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This SSO Briefing comes to you in the midst of unprecedented global activities related to the COVID-19 response. The financial and operational implications and demands on all UC Davis units have been severe, with each department facing unique circumstances and shifting priorities. More importantly, there are significant personal and professional challenges all of our students, employees and families are facing.
I am incredibly thankful and proud of the SSO Team's flexibility and innovation in response to the crisis. We transitioned over 90% of our services to remote work arrangements on March 18, with minimal service interruptions. In fact, the teams have continued to push forward with new and improved ways to deliver services and provide better value to our customers.
Jim Hankins
SSO Executive Director
Read more about SSO's focus and commitment to efficiency
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AggieService Improvements
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Improved AggieService Case Status Communications
On May 18, we implemented more consistent and clear status updates on cases, beginning with:
- One-time payments
- Timesheet changes (return, supervisor/identifier updates and submit paper timesheet)
- Open Recruitments (staff and student)
- Ask a question and report a problem
Frankly, we're hoping for fewer calls
The #1 question the SSO Service Desk gets is from customers inquiring about the status of their request. We agree that you shouldn't have to call us, so we're developing a series of consistent case status updates for all of our AggieService cases. You can expect updates that are clear and that keep you apprised of your request's status - from open to close.
All 25 case types are targeted for completion by the end of 2020
We're planning to release the following over the next three months: Reclassification/Position Update, Onboarding Only (Payroll), Stipend/Equity, Appointment Changes and Termination.
Read more about consistent status updates coming by 2021
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"External Records" Case Field Addition
A new AggieService case feature allows SSO staff to include a record of a transaction ID number received from UCPath, as well as a transaction definition. These details will help the customer identify and more easily understand those transactions being processed at the UCPath Center. You can find the External Records section under the case's "Related" tab.
Below is a screengrab of the External Records field taken from the AggieService Lightning Interface.
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Termination Codes Now Available
In an effort to further align our processes and terminology with UCPath, we’ve recently delivered some changes to the submission form for Termination requests. Instead of an open-field response for justification, we now ask our clients to select from the list of termination codes available in UCPath. We believe getting more accurate case data when it's submitted will help us deliver services quicker.
Drop-down options populate based on whether termination is voluntary or involuntary.
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SSO Teams Serving You Remotely
During Suspended Operations
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SSO Leaves Team:
Though we can no longer mail leave of absence documents, we are making everything available electronically. We don't have easy access to our fax machine and are requesting that, whenever possible, that you email documents as PDF attachments. If you have any questions or concerns, please contact your Leaves Specialist.
SSO Service Desk:
We're still available every workday, from 8 a.m. to 5 p.m., by phone, email, or case submissions through AggieService. Online collaboration tools through the Google Suite and Slack let us quickly share information so that we stay updated and have answers ready for you! Friendly reminder to check out our SSO Mailing Lists, which are a great way to stay up-to-date with SSO news!
SSO Finance Team:
We continue to meet regularly with our central partners so we can promptly support their needs and, in turn, help avoid delays for our clients. In addition to our regular purchasing support, the SSO Finance Team is helping to facilitate cancellation requests and refunds for our clients
SSO Payroll Team:
We are seeing an increase in cases due to the June retirements. If you have someone who is retiring, and you have not yet submitted a case, please make sure to do so as soon as possible. We have continued to keep the 2020 payroll calendars updated (see below).
SSO HR Team
We are conducting all onboarding virtually and we are currently creating virtual processes to mimic our in person onboarding processes for mass hires of students.
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Payroll Calendars and Schedules
Also available on the SSO website
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Fiscal Close Deadlines FY 2019-20
Monday, June 1 by 5 p.m.
Submit Purchase Agreement (PA) or Purchase Order (PO) requests.
Wednesday, June 10 by 5 p.m.
Submit Purchase Agreement (PA) or Purchase Orders (PO) for an existing and active KFS vendor.
Monday, June 15 by 5 p.m.
Submit Automatic Purchase Order (APO) or Disbursement Voucher (DV) to new to Kuali vendor.
Friday, June 19 by 5 p.m.
Submit Automatic Purchase Order (APO) or Disbursement Voucher (DV) to an existing and active KFS vendor.
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Employee Onboarding
All new employee Onboarding is being handled remotely with the use of Zoom. At a future date, employees who onboarded during this time will need to provide their original documents in person.
Read more about onboarding during suspended operations, including setting up a mass hire date.
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Employee ID Cards
The AggieCard office is closed. We are processing AggieCards under emergency circumstances (e.g., someone needs a card for building access).
If you have questions, or need an ID card for your employee during this time, please submit a case via AggieService or contact the SSO Service Desk.
For all other ID card needs, you can continue to submit your requests through AggieService. Our team is able to process components of this workflow and will be more equipped to process these as operations ramp up on the Davis Campus.
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People Services Functional Workgroups
- May 27
- June 24 - joint People Services and Client Partnership Meeting
- July 22
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Process & Workflow Checklist
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Transfer Between Campuses & New Job at Same Location
In UCPath terminology, campuses are frequently referred to as “locations”. The following is helpful information on how the process works when an employee changes jobs at the same location, or when they move to a new job at a different location
- Intra-location transfers occur when an employee is moving from an existing job, to a different job of the same type (e.g., staff to staff, academic to academic) at the same location. The UC Davis campus, UC Davis Health and ANR are considered the same location. There is no special action required by the department. The Service Channel that supports the department with the new job will handle all of the processing details. The position for the old job is automatically vacated when the employee is moved into the new job.
- Intra-location assignments take place when an employee transfers to another department on campus, at the same location AND are changing from Academic to Staff, or vice-versa. When this occurs, the Service Channel(s) must process a transaction to place the employee in the new job, and a separate transaction to end the old job. It’s important that effective dates are carefully coordinated to avoid a break in service for the employee and both departments may need to submit AggieService cases.
- Inter-location transfers are when an employee is transferring from one campus location to another (e.g., UCDavis employee accepts a position at UCLA, without a break in service). The receiving campus enters the hire transaction and the departing campus would terminate the employee’s job at that campus. It is important for the two campuses to work together so the effective dates are coordinated to avoid a break in service. If the employee you are hiring is coming from another campus, or if leaving, going to a job at another campus, please be sure your Service Channel is aware of this, so they can coordinate with the other campus to avoid interruptions in benefits.
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Work Authorization End Dates
If your department has an employee with a Visa or Work Authorization end date, please be sure to monitor the expiration dates to ensure your employees obtain the necessary documentation to continue legal employment within the US and at UCDavis.
With UCPath, jobs no longer end based on Visa/Work Authorization end dates. Cognos Report UCP-382, Work Authorization Expiration Report for Non-Residents, will assist you in monitoring these end dates. If you do not have access to this report, please contact your supervisor, your Division, or Departmental UCPath Access Facilitator for more information.
Once the employee receives their updated authorization, please have them submit a request to have the documents verified using the “Ask A Question” case in AggieService. The SSO will contact the employee to schedule an appointment to have the documents verified. Due to the current COVID-19 restrictions, these appointments are held virtually, via Zoom.
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Leigh Stinson joined SSO as a Payroll Coordinator. Leigh joins UCDavis from the private sector and brings with her experience in both Payroll and Shared Services. Please join us in welcoming Leigh to our team!
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Coronavirus Guidance for Employees & Supervisors
Vacancy Management Program
This program applies to all staff positions at UC Davis and many position actions. Read more about the Vacancy Management Program and download the Vacancy Request Form (.pdf). All recruitment and job extensions of over six months in length require an approved VMP form attached.
Disbursement Voucher Guide
The SSO Finance Team still handles Disbursement Vouchers (DVs) for all Non-Purchase Order Payments. In January 2018, the Accounts Payable Invoicing Service (APIS) formally moved to Supply Chain Management (SCM), but the DV processes for our clients did not.
To request a DV payment, submit the following information via an OPP ticket. Don't worry if you're unsure of any required details.
- Payee’s Name and Remittance Address and contact information (e-mail and phone)
- Amount Due to Payee
- Business Purpose
- Account to pull the funds from
- Any applicable/required forms
We do not encourage the collection of W-9s for payees as it can contain Personal Identifying Information. If you have already received an unprompted copy, do not upload the W-9 into OPP. Please include a note in the ticket that you received a W-9.
Get help with the DV process
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Retiring Email - SSOHelp@ucdavis.edu
You can still email us at aggieservice@ucdavis.edu. This address immediately creates a case that represents the work you are submitting to the SSO and helps us more accurately prioritize to ensure timely delivery.
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Don’t forget to favorite and bookmark these links for quick reference:
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Keep in touch with us!
If you'd like to receive more frequent and targeted emails, like payroll announcements regarding timesheets, or to participate in improving SSO processes, sign up on the following pages:
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