UCPath

End Date Monitoring

Departments are responsible for monitoring appointments with upcoming end dates and taking appropriate action to: Extend continuing appointments

• Terminate ending appointments
• Apply Short Work Break (SWB), if applicable (see SWB Matrix)

Proactive action is necessary to avoid unintended impacts such as erroneous termination, missed-/over-payments, loss of benefits, or system access interruptions.

Action Items:

• Run the Cognos Jobs with Approaching End Dates (R-103) report to identify employees with upcoming end dates.
• Determine if appointments are scheduled to auto-terminate:
  • If the End Job Automatically box is checked, the job will auto-terminate on the Expected Job End Date.
  • If the End Job Automatically box is not checked, the employee will remain active, and pay continues.
• Determine the appropriate action, and initiate necessary transaction(s) to update the employee’s job record.

Academic Student Employees:

Initiate a PayPath transaction to:

• Extend continuing appointments.
• Apply Job Data changes. (FTE, Pay, etc.).
• Apply SWB, including the Expected Return Date.
• Check the End Job Automatically box to terminate on the Expected Job End Date (or submit a Termination template).

Academic Non-Students:

Appointments Extending:

Initiate the AP Appointment process to extend, modify, or re-appoint in advance of the existing Expected Job End Date.

• If Appointment approvals are pending and Job Data changes will not be in place by the pay deadline, submit an AP Folio UCPath Cert Request (as needed) to remove the End Job Automatically checkbox.

Appointments Ending:

Appointments with the End Job Automatically box selected will auto-terminate based on the Expected Job End Date.

• If the appointment is not set to end automatically, submit a Termination template.

Use of the End Job Automatically Checkbox

Departments can select the End Job Automatically checkbox in the original Hire transaction for academic employees. When selected, the position will auto-terminate as of the Expected Job End Date. Use of this checkbox does not collect important separation reasons necessary for reporting purposes and in determining eligibility for unemployment benefits; can create delays in Final Pay processing; and, if not properly monitored, can lead to erroneous termination resulting in unintended employee pay and benefit impacts.

To avoid unintended impacts, the End Job Automatically checkbox may only be used on temporary appointments:

• Academic Student Employees (ASE) where the appointment is ending.
• Temporary academic term appointments (e.g., Augmentations, Supplemental assignments).
• Visiting appointments.
• Summer Compensation jobs.
• Release to Grant Research title appointments.

Selecting End Job Automatically Checkbox versus Submitting a Termination Template

• Select the End Job Automatically checkbox via the Hire template when a temporary term appointment will end on the Expected Job End Date, and there is no intent to extend.
• Use a Termination or Retirement template to apply the appropriate termination reason code in Job Data. See Job Aid: Template Transactions ‐ Action Reason Codes and Descriptions (pages 5-7) for a full list of separation Template types {Termination (voluntary or involuntary) or Retirement}, descriptions, and action reason codes. This will ensure the most accurate separation reason information is identified and avoid erroneous terminations that lead to negative pay and benefit impacts to the employee.

Jobs Terminated in Error

Jobs that ended erroneously may have negative pay and benefit impacts to the employee, and require careful review and additional action by the department to mitigate impacts:

• Submit a Rehire/Reinstatement template to reinstate an employee to active status.
• Review Job Data to validate that all data points are correct once reinstatement if fulfilled by UCPC.
  • If issues are identified, email ap-path@ucsb.edu to request correction of Job Data attributes.
• Initiate Missed Pay with BFS, if needed.
• Initiate a Case with UCPC (if needed) to request:
  • Benefits review/reinstatement prioritization, and
  • Hire Date review/correction.

Ending Jobs Not Terminated Resulting in Overpayment

Jobs that did not end via the End Job Automatically checkbox and/or timely submission of a Termination template may result in an overpayment.

• Process the appropriate Termination template. See Job Aid: Template Transactions ‐ Action Reason Codes and Descriptions for a full list of Termination Template types, descriptions, and action reason codes on Pages 5-7.
• Initiate Over-Pay with BFS via ServiceNow , as needed.