Updated Offboarding Process

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?

WHAT IS CHANGING?

Per a UCOP request, the UCPC is asked to reduce the turnaround time to generate the final paycheck for non-represented voluntary separations to 72 hours from the date of separation. Non-represented voluntary separations are currently paid on the next on-cycle check date. This change is necessary due to a significant increase in wage claims against the University.

The improved process implemented to achieve a 72-hour turnaround time for non-represented voluntary separations will be done in two phases. The 1st phase solution will be put in place over the short term and the 2nd phase solution over the long term. The short-term solution begins on May 2nd with improvements and adjustments to the manual process which is currently in place. 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.

The ACTION REQUESTED by our campus for the short term solution beginning May 2nd is specifically adherence to an expedited turnaround time for which requests to SSC’s are submitted and transactions are sent to the UCPath Center expeditiously so that requests for final paychecks will be sent from our campus to the UCPC as soon as possible. This change impacts all roles in the offboarding process workflow. We will be working to refine this process and make adjustments to make sure it works for all of our campus stakeholders over the next couple of months so we can fulfill our collective goal to ensure that employees who resign, receive pay within 72-hours of their separation date.

WHAT IS THE CURRENT PROCESS?

For Represented Employees & Involuntary termination: Currently, they receive their final paycheck within 72 hours
For Non-represented Voluntary Separation Employees: Currently, they receive their final paycheck on the next pay cycle

WHAT IS THE UPDATED PROCESS?

At this time, the UCPath Center cannot support the 72-hour turnaround time for final pay for non-represented, voluntary termination employees as listed below, so for the time being the process for Non-Represented Voluntary Separation Employees will still be receiving their final paycheck on the next pay cycle (not in 72 hours from day of separation).

The image below reflects the ultimate goal, however an ETA is still pending on when this process will be put into place:

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

Checklist | Download
UCPC Job Aid
UCPC SLA (Coming soon)
Scenario matrix for each role (coming soon)
Infographic
Informational Powerpoint Deck

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.

UCPath Campus Support Center