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WELCOME
to our fourth Human Resources Service Center Newsletter!
As we continuously strive to create and promote content we feel may be valuable to those we have the privilege of servicing, we want to take this opportunity to ask for your feedback or ideas on any possible topics you would like us to cover in future Newsletters or Knowledge Articles/FAQ's.
Please feel free to share this newsletter with your employees for their benefit!
Thank you in advance for your support and assistance in bringing this all together.
Thank U
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TABLE OF CONTENTS
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*Click on a section to be taken straight to it*
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We wanted to provide notice that Effective July 1st, 2022, we will be deactivating our HSHR Rep email, in favor of receiving inquiries through the Employee Experience Center under "WFA General Inquiry".
Search the Employee Experience Center for quick answers to common questions regarding PAR-related policies and procedures. Submit a WFA General Inquiry if you don't find what you are looking for, or need assistance with a PAR issue, we are here to help!
*If you need to request a life-cycle transaction to be processed such as an Appointment Extension, Change in FTE, Certification Differential, or Separations, please submit your request through the Employee Experience Center under Services < PAR. A friendly reminder, if you are submitting a transaction as a Proxy on behalf of a manager, the manager will still need to log into the Employee Experience Center, and under the "To Do" section on the top right, approve the transaction for us to be able to begin working on this.
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SEPARATION PROCESS REMINDERS
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We wanted to provide a written reminder regarding our Separation Process in order to ensure timely final pay.
Please be sure to:
- Create a Separation PAR in the Employee Experience Center (EEC) as soon as you receive verbal or written notification from your employee. If a verbal resignation is given by the employee, please request a written resignation letter stating the following information.
- Last day worked: is the last day the employee physically came into work.
- Please note: If they worked the night shift, the last date worked is equal to the date they started their shift.
- Separation Effective Date: the first day the employee is inactive – no longer considered a UCLA employee.
- Please note: The last day worked and separation effective date cannot be the same dates.
- Separation Reason Code: if possible, please ask the employee to briefly state the reason for separation (i.e. personal reasons, accepted another job, moved out area, etc.)
- Add comments for further clarification to include more details on the above.
- If the employee is accepting a job from another UC Campus, please request they include the new UC campus and their date of transfer.
- Approve the PAR submitted by your Proxy as soon as possible in order for the WFA Team to proceed with UCPath entry.
- Approve your employee’s final timesheet as soon as the pay period is available in HBS. If time permits, please do not wait until the employee’s last day.
- If you employee has an active Leave of Absence (FMLA/Worker’s Comp, COVID, etc.) please direct the employee to connect with their Leave Analyst and provide update regarding their separation.
- For further details, the Offboarding FAQs is available in the EEC. The Offboarding Checklist can be found in the Human Resources Website.
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TUITION REDUCED FEE PROGRAM UPDATE
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UC supports employees who want to advance their education and offers UCLA tuition and fee discounts to those who are eligible.
To qualify, you must be enrolled in an approved program, be a career employee appointed at 50% FTE or more, and have completed your probationary period. For further information please visit, and be sure to review our amazing Fee Reduction FAQ article within the Employee Experience Center.
Please note we have moved the submissions for tuition reduction requests to an online intake process within the Employee Experience Center. All submissions must be electronically signed by the applicant and manager within the Employee Experience Center in order to be processed.
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UCLA AND UCLA HEALTH EMPLOYEES GET SPECIAL
ACCESS TO FARMERS INSURANCE CHOICE
Q: What is Farmers Insurance Choice?
A: Farmers Insurance Choice is a powerful tool that enables you to quickly and easily compare and save on auto, home, and renter's insurance. With the click of a button using Farmers Insurance Choice, or a phone call to our call center, we can provide you with multiple competing quotes from highly-rated carriers for insurance you can customize for your needs and choose the coverage that’s right for you.
Q: What benefits can I expect using the platform?
A: With Farmers Insurance Choice, you can expect competitive and affordable prices from multiple highly-rated carriers all in one place – in just minutes. You may also receive special savings and convenient payment options. Save even more when you bundle policies together from one carrier.
Q: What special discounts are available through Farmers Insurance Choice?
A: For example, Farmers GroupSelectSM customers saved an average of 22%* on auto insurance. See for yourself how much you could save with automated payments, good driver rewards, and multi-policy discounts.
Q: What sort of payment options are available from carriers on Farmers Insurance Choice?
A: There are a variety of convenient and automated payment options available. Most carriers offer a discount for automatic payment options.
Q: What if I needed to make a claim?
A: To make a claim, simply contact the insurance company that you obtain your policy from. All of the carriers available on Farmers Insurance Choice have dedicated auto and home claim teams who will guide you through the claim experience.
Q: How do I obtain quotes or get more information about Farmers Insurance Choice?
A: For additional information or to obtain quotes,Call 866-700-3114 or visit www.farmersinsurancechoice.com/uclaemployees
It’s fast. It’s easy. Get your personalized quotes today!
Call 866-700-3114
or visit www.farmersinsurancechoice.com/uclaemployees
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RETIREMENT SAVINGS PROGRAM UPDATE
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We wanted to provide a notice/reminder that effective June 30, 2022, companies that own fossil fuel reserves will be removed from the fund options in the UC Retirement Savings Program - 403(b), 457(b) and DC plans. Fossil fuel companies are defined as publicly traded companies owning any amount of fossil fuel reserves in thermal coal (not metallurgical coal), oil and gas.
The University of California is making this change because the Chief Investment Officer to the Regents has determined that the long-term prospects of companies that own fossil fuel reserves no longer meet the financial criteria for inclusion in the fund offerings for the Retirement Savings Program. This decision is consistent with the approach already implemented in the UC Pension, Endowment and Working Capital pools.
All participants in the UC Retirement Savings Program who have a balance will be notified of the upcoming change this week. Please refer those requesting more information to the announcement on myUCretirement.com or to Fidelity at 1-800-558-9182.
Copy of Fossil Fuel Free email scheduled to be sent Thursday, June 2, 2022. (A letter will be mailed to anyone with an RSP balance without an email address in the Fidelity system on Monday, June 6, 2022).
Fossil Fuel Company Investment Change Frequently Asked Questions (available on myUCretirement.com)
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JOB RECORD END DATE MONITORING
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There are more than 71,700 employee records and 2,300 contingent worker records with an “Expected Job End Date” of June 30, 2022.
Upon reaching the “Expected Job End Date,” UCPath will terminate all employees with expired jobs for which the “End Job Automatically” box is selected.
We want to remind everyone to please be sure to follow up accordingly based on your plans for the employee with the upcoming end date.
If your department will no longer be utilizing these employees:
- If the "End Job Automatically" box is selected, their appointment will automatically terminate at the end of the date listed under "Expected Job End Date".
- For those that don't have the "End Job Automatically" box selected, submit a Separation PAR request through the Employee Experience Center to make sure their appointment is terminated on the intended end date.
For all others that require extensions, please be sure to submit a request for "Appointment Extension" PAR through the Employee Experience Center as soon as possible, please be sure to attach the appropriate approvals required based on the employee's Appointment Type. We will be sure to process these as soon as possible to avoid any unintended complications.
We want to make sure we avoid any unintended impacts such as terminations, pay discrepancies, termination of benefits, system access interruptions or overpayments.
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RASC RETIREMENT PLANNING WEBINARS
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Are you thinking about retiring in the next few years — or in the next few months? Congratulations! It’s a good idea to start preparing as soon as possible. UC’s Retirement Administration Service Center retirement counselors offer monthly webinars to help you plan for your retirement and answer your questions.
Webinars are presented live via Zoom. When you register, you will receive a confirmation with relevant webinar information including the instructions for logging in. If you are not already a Zoom user, you may need to download the Zoom app or a plugin for your browser.
For further details and additional retirement planning resources visit "Retirement Benefits” on UCnet.com.
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Need help with your UCRAY’s account? Check out the how-to guides detailed on the following link for help with services of how to create and log into your account, retrieve your username and/or reset your password, https://ucnet.universityofcalifornia.edu/retirees/ucrays-how-to-guide.html
If you have a question or service issue, contact the UC Retirement Administration Service Center (RASC):
- By sending a secure message through your UC Retirement At Your Service (UCRAYS) account. You may send documents as secure message attachments or by fax to 1-800-792-5178.
- By phone at 800-888-8267, from 8:30 a.m. to 4:30 p.m. (PT), Monday through Friday.
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KNOWLEDGE BASE ARTICLES UPDATE
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We wanted to give everyone notice that we have a few new Knowledge Base Articles in the Employment Experience Center ready for you to view!
- UCRP Service Credit Purchase
- Public Service Loan Forgiveness (PSLF) Program
We are actively working on publishing a few more topics and hope to have those up soon. Please feel free to reach out to us with any suggestions on topics for us to cover!
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Employee Experience Center Team
This team provides guidance on general HR questions, resources for benefit-related questions, connects you to the best subject matter expert, and provides additional support with your unresolved opened cases with UCPath (To assist you they will need your UCPath case number).
Contact Info:
For Current Active Employees with a UCLA Logon ID
Access the Employee Experience Center, click on 'Services', and select the appropriate option based on your inquiry.
For All Others
Phone - 310-794-0500
Leave of Absence Team
This team is here to provide support for our employees, supervisors, and managers with information and guidance related to all Leaves of Absence (LOA). They can help navigate leave of absence guidelines, medical certification forms, a notice of rights and responsibilities related to Family Leave, Medical Leave, and Pregnancy Disability Leave. They can also direct you to additional resources, including links to information on other websites. They are here to support you!
Contact Info:
Phone - 310-794-0078
Email - [email protected]
Workers Compensation &
Transitional Return to Work Program Team
The Workers Compensation Team handles compensation claims and inquiries, including Workers Compensation benefits and related policy and coordination of Workers Compensation benefits with UC benefits.
The Transitional Return to Work Program Team handles requests for modified duty and temporary work accommodations for occupational and non-occupational disabilities.
Contact Info:
Phone - 310-794-3036
Fax - 310-794-3337
Email - [email protected]
Disability Management Team
This team works to reduce the human and fiscal cost of workplace disability by providing the following services:
- Provides consultation to employees whose disability may impact their work.
- Provides guidance and consultation on topics such as reasonable accommodation and the interactive process.
- Serves as the conduit between the University and health care providers when work restrictions need clarification.
- Provides consultation to management and HR Business Partners on all aspects of disability management related to UC Policies and Procedures, Federal and State leave laws, including the Americans with Disabilities Act compliance, Fair Labor Standards Act compliance, and reasonable accommodations, whether work-related or non-industrial.
- Utilizing an interactive dialogue in consulting with employees, management, and other Human Resource units regarding workplace disability issues.
Contact Info:
Phone - 310-794-3036
Email - [email protected]
Workforce Administration Team
This team processes employee life cycle changes (e.g. appointment extensions, career ladder/promotions, re classes and other compensation-related transactions, funding change, FTE change, separations, etc.), service credit verification for accrual purposes, fee reductions, and name changes.
Contact Info:
Phone - 310-267-0983
Online - WFA General Inquiry
Documents Management & HR Compliance Team
This team handles personnel files, file requests, survey file reviews, and all HR compliance needs.
Contact Info:
Phone - 310-267-3288
Please send your file requests to Email - [email protected].
Documents to be added to the personnel file may be uploaded through the PAR System.
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Edited and Curated by:
Ivan Beltran - WFA Analyst
Audrey Lazaro - WFA Lead
Lizeth Sanchez - SR. WFA Analyst
Michelle Guzman - EEC Lead
Executive Sponsor:
Mike Jones - HR Service Center Senior Director
Questions / Comments / Feedback
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