following configuration items have been created for salaried graduate student employees and will be available in People Editor effective October 1:
Pay Rules: BR GSR MO-S HOL0, BX Exempt MO-S STU HOL0
Pay Codes: GSR Paid Time Off, GSR Unpaid Time Off, ASE Unpaid Time Off
Employee Pay Code Edit Profile: BR-BX Employee (contains all three pay codes)
Public Queries: Union - BR, Union - BX
Current Employees
Current active timekeeping employees may need configuration changes if they have a concurrent salaried graduate student position. The following questions can help determine the configuration changes needed:
- Does the Pay Rule align with the employee’s pay schedule in UCPath?
- Does the employee’s Function Access Profile allow for timecard entries?
- Does the employee have a Pay Codes “Edit” Profile that allows them to enter the new pay codes?
Multiple Jobs
Employees may have had only one timekeeping job, and now have multiple active positions. A Labor Level Transfer Set (LLTS) is assigned so they can identify the appropriate position when they make timecard entries. In the employee’s LLTS, the position descriptions distinguish the jobs.
The Primary Labor Account (PLA) could become the salaried position, as it may be the position with the highest percentage of appointment. It will be important for employees to select their hourly job(s) when recording hours worked to avoid UCPath upload errors.
Department Action Needed
Starting Monday, please update TMAA (Timekeeping Manager Assignment Application) for managers to have visibility of these salaried graduate student positions, and review configuration and update if needed.
Question?
For policy questions, please contact Academic Personnel. For configuration questions, please submit a Timekeeping ticket at ithelp.ucsb.edu.