Here are other details to keep in mind for Spring '25 appointments:
Late Appointments
- Work with your 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 or Lecturer appointee(s) that are added to the Smartsheet and/or new employees complete their onboarding AFTER the applicable deadlines, 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 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) and late appointments may experience delays in their access and pay.
Short Work Break (SWB) - Summer Sessions
Consult with your respective BRS region if they will be utilizing Short Work Breaks (SWBs) for ASE/GSR and or Lecturer Appointments.
Summer Sessions
Summer Session appointments have a up to 31 days bridging period to bridge appointments ending in May to the first day of their Summer Session appointment. This typically allows for employees in Summer Session A, B, C, and 12W to bypass onboarding if there is an appointment approved on the Smartsheet.
- Summer Session appointment letters for those in sessions D, E, and F (who exceed the 31-day bridging period) need to be sent out to employees in order for them to complete their onboarding/mandatory new hire paperwork process.
- In order to avoid potential overpayment, departments should respond to their region's request for terminations for those employees that will not be returning in the Summer/Fall.
Important Dual FLSA reminder
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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.