Author Archive for ucUserz

Upcoming outages for various campus systems-HCM

Updated February 22, 2018

When Campus Shared Services (CSS) learns of outages for various campus systems due to technical maintenance, we will share those details here:

  • The next HCM outage will occur on (Fri) March 23rd from 6:00AM until (Sat) March 24 at 10:00PM. Nightly batch interfaces that normally run between HCM and other systems will not run on that Friday.

This scheduled outage supports the campus’ ongoing security improvements to critical enterprise applications and critical to maintaining system security.

CSS Assisting Campus with 2018 Spring/Summer Activities

February 6, 2018

Continuing to capitalize on the successes in previous years, Campus Shared Services (CSS) is again partnering with several central campus units for many activities and programs that support the Berkeley campus. As we begin to approach late spring and summer, we understand that the campus will need to know more information about them. Here is a snapshot of this work. Check back for any updated news on the CSS website and/or news directly from your colleagues in CSS Human Resources/Academic Personnel Support (HR/APS) or your CSS Service Director. Please note: Some activities may not apply to your unit — if you have questions, contact your CSS HR Partner accordingly.

Over the course of March, April and May, you’ll hear about:

Summer Session Hiring

Partnering with Summer Sessions and Study Abroad (SS)

Not much will change for this year’s processes. Soon, campus units will receive an email directly from Summer Sessions outlining what they need to know for 2018. CSS HR/APS Managers/Partners will also be following up with the applicable campus units they support for any additional questions.

Summer Salary

Partnering with the Academic Personnel Office (APO)

SmartSheets will again be the mechanism used to process Summer Salary for 2018. CSS HR/APS and Research Administration (RA) teams will be partnering with APO to make processes and communications even more succinct and will work closely with departments to ensure they have the support they need with more information likely available in March/early April.

GSR/ASE Hiring

Partnering with the Graduate Division and the Academic Personnel Office (APO)  

Work is already underway for the 2018-2019 academic year. Many roles may stay the same, though we expect some processes and policies to change based on guidance from APO, Labor Relations, and the Graduate Division. For now, departments should continue to use SmartSheets for their new appointment requests until more details are available.

CSS and the Academic Personnel Office (APO) recently partnered to update the Bridging Guidelines and that information is now available on the GSR/ASE page of the CSS (HR) website.

Fiscal Close

Partnering with the Controller’s Office

We will capitalize on successes with making the Fiscal Close information more succinct and streamlined with campus-wide information outlining the due dates for various actions for May-August 2018. The Controller’s Office website will house all these details and CSS will again be incorporating CSS deadlines directly in the campus checklist; that is to say campus will not need to receive a separate set of CSS dates. This will help to alleviate any confusion.  Submitting requests to CSS by the deadlines will ensure that they are processed in accordance with campus year-end timelines and guidelines. Once we learn the Office of the President dates, UC Berkeley can finalize ours.

STAR Awards Processing

CSS continues to routinely process awards for campus units based on the deadlines featured on the CSS Calendar-Timesheet Deadlines which can be found on the HR/APS section of the CSS website. Processes will remain the same; just submit a “Compensation” ServiceNow ticket and if you’re submitting a group of more than 6 awards, you can use this STAR Award Batch Request spreadsheet. CSS can also assist with award letters/certificates as well as eligibility reviews; contact your respective HR Partner for questions.

New Bridging and Grace Period Guidelines for GSR/ASE Hiring

February 5, 2018

The Academic Personnel Office (APO) and Campus Shared Services (CSS) Human Resources collaborated to clarify the guidelines regarding Bridging and Grace Periods.  With the goal of minimizing the impact of onboarding for our student hires, these guidelines have been reviewed and input gathered from a number of campus units including Central HR, Office of General Counsel (OGC), Graduate Division, Contracts and Grants Accounting (CGA), RAs, Budget Office, Controller’s Office, and various department units.  Here are updated, fully vetted guidelines, a list of FAQs, and a quick summary of what is and is not changing.

What is NOT changing:

  • Student employees will continue receive pay on their next available MO pay cycle.

  • In order to keep in compliance with I-9 legal requirements, a new hire should NOT begin working until they successfully complete onboarding.

What IS changing:

  • No more recalculations are required to ensure students are eligible for fee remissions.

  • Employees will be paid via a retroactive pay process for all time worked prior to onboarding in the next available MO cycle payment.

  • The hire date on the I-9 will not drive the appointment start date in HCM.

You will find the complete bridging policy document HERE as well as bridging FAQs HERE.

If you need further assistance, you can contact your CSS HR/APS Service Delivery contact or your CSS HR Generalist.

Heather Archer, Assistant Vice Provost, Academic Personnel

Janet Speer, Director, CSS Human Resources and Academic Personnel

Newly added! ServiceNow for HR/APS Training Videos

December 21, 2017

To help campus customers better navigate the Approvals and Staff Hiring processes in ServiceNow, three (3) new training videos have been developed and now available on the Training Resource Library page(s) of the ServiceNow for CSS HR/APS page of the CSS website:

Staff Hiring:

  • Searching for a Hiring Job Title & Code 
  • Searching for a Hiring Department Name 

Approvals:

  •  Managing Approver Delegations

In a partnership between CSS Learning & Development and the CSS ServiceNow Project Team, the topics for these training videos were developed based on feedback and frequent customer questions. Are there other helpful topics that we should consider for future videos? Send a note to Lyle Hendricksen (lylework3@berkeley.edu) and let him know the details.

Another Option for Travel Reimbursement Requests

November 30, 2017

Are you interested in faster turnaround time for travel reimbursements? It’s now possible with the new “direct entry process” that The Controller’s Office began implementing this year for early adopter campus departments to have their travelers enter their reimbursement requests directly into the recently redesigned campus Travel Reimbursement (TRV) system.

The turnaround time is faster and in some cases, can take as little as five (5) business days to be processed, with improved visibility to the status of the reimbursement. If your department** would like to discuss an implementation of this new process, your business office should contact Dan Parnas, Accounts Payable and Travel Operations Manager (travel@berkeley.edu) for a demonstration and to discuss next steps. Implementation can occur within a matter of days!

Departments that are successfully using the direct entry process include:

  • College of Chemistry
  • School of Social Welfare
  • Goldman School of Public Policy
  • Summer Sessions/Study Abroad
  • Vice Chancellor for Administration
  • Vice Chancellor for Finance

**Implementation is by department; not an individual opt-in.

VCR Museums & Field Stations Units

General Banner

The Vice Chancellor for Research (VCR) Museums & Field Stations Units receives Budget & Finance, Business & Financial Services (B&FS), Human Resources (HR), Research Administration (RA), and Information Technology (IT) support from Campus Shared Services (CSS).

Lori Tannyhill is the CSS Service Director for  VCR and is responsible for integration across all CSS service areas and overall service quality. If you have any questions about CSS, you may contact Lori at: ltannyhill@berkeley.edu, or 510-409-0357 (mobile). You may also contact the supervisors or managers listed on the main VC for Research Unit Profile Page.

The VC Research Museums & Field Stations Units consist of the units shown below:

Berkeley Natural History Museums:

  • Essig Museum of Entomology
  • Human Evolution Research Center
  • Lawrence Hall of Science
  • Museum of Vertebrate Zoology
  • Phoebe A. Hearst Museum of Anthropology
  • UC Museum of Paleontology
  • UC Botanical Garden
  • University & Jepson Herbaria

Berkeley Field Stations:

  • Angelo Coastal Range Reserve
  • Blue Oak Ranch Reserve
  • Central Sierra Field Research Stations:
    • Chickering American River Reserve
    • Central Sierra Snow Laboratory
    • North Fork Association Lands
    • Onion Creek Experimental Watershed
    • Sagehen Creek Field Station
  • Field Station for Behavior, Ecology and Reproduction
  • Gump South Pacific Research Station
  • Hans Jenny Pygmy Forest Reserve
  • Hastings Natural History Reservation

VCR Organized Research Units (ORUs)

General Banner

The Vice Chancellor for Research (VCR) Organized Research Units (ORUs) receives Budget & Finance, Business & Financial Services (B&FS), Human Resources (HR), Research Administration (RA), and Information Technology (IT) support from Campus Shared Services (CSS).

Lori Tannyhill is the CSS Service Director for  VCR and is responsible for integration across all CSS service areas and overall service quality. If you have any questions about CSS, you may contact Lori at: ltannyhill@berkeley.edu, or 510-409-0357 (mobile). You may also contact the supervisors or managers listed on the main VC for Research Unit Profile Page.

The VC Research Organized Research Units (ORUs) consist of the units shown below:

  • Archaeological Research Facility
  • Berkeley Energy & Climate Institute(s):
    • CA Institute for Energy and the Environment
    • Berkeley Atmospheric Science Center
  • Berkeley Institute for Data Science
  • CA Institute for Quantitative Biosciences
  • Center for African Studies
  • Center for Effective Global Action
  • Center for Environmental Design Research
  • Center for Information Technology
  • Research in the Interest of Society
  • Center for Integrative Planetary Science
  • Center for Latin American Studies
  • Center for Race and Gender
  • Center for Science, Technology, Medicine & Society
  • Center for Middle Eastern Studies
  • Center for Southeastern Asian Studies
  • Center for the Study of Sexual Culture
  • Donner Lab
  • Energy Biosciences Institute
  • France Berkeley Fund
  • Helen Wills Neuroscience Institute
  • Institute for the Study of Societal Issues
  • Institute of Eastern Asian Studies
  • Institute of European Studies
  • Institute of Governmental Studies
  • Institute of Human Development:
    • Center for Child Youth Policy
  • Institute for Research on Labor and Employment
  • Institute for International Studies
  • Institute for Personality & Social Research
  • Institute of Slavic, East European, and Eurasian Studies
  • Institute of Transportation Studies
  • Institute of Urban & Regional Development
  • Kavli Energy Nanoscience Institute
  • Miller Institute for Basic Research
  • Radio Astronomy Laboratory
  • Simons Institute for the Theory of Computing
  • Skydeck
  • Space Sciences Laboratory
  • Stem Cell Center
  • Theoretical Astrophysics Center
  • Tsinghua-Berkeley Shenzhen Institute
  • UC Transportation Center

VCR Administrative Units

General Banner

The Vice Chancellor for Research (VCR) Administrative Units receives Budget & Finance, Business & Financial Services (B&FS), Human Resources (HR), Research Administration (RA), and Information Technology (IT) support from Campus Shared Services (CSS).

Lori Tannyhill is the CSS Service Director for  VCR and is responsible for integration across all CSS service areas and overall service quality. If you have any questions about CSS, you may contact Lori at: ltannyhill@berkeley.edu, or 510-409-0357 (mobile). You may also contact the supervisors or managers listed on the main VC for Research Unit Profile Page.

The VC Research Administrative Units consist of the units shown below:

  • Berkeley International Office
  • Berkeley Research Development Office
  • Office of Environmental Health & Safety
  • Intellectual Property & Industry Research Alliances:
    • Office of Technology Licensing
    • Industry Alliances Office
  • Office of Laboratory Animal Care
  • Research Administration & Compliance:
    • Sponsored Project Office (SPO)
    • Office of Animal Care & Use
    • Office for the Protection of Human Subjects
  • Visiting Scholar & Postdoc Affairs Program

 

Changes to B&FS Satellite Support Offices at Evans/Giannini Halls

Revised/Updated November 13, 2017

Due to the minimal amount of requests received over the past few months at Evans Hall and Giannini Hall, CSS has suspended the Drop-Box Services at both locations. Going forward, please send (hard copy) Travel and Entertainment (T&E) reimbursement requests and all documentation directly to Campus Shared Services via campus mail to:

Campus Shared Services – Travel and Entertainment

1608 Fourth St., Berkeley, CA 94710 – mail code 7600

_________________________________________________________________________

June 26, 2017

Campus Shared Services (CSS) Business & Financial Services (B&FS) is losing their office space at Evans Hall used for our Satellite Support Office for Travel & Entertainment (T&E) and Procurement (Purchasing) assistance. We’re currently searching for alternative space on campus. As a result, the in-person support at Evans Hall will be suspended effective 6/29/17.

For the convenience of campus customers, there will be a “drop-box” installed on the door outside room 459 (the same location CSS uses for New Hire Onboarding activities) for those that want to drop off their T&E requests. This box will be accessible at all times and B&FS will monitor and pick up all requests that have been dropped off. Please note: the drop box at 40 Giannini Hall continues to be available as an alternative – it’s at cubicle 40-24.

Our B&FS Satellite Support Locations web page will have those details once we have secured a new campus location.

Threatening Fliers on Printers/Fax Machines

Updated May 31, 2017

Several campus departments reported receiving threatening fliers on printers and fax machines over the holiday weekend. The FBI, in conjunction with UCPD, has determined that the threats are not credible.

If you notice unwanted printouts happening in your department, please contact the CSS IT Service Desk (submit online ticket or email itcsshelp@berkeley.edu) as soon as possible to assist in securing your printers and report the security issue to the Information Security and Policy team.

For any continued updates and/or details about how UCPD is collaborating with authorities for these incidents, check out this page on the Technology @Berkeley website.