Actions to take and other reminders

Here are the actions needed for Summer/Fall 2024 hires plus other important reminders 

  1. Departments will be using their NEW AY24-25 and Lecturer AY24-27 Smartsheets for the Summer/Fall '24. 

    1. Begin entering the new ASE/GSR appointments on the new Smartsheets beginning the week of 3/25/24 or as soon as they are communicated by the respective BRS region.  Lecturer details will be communicated by BRS Regions the week of 4/8/24.

  2. DocuSign packets: Encourage new hires to complete their new employee paperwork (DocuSign packet) immediately upon receipt. This will help expedite their UCPath employee record and Employee ID (EID) as well as help to ensure on-time pay.

  3. ASE/GSR Appointment Letter templates have been updated (dated March 2024). The new Smartsheets will contain the updates and reflected in Appointment Letters generated by BRS. Departments/units who develop their own Letters should download and use the updated versions available on the People & Culture website going forward

Late Appointments

  • Work with applicable HR Generalist for any late hire requests. Remember that Position Number data must be accurate with the appointment data in the Smartsheet -- this will help mitigate process delays.
  • For late ASE/GSR appointee(s) that are added to the Smartsheet after 7/12/24 or if hire/rehires do not complete their DocuSign packet before 8/2/24, BRS may not have sufficient time to process these by the UCPath Center deadlines for on-time pay. Please know that BRS regions will work with their respective departments on these.
  • Advise these new hires that their pay may not be issued on their regular pay date (bi-weekly or monthly as outlined on the Controller’s Office website(link is external)) and may need BRS to take action to further process and expedite their pay. Based on when the request is submitted, It can take up to 10-15 business days for (late appointment) hires to see their check. Also note: this could necessitate a revised Appointment Letter for those applicable title(s).

  • For late Lecturer appointee(s) that are added to the Smartsheet late or if they do not complete their new hire paperwork/Onboarding before 06/12/24 (for AY appts) and/or 7/10/24 (for semester appts) this may create delays in their access and pay.

Important Dual FLSA reminder

  • Dual FLSA/pay cycle complications as a result of multiple jobs/concurrent appointments and/or multi-location appointments (MLAs) can cause additional delays Submitting manual (paper) monthly(PDF file) or bi-weekly(PDF file) timesheets may be an alternative to use for the first pay period. Save these links and provide them to new hires, in the event of delays to systems access such as CalTime.