UCPath Employee HR Department

By Bobbi McCracken (Associate Vice Chancellor for Business & Financial Services and Controller) and David Gracey (Deputy CIO, Enterprise Solutions) |
Riverside, Ca –

With the implementation of UCPath, to ensure data consistency and improve accountability, an employee's HR department is derived based on position information. During the UCPath conversion process, over 90% of employees' HR department remained the same as their PPS Home Department using the derivation process. The UCPath HR Department is equivalent to the PPS Appointment Department. The HR Department is primarily used to provide the appropriate Shared Services Center access to the employee's record in UCPath and ServiceLink. In addition, the employee's HR Department is used for Enterprise Directory purposes. The logic used to derive the employee's HR department is as follows:

  1. UCRFS Activity code used to pay the employee's primary position.
  2. If the position is funded with more than one activity code, the activity code with the largest percentage used to pay the employee's regular earnings will determine the HR Department.
  3. If funding for the position is equally split between multiple activities, the first activity code in the funding entry will be used to derive the HR Department.
  4. If an employee has is more than one job, the primary job is determined based on the job with the largest appointment percentage (FTE).
  5. If there is more than one job with equal appointment percentages, the first employee record will be used to identify the primary job and derive the HR department.

The derivation of the HR Department is consistent with the approach used by other UC campuses and better utilize UCR's robust organizational structure.

To assist with better understanding the impacts of this change on accessing employee records in various systems, the following information is provided.

Shared Services Centers (SSC):

  • Access to update employee records and approve transactions in UCPath is based on the HR Department.
  • Access to employee timesheets in TARS based on the assigned HR Department.
  • Access to employee information in HRDW is based on the employee's HR department.
  • Routing of ServiceLink records are based on other data inputs (e.g. Accountability Structure initiating the transaction, department entered on form, department associated with the position, etc.), not the employee's HR Department.
  • Employees with positions in multiple departments will still require coordination between SSCs.

Department Users:

  • TARS: Inquiry access to a particular employee will be based on whether the employee's HR Departments in their primary job is associated with the user's Accountability Structure.
  • TARS supervisor: Approval is not based upon HR department. Rather approval routing for monthly paid employees will be based on the individual listed under the "Reports To" section of the position associated with the employee's primary job. For biweekly paid employees, approval routing is based on the individual listed under the "Reports To" for each position.
  • Changes to an employee's HR department will not impact the employee's access to UCR applications. EACS access is assigned by Systems Access Administrator (SAA) based upon the Accountability Structures not HR Department. Please note, if a department has developed a specialized application that is not integrated with EACS, it is recommended that access logic be reviewed to confirm privileges are not based on HR Department.
  • PAMIS: Notifications for eCAF, Notice of Awards, Allocation Letters, Expiration Notices, PIWRS Notices, Payroll Certification Notices, Cost Sharing Notices, are now based upon the PI's HR department. With this changes, users should see improvements related to academics with administrative appointments. In other cases, it may be necessary to establish roles under another accountability structure (e.g. PI's with HR Departments under Cooperative Extension may require the department SAA to establish PIWRS Coordinator roles in EACS under their D4XXXX Accountability Structure).
  • Access to employee information in HRDW is based on the employee's HR department.
  • If an employee's HR Department has changed as a result of the conversion, the employee's Enterprise Directory (ED) record may now appear under a different Accountability Structure. Department SAA's should ensure their Enterprise Directory Administrator has access to the appropriate Accountability Structures. The employee's HR Department appears in the Enterprise Directory. Please note changes to the HR Department will NOT impact an employee's existing Net ID.
  • Access to employee information in SuperDOPE is NOT restricted by HR Department.
  • Access to UCRFS Staffing is NOT impacted. Staffing is based on the FAU associated with the position not the employee's HR Department.

Again, the assignment of an employee's HR department within UCPath will provide for greater consistency in data and routing of information for HR and payroll purposes while minimally impacting other UCR applications.

Please direct questions regarding these changes to fomucpath@ucr.edu.