Quarterly Reminder - Review Job Records Ending in 3/31/24

Why do I need to review job records?

UC reports there are employee records and contingent worker records with an "Expected Job End Date" of March 31, 2024. UCPath will automatically terminate employees and contingent workers who have an:

• "Expected Job End Date" of March 31, 2024 and
•  "End Job Automatically Box" indicated on their record

Please review job records with upcoming end dates that are scheduled to auto-terminate and determine the required action. If you do not handle these transactions for your department, please forward this notice to the responsible party.

Please complete the required actions (if any) by March 31 and refer to the UCLA UCPath Processing Calendars for processing schedules. 

Why it matters

Failing to review and update job records, when necessary, may result in: 

How do I review job records? 

In order to avoid unintended job terminations, we recommend:

1. Running the “Jobs with Approaching End Dates” CDW report (CDW navigation: Team Content > UCPath CDW > Workforce Administration > Jobs with Approaching End Dates Report).
2. Reviewing the records to ensure the March 31, 2024, Expected Job Record End Dates are correct.

Report Notes

• Staff positions with an “Expected Job End Date” automatically have the “End Job Automatically” box checked. Positive action must be taken to check this box on Academic records.
• If the “End Job Automatically” box is not checked on Academic records, the employee will remain in active Payroll status and continue to receive pay, which may result in an overpayment.

Action Decision Guide

How do I submit a transaction? 

PayPath

If needed, use the PayPath Actions page to complete the appropriate transaction:

• Check the “End Job Automatically” box in order to auto-terminate the record on the “Expected Job End Date”
• Extend the “Expected Job End Date” or re-appoint the employee (see Extending Expected Job End Date Training Guide for instructions)
• Place the employee on a short work break (SWB) if they are eligible and it is deemed appropriate (NOTE: the “Expected Job End Date” will need to be updated if the SWB end date is beyond the “Expected Job End Date” -see Short Work Break Training Guide for instructions)

A mass PayPath file can also be used if multiple records need to be updated (see Extending Expected Job End Date Training Guide for instructions).

Smart HR Templates

• If the employee should be in a different position, use the appropriate Smart HR Transfer template.
• If the employee should be terminated outside of the auto-termination process, use the appropriate Smart HR Termination template.