[Lilab] Fwd: [Faculty] [APO ASE and GSRs Update] ASEs and GSRs Leave Reporting and TARS Deployment October 2023 Information and Job Aids
Wei Vivian Li
weil at ucr.edu
Sun Nov 5 17:08:07 PST 2023
Please see the forwarded email for more information on Time & Attendance
Reporting System (TARS). *ASEs and GSRs* are required to complete the leave
reporting for each active job and *for each pay period*. Basically, both
ASEs and GSRs are required by UCR to report any leaves on workdays, and you
need to file the report even if no leaves are taken in a pay period. *Read
the full email to make sure that you understand your responsibilities with
this new system.*
Some of you didn't submit the reports on time for the October pay period
(if you receive the email notifications that I forwarded to you earlier
today). Note that if this happens in the future, you may not be able to get
your pay on time.
I will not be able to answer specific questions about how to use the
system, but the forwarded email mentions that:
- For GSR/ASE TARS questions please contact Timesheetfeedback at ucr.edu
Best,
Vivian
---------- Forwarded message ---------
From: Sonia B Kalogonis <sonia.kalogonis at ucr.edu>
Date: Wed, Oct 4, 2023 at 1:51 PM
Subject: [Faculty] [APO ASE and GSRs Update] ASEs and GSRs Leave Reporting
and TARS Deployment October 2023 Information and Job Aids
To: faculty at scotmail.ucr.edu <faculty at scotmail.ucr.edu>, APDstaff at ucr.edu <
APDstaff at ucr.edu>, msoadm at scotmail.ucr.edu <msoadm at scotmail.ucr.edu>,
hssc at ucr.edu <hssc at ucr.edu>, possc at engr.ucr.edu <possc at engr.ucr.edu>,
Christine Devlin <christine.smith at ucr.edu>, Veronica Luna <
veronica.luna at ucr.edu>, sylvia.vasquez at medsch.ucr.edu <
Sylvia.Vasquez at medsch.ucr.edu>, Rachel Rodriguez <
Rachel.Rodriguez at medsch.ucr.edu>, Jennifer Goupil <jennifer.goupil at ucr.edu>,
Lorraine R Duran <lorraine.torres at ucr.edu>, Michele C May <
michele.may at ucr.edu>, Jackie A Rodriguez <jacquelyn.rodriguez at ucr.edu>,
Brenda Montes <brenda.montes at ucr.edu>, Sonja M Dawson <sonja.dawson at ucr.edu>,
Martha A Castaneda <martha.castaneda at ucr.edu>, George Amaya <
george.amaya at ucr.edu>, Alexia Renea G Gonzales <alexiarenea.gonzales at ucr.edu>,
Marcos C Padilla <marcos.padilla at ucr.edu>, aa at medsch.ucr.edu <
aa at medsch.ucr.edu>, Cindy I Williams <cindy.williams at ucr.edu>, Sally
Tavizon <Sally.Tavizon at ucr.edu>, Jennifer V Farias <jennifer.farias at ucr.edu>,
Kennett T Lai <kennett.lai at ucr.edu>, Maria Aldana <Maldana at medsch.ucr.edu>,
Sean T Cason <sean.cason at ucr.edu>, Alissa Rackstraw <alissa at engr.ucr.edu>
Cc: Alfred K Karam <alfred.karam at ucr.edu>, UC Riverside Payroll Office (
UCRpayroll at ucr.edu) <ucrpayroll at ucr.edu>, VPAP <vpap at ucr.edu>,
UCPathCSC at ucr.edu <ucpathcsc at ucr.edu>, AcademicPersonnel <
academicpersonnel at ucr.edu>, Lorraine Cheng <lorraine.cheng at ucr.edu>,
labor.relations at ucr.edu <Labor.Relations at ucr.edu>, Patrick A Napier <
patrick.napier at ucr.edu>, Shahid A Saifee <shahid.saifee at ucr.edu>, Disha
Kibria <disha.kibria at ucr.edu>, Andrew D Cullum <Andrew.Cullum at ucr.edu>
Dear all,
This email provides further information on Academic Student Employees
(ASEs) and Graduate Student Researcher (GSRs) leave reporting in Time &
Attendance Reporting System (TARS) effective October 2023 and the
timesheets will be available for reporting on *Friday, October 13, 2023*.
ASEs and GSRs are required to complete the leave reporting for each active
job and for each pay period.
*What you need to know*:
*PIs and IORs (Supervisors) and Departmental Staff*
- For Reference, the ASEs and GSRs include the following job titles in
TARS for Leave Reporting.
- ASE Monthly: Teaching Assistant, Teaching Fellow, Associate
Instructor
- ASE Biweekly: Reader, Remedial Tutor, and Local Tutor (this group
already reports time worked through TARS)
- GSR Monthly: Graduate Student Researchers and Graduate Student
Trainees/Fellows (those considered in unit)
- Departmental staff during the onboarding process will ensure ASEs and
GSRs have access to TARS with the correct Supervisor.
- Please note, in the TARS system, Supervisors will be maintained using
the ‘Reports To’ field in UCPath’s Position Management feature which is not
in the Enterprise Access Control Systems (EACS). If the ASEs and GSRs job
record ‘Reports To’ information is incorrect, please update this field or
coordinate a request for the shared services centers to update this field.
- For ASEs and GSRs who may have multiple supervisors associated with a
single job code respectively, the primary Supervisor will need to be
determined and will be responsible for approving timesheets in TARS.
- Please refer ASEs and GSRs to use the attached *TARS ASE GSR Employee
Leave Entry job aid* for step-by-step instructions for entering leave
reporting.
- ASEs and GSRs will continue to receive their monthly earnings from
their active job record in UCPath. However, they are required to complete a
time sheet for when they take a leave or when a GSR is taking their PTO.
- Supervisors will need to review in TARS the leave submitted by ASEs
and GSRs to ensure its accurate and then approve it. Please use the
attached *TARS ASE GSR Timesheet Approver job aid* for step-by-step
instructions.
- Please note, PTO will not be tracked in UCPath. Supervisors and
Departmental staff will need to track and monitor PTO usage by referring to
the TARS timesheet submitted by the ASE and GSR.
- Departmental staff will administer short term and long- term leave
requests, monitor leaves reported in TARS and ensure the leave is recorded
in UCPath.
- Please refer to the APO ASE and GSR Technical Leave Reporting Guidance
October 2023 handout which provides additional information for PTO and
leaves.
*Shared Services Centers and TARS Administrators*
- Monitors leaves for ASEs and GSRs submitted through TARS and records
the leave in UCPath. Please use the attached *TARS Training ASE GSR-TAA
Role job aid* for step-by-step instructions.
- Assists with departmental requests for ASE and GSR leaves, PTO and VAC
takes reporting from TARS via TARS search time sheet in Advanced Options
Report.
- Please refer to the *ASE and GSR Technical Leave Reporting Guidance
October 2023* handout which provides additional information for
processing leaves in UCPath.
- Business Financial Services has provided *OTP_Transactor Quick Guide*
for your reference.
*Further Information: *
*TARS *
- For GSR/ASE TARS questions please contact Timesheetfeedback at ucr.edu
*Contract(s) Leave Reporting*
- New benefits for expanded paid leave provisions and annual PTO
allocation for GSRs, please refer to the applicable contracts for ASEs and
GSRS for all leave provisions.
- ASE (BX) UAW Contract, Article Leaves link
<https://ucnet.universityofcalifornia.edu/labor/bargaining-units/bx/contract.html>
and GSRS (BR) UAW Contract, Article Leaves, PTO and Vacation link
<https://ucnet.universityofcalifornia.edu/labor/bargaining-units/br/contract.html>
.
- UAW Contract Implementation Session 2 for ASEs and GSRs Supervisors
and AP Staff is scheduled *today, Wednesday, October 4th 2:00-3:30 p.m*.
which will highlight the new benefits for expanded paid leave provisions
and an opportunity to ask questions.
- For meeting information please contact your Academic Personnel (AP)
Director.
*Contacts:*
General inquiries concerning UAW employees from Supervisors, departmental
staff and shared services centers need to be routed to their college AP
Director. The college AP Director will forward the inquiry to Academic
Personnel Office for further assistance if they are unable to resolve the
inquiry.
- GSR/ASE TARS questions, please contact Business Financial Services
through Timesheetfeedback at ucr.edu
- GSR/ASE TARS UCPath UCOP Technical Guidance and or Leave Reporting
please contact APO through Sonia Kalogonis sonia.kalogonis at ucr.edu and
Esperanza Steward Esperanza.steward at ucr.edu.
- GSR/ASE student employment/ restrictions/financial package, please
contact GRAD DIV through Patrick Napier patrick.napier at ucr.edu.
Sonia Kalogonis
APO Policy & Compensation Analyst
*O*: 951.827.2934 | *E*: sonia.kalogonis at ucr.edu
*www.academicpersonnel.ucr.edu* <http://www.academicpersonnel.ucr.edu/>
CONFIDENTIALITY NOTICE: This e-mail communication and any attachments may
contain confidential and privileged information for the use of the
designated recipients named above. If you are not the intended recipient,
you are hereby notified that you have received this communication in error
and that any review, disclosure, dissemination, distribution or copying of
this communication is strictly prohibited. If you have received this
communication in error, please notify UCR Academic Personnel Office
immediately by telephone at (951) 827-2934 or email at
academicpersonnel at ucr.edu and permanently destroy all copies of this
communication and any attachments.
_______________________________________________
Faculty mailing list
Faculty at scotmail.ucr.edu
https://scotmail.ucr.edu/mailman/listinfo/faculty
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