Payroll

Frequently Asked Questions

Hire Entry & Follow-Up

The Full Hire Template can be submitted without the SSN so long as the department explains the reason for not including it in the template's comment box. The comment should explain that the SSN will be updated via the Personal Data Change Template on the employee's start date. However, if you choose not to include the SSN, you must complete the DOB to help identify the new employee, should the same name already exist in the UCPath system.

None. You will submit the SSN using the Personal Data Change Template on the employee's start date. Since we validate all DOB, SSN and Name Changes through the Social Security Number Verification System (SSNVS), no documentation needs to be attached. Please Note: The person submitting the Personal Data Change Template is responsible for validating the documentation before completing the template. If we discover an error in the information that is contained on the template,  we will cancel the template, explain why we are cancelling it and ask for you to re-verify any supporting documentation.

Work Authorization

The Department is to inform the employee that they will be getting an email from Tracker, and that they need to complete Section 1 online before, or on, their first day. The employee should then go to Business and Financial services to complete Section 2 by their third day of work (e.g., if your employee starts on Monday, and Section 1 is done Monday morning, Section 2 must be done by Thursday at 3:30 pm).
The employee will have to get their original documents before completing their I-9. Per USCIS regulations, only Original documents are acceptable for I-9 documentation.
When you create the position, in the position Control field "HR Worksite" enter the number 91. (95 if the position requires E-Verify). Then, in the New Hire Template enter an email address and choose "Home" in the email type drop down.
In UC Path, go to People Soft > Workforce Administration> Personal Information> Security Clearance. Under Security Clearance, it will say "U14 I-9 Complete," the date will be listed, and the Source will say "Tracker." If the Security Clearance field says "U14 I-9 complete" and the date is within the last 3 years, the employee does not need to be in Tracker (their original I-9 is still valid).

Contact Noah Whatoff (noahwhatoff@bfs.ucsb.edu) in the Payroll Department, and include the employee's name, employee ID, original start date, and email address. You will receive an email when the employee can visit a worksite to complete their re-verification.

Our walk-in hours are Monday-Friday from 8:30am - 11am and 1:30pm- 3:30pm.

The process has not changed. NRA employees should be nominated by the department. For more information, see https://www.bfs.ucsb.edu/accounts-payable/non-resident-alien-information.

You will need to open a Service Now Ticket for Work Authorization and in the comment box let us know that the employee needs E-Verification. BFS will take care of the E-Verify process and inform you if we need any additional information from either the department or the employee to complete.

The department will need to open a ServiceNow ticket for work authorization. Provide the name, employee ID, email, and start date of the Employee. In the additional comments section enter the name of a representative of a college or university local to the employee who is willing to assist us with the I-9 process; include the rep's email and title, plus the institution name. We will then send a special link to that representative to complete section 2 on UCSB’s behalf. This needs to be done prior to the employee's start date to ensure USCIS compliance of the I-9.

No, only those employees living and working in the United States need an I-9. You must indicate in UCPath that the employee is living and working outside the US. If your employee moves to the US later and continues to work for UCSB, you will need to contact BFS to have us complete an I-9. It will be up to the home department to update the employee's status in UCPath in this situation.
Yes, Tracker does not inform BFS that this is a four payment TA, nor does UCPC. We need the departments to let us know so that we can correct the start date to the employee's first day of work.
Please don't ignore these emails. You need to do a termination in UCPath, but also inform BFS by submitting an I-9 ServiceNow ticket. If the I-9 is not complete, UCPath will not put the termination over to Tracker so it stays on our dashboard. The same holds if you need to change the employee's start date - always inform BFS Tracker I-9 via an I-9 ServiceNow ticket.
  • Departments are not responding to the BFS Work Authorization Analyst's communications about their employees being late on Section 1 and/or Section 2 of their I-9.
    • When our work authorization analyst reaches out to you, please respond so we can work together to have your employee in compliance. Even if the employee decided not to take the position, please respond letting us know.
  • Departments are hiring employees with a retroactive effective date due to late hire, or are not allowing enough time for the UCPath Center to approve the hire (UCPath approval times have increased as other campuses go live).
    • Remember to future-date your hires; UCPath defaults to the same day which does not allow proper time.
    • If your hire template is still pending, please contact BFS via ServiceNow to prevent a non-compliant I-9. We will manually send the employee Section 1 to start the I-9 process. Please note that a pending hire will need to have been entered into UC Path.
  • Departments are not selecting “Home” as the email type, which prevents the system from generating the Section 1 email to the employee.
    • On every hiring template please select “Home” as the email type, no matter what the employee's email address is.
    • Please confirm with your employee on the effective date if they received the I-9 email. If they have not, reach out to BFS via ServiceNow.
  • Departments are contacting BFS after the employees’ effective date to send or resend the employee the I-9 Section 1 email, or to request a remote Section 2 for the employee.
    • As soon as you know your employee will not be working on campus, open a ServiceNow ticket to set up a remote Section 2. You can do this for a pending hire template if needed.  
  • Employees are indicating to BFS that they are late due to not having time in their schedule to come in.
    • Allow your employees time on their first day to come to BFS to complete their I-9. Our I-9 desk is open Mon-Fri from 8:30 am – 11:00 am and 1:30 pm-3:30 pm.

UCPath Pre-Conversion

There are different scenarios to consider:

 

  1. Employee is not in UCPath and should have been hired retro to a date before conversion: In this case, a New Hire template is done to hire the person on the real hire date (this can be pre-conversion). The template will NOT generate retro pay, so an off-cycle check will need to be requested for pay due. The pay period should be listed as the actual service period. In other words, if the pay is for July, use the July period, not the current pay period.
  2. Employee is already hired and is owed back pay from pre-conversion: These are a bit trickier and must be looked at individually. Paypath corrections can be made to pre-conversion dates, but they will not generate retro-pay for the pre-conversion period. An off-cycle check will need to be requested for pay due.

There are different scenarios to consider:

 

  1. Employee in UCPath separates: The individual can be issued pay even if separated. An off-cycle request is made, for the pay period for which the money is owed. There should not be any problem with thi
  2. An Employee separated pre-conversion and we owe them money: Use the hire template and recreate the past job. Indicate reason Hire/reinstatement with a note that this is being done because they didn’t convert. No pay will be issued because the template does not generate retro pay.  Pay via an off-cycle check.  Then term the job. This same approach can be used for either base pay or additional pay that is due.