A biweekly publication for faculty and staff

BFS News: UCPath Event on May 2

April 23, 2013

UCPath Demonstration of the Case Management and AWE systems on May 2

UC Merced’s UCPath (HR, Payroll, Benefits system) project team has been working on the initiative’s implementation and impact on local campus processes. It is now time to include many of campus stakeholders in the process and on the teams.

The UCPath Central Project Management Office has put together a session to demonstrate and convey the functionality and use of the Case Management and Approval Workflow Engine (AWE) systems. These two systems will be used to complete future processing. The central Project Management Office will be on campus May 2 from 9-11:30 a.m. to highlight the functionality of the two systems, share demonstrations and answer questions.

The session will include:

  • A brief overview of the UCPath Business Process Mapping (BPM) procedure, supporting documentation and more. BPMs define how the local business processes for HR, Payroll and Benefits transaction processing will occur on campus through to the UCPath Shared Service Center.
  • Design overview and functionality demonstration of the Approval Workflow Engine (AWE). The Office of the President UCPath team has proposed a solution to allow campuses to capture and route transactions for approval prior to submission to the UCPath Center.
  • Approval Workflow Forms will be delivered to support the following HR/Payroll Actions: 
    • Template Based Hire (Hire/Rehire)
    • Full Hire (Staff/Academic) with Job Earnings Distribution (JED) and Additional Pay
    • Contingent worker
    • Quick Hire (i.e. students)
    • No Job Earnings Distribution or Additional Pay
    • Data Change
    • Transfer
    • Earning Distribution Change
    • Short Work Break
    • Pay Rate Change
    • Retirement
    • Termination
    • Additional Pay
    • Financial Transactions
  • Introduction and demonstration of functionality of the Case Management system (CM). How to open and monitor a Case and when to use Case Management, when to use AWE, or when other systems are used.

The target audience is campus departmental and schools’ MSOs and administrative staff that will make decisions on how to deploy roles in the Approval Workflow Engine. To ensure there is a representative from all campus departments and schools are present, please RSVP Kim Groesbeck at kgroesbeck@ucmerced.edu. For questions related to UCPath, please email ucpath@ucmerced.edu or visit ucpath.ucmerced.edu for more information.

Insurance Required for UC Vendors and Service Providers

Did you know that independent vendors, consultants, contractors and other service providers who perform work or services for the University under contract or purchase order are required to have insurance? A vendor could cause financial loss to the University that is far greater than their contract value. Anyone providing services to the University exposes the campus to liability, no matter how big or small the task is. Therefore, UC policy requires vendors to carry insurance, no matter the dollar value of the contract or the type of service performed.

Sometimes a vendor will ask the University to waive or reduce the insurance requirement. We do not recommend doing so. A vendor can be held financially responsible for a loss to the University,  regardless of whether or not they have insurance. Waiving the insurance requirement does not waive the University’s right to make a claim against the vendor for any loss or damage caused by them. Insurance serves to protect the vendor’s assets and it's in their best interest to have insurance rather than place their assets at risk.

Vendors are required to have insurance before commencing work with the University. The Vendor/Contractor Insurance program is available to assist vendors who do not have insurance or are underinsured. The program provides a means for vendors to purchase a bundled general liability and professional liability policy for a flat fee of $500. These two coverages cannot be unbundled. A policy is purchased specific to a vendor and covers all work the vendor performs for the University (at any UC location) during the one-year policy period. If the work extends beyond one year, the flat fee must be paid annually. The policy does not cover any work or services the vendor performs for other entities.

Vendors can purchase this insurance online at http://ucmerced.marshcampusconnexions.com/Home/tabid/537/Default.aspx  or call Risk Services at 209-228-4705 for more information.

Save the Date for Risk Summit 2013

Mark your calendars for the 2013 UCOP Risk Summit, happening June 5-7 at the Marriott Oakland City Center. This annual gathering of UC professionals provides an opportunity for campuses to share perspectives, best practices, challenges and solutions for improving efficiency and better managing risk. Last year, UC Merced and several of its staff were honored for various initiatives, including the acceptance of the 2012 UC Ready Excellence in Mission Continuity award. For more information about this year’s conference, can be found on the Risk Summit website.

Upcoming Meetings and Training

  • The next Campus Purchasing Meeting is scheduled on May 1 from 1:30-3 p.m. in KL 232. Join the group on the first Wednesday of every month to hear about purchasing procedure updates and advice, and to give feedback to the University’s Buyers.
  • If you missed April’s Purchasing, FAU and CatBuy trainings, plan ahead for the next round scheduled in mid-June. These sessions are required for certain positions on campus, but are also informative for any staff and faculty seeking to familiarize themselves with the University’s purchasing protocols.  Click here for more information.

Designated walk-in times: no appointment necessary

Tax Services Tuesdays - UC Merced Tax Services is now available on campus in KL 201 every third Tuesday of the month between 8:30-10:30 a.m. Please stop by if you need assistance with campus tax-related questions and matters. While we cannot offer specific tax advice on any matter, we can direct you to the appropriate resources. We look forward to serving you. You may also email tax@ucmerced.edu or contact Kiran Samran, tax services manager at extention 4075. For helpful information, please visit the Tax Services website.

Payroll FridaysEvery Friday, a Payroll expert is stationed in KL 201 until 5pm for the opportunity to meet and discuss your concerns without making a formal appointment. If you have Payroll-related questions (anytime during the week!) you may also contact the Payroll department via (209)228-2729 or payroll@ucmerced.edu.