HRSC Newsletter - December 2021 / Issue 2

• Better tracking for the PAR
• More modern feel with automated workflow to drive approvals
• Better visibility to search and know where the PAR is in the process
• Approvals are routed to the approver’s e-mail to take immediate action
• Built-in knowledge articles to support the PAR process
• A new mobile app to access EEC anywhere

• February 2022 – a new mobile app will be available to download to access the EEC anywhere.
• March 2022 – a new virtual agent will be available to assist with questions and get you to the right spot in EEC.

• Verify your personal email and home address on UCPath. Even if you signed up for an electronic W-2, it's important that UC can reach you.
• Verify your dependents. The Affordable Care Act (ACA) requires UC to make reasonable efforts to obtain Social Security numbers for employees, their spouses/domestic partners, and dependents. To review or update your dependent information, log in to UCPath, then select Employee Actions > Health and Welfare > Dependent Coverage.
• Sign up for a W-2 notification. You will receive a notification that your W-2 is available to view online on UCPath. To sign up, log in to UCPath, then select Employee Actions > Income and Taxes > Enroll to receive online W-2.
• International workers: Verify your GLACIER account information. International employees may receive a W-2 or 1042-S (Foreign Person's U.S. Source Income Subject to Withholding). To ensure your tax information is sent correctly, verify that your personal email and home addresses match exactly on UCPath and the GLACIER tax database. You may also opt to have an electronic 1042-S through GLACIER. Learn more about Form 1042-S.

• Per the Earned Income Tax Credit Information Act, UC includes a notice with all W-2 statements notifying employees that they may be eligible for the federal EITC. The EITC helps low to moderate income workers get a tax break. To qualify, you must  meet certain requirements  and file a tax return, even if you are not required to file or do not owe any taxes. EITC reduces the amount of tax you owe and may give you a refund. For more information about the federal EITC, reference IRS Notice 797 or contact the Internal Revenue Service at (800) 829-3676 or online at www.irs.gov.
• You also may be eligible to receive the California EITC, starting with the 2015 tax year. The California EITC is a refundable state income tax credit for low-income working individuals and families. It is treated in the same manner as the federal EITC and generally will not be used to determine eligibility for welfare benefits under California law. To claim the California EITC, even if you do not owe California taxes, you must file a California income tax return and complete and attach the California EITC Form (FTB 3514). For information on the availability of the credit, eligibility, how to obtain necessary forms and help filing, contact the Franchise Tax Board at (800) 852-5711 or via www.ftb.ca.gov.

• Employees enrolled for medical coverage will notice January 2022 benefit premium deductions starting with Dec. 8, 2021, paychecks if paid bi-weekly, and with Jan. 3, 2022, paychecks if paid monthly. 
• You may see a change in your premiums even if you didn't change plans. Your share of the benefits premium in 2022 is based on your full-time salary rate as of Jan. 1, 2021, and though UC works hard to keep costs for its medical plans stable, some employee medical plan costs for 2022 have increased.
• Check out the article on UCnet for more details.

• Find the current UCPath payroll calendar under the Quick Links section on the front home page of UCPath. You can select Payroll Resources and then Payroll Calendars to view both biweekly and monthly calendars. 
• The first pay dates of 2022:
  • For employees paid monthly, the pay date for December 2021 earnings will be January 3, 2022.
  • For employees paid biweekly, the first pay date of 2022 will be January 5, 2022.

• Visit UCPath and click Ask UCPath Center to submit an inquiry. You may also call the UCPath Center at 855-982-7284 from 8 a.m. to 5 p.m. (PST) Monday – Friday and speak with an associate.

• OE Confirmation Statements went out on December 2, 2021. Make sure everyone reviews to ensure everything is correct. If there is an error please create a UCPath case ASAP.
  • Call UCPath at (855) 982-7284 from 8:00 am to 5:00 pm (PT), Monday through Friday. 
  • Chat with UCPath Center from 8 a.m. to 6 p.m.
  • Opening a case in UCPath through Ask UC Path  feature in the UCPath Portal
  • Opening an Escalation case with the Employee Experience Center if you do not hear back from UCPath after 5 days

• Understanding your retirement benefit options at UC (Pension Choice vs. Savings Choice)
• Evaluating your individual situation and priorities
• Rollovers into UC Retirement Savings Program
• Pre-retirement planning & CAP elections
• Comprehensive retirement income planning

How to attend

1. Request a written letter of resignation and ensure the letter includes the following information:  
   1.  The name of the new UC campus
   2.  The start date at the new UC campus
   3.  The last day s/he will physically work at UCLA
   4.  The separation effective date from UCLA. Please note, this should mirror the start date at the new campus so there is no break in service
   5. S/he may also include their request to remain on pay status, using accruals between the last physical day at work and the separation effective date. This will help you plan your department operations better
2. Create and submit a Separation and/or Inter-Campus (UC Transfer) PAR at least two weeks before the separation effective date
   1. Use the separation reason code “Inter Location (BU) Transfer” only if there is no break-in service. No break-in service means your employee plans on working continuously or remaining on pay status using their accruals until their start date at the new UC campus.  Otherwise, use Resign- Accepted another job if the employee informed you that s/he has accepted another job at another UC campus, but will not be starting immediately after leaving UCLA
   2. Review the Offboarding checklist with your employee.
      An Offboarding Checklist is sent after the creation of the Separation and/or Inter-Campus (UC Transfer) PAR. The purpose of the checklist is to simplify the employee’s offboarding process.  It details all the necessary tasks that must be done when an employee is leaving the University.  It will ensure a smooth transition and handover of tasks as well as safety, security, and compliance for the university
   3. Direct your employee to update his/her home address and personal information.
      If your employee is moving out of the area, the home address and personnel information can be updated through the Self-Service feature in the UCPath Portal
   4. For questions regarding benefits, s/he may contact UCPath in one of the following ways:
      1. Call UCPath at (855) 982-7284 from 8:00 am to 5:00 pm (PT), Monday through Friday
      2. Chat with UCPath Center from 8 a.m. to 6 p.m.
      3. Opening as a case in UCPath through Ask UC Path  feature in the UCPath Portal
      4. Opening an Escalation case with the Employee Experience Center if you do not hear back from UCPath after five days
   5. For questions regarding accrual payouts, refer the employee to your Department Payroll Representative

• Qualifying Service (or employment service credit) includes service at other state agencies
• California state agencies include the following:
  • University of California (including Hastings College of the Law)
  • The UC-managed Department of Energy Laboratories
    • This would include service at LBNL until September 30, 2007
  • California State University
  • Time spent on military leave from the above institutions

• The following are NOT included
  • Community colleges
  • Other local or county agencies
• View the complete list of eligible state agencies online at https://www.ca.gov/agenciesall

• Active employees will see eligible / available accruals including vacation, PTO, sick, etc.
• Employees on an intermittent leave will see additional balances for CFRA and FMLA
• These balances will display for the entire year of leave
  • Example: an employee who returns May 2021 will see these balances through December 2021
• Balances are refreshed once a month. Refer to the Payroll Processing Schedule and look at the column “Leave Accrual Available on UCPath” for the date the balances are updated.