Services Provided UC Davis Shared Services Center (SSC) is a single, service-oriented unit that provides a range of finance, human resources, and payroll services to campus administrative divisions. We are able to deliver a broader range of business services to a greater number of departments at a lower cost. Please note the Shared Services Center team can provide transitional support, if needed. Finance - Procurement: o Agreements (requisition submission to Contracting Services): Blanket, No Cost, Facility Use, Online Subscription, Catering/Lodging/Event, Revenue o Purchase/Order of Goods: Automatic Purchase Orders, Purchasing Card, UCD Buy, Gift Cards, UC Davis Purchase Orders, Purchase Order Including an Asset, Orders with Restricted Commodity Codes o Services Orders o Repair Orders - APIS: o Purchase Order Invoice Payments - Accounts Payable: o Employee Damage Payments o Employee Reimbursements o Copyright, Regulatory Bank/Licensing Fees o Fellowship Stipend o Freight o Honorarium (Non-Employee) o Professional Memberships & Dues o Professional Certifications & Licenses o Refunds o Registration (Non-Travel) o Uniform/Tool Allowance Human Resources - Recruitment: o Updating and submitting position descriptions in PeopleAdmin and Aggie Job Link o Requisition preparation o Application screening for staff recruitments 1 Pages UC Davis Shared Services Center Services Aug 2016
o Interview scheduling for staff recruitments o Preparing offer letters and employment contracts o Appointment extension requests - Onboarding: o New Hire Paperwork processing o Pre-Placement Physical scheduling o DMV Pull Notice registration o Benefits Orientation scheduling - Employee ID Cards: o Processed at Transportation Services (TAPS) for Academic/Staff/Temporary/Visiting Scholar/Retiree (Note: Student Employee ID Cards processed at Dutton Hall) - Equities, Reclassifications and Stipends: o Updating position descriptions in PeopleAdmin o Reclassification, stipend and equity actions in PeopleAdmin o Preparing and submitting payroll salary actions to SSC Payroll o Preparing template notification letters for stipends, reclassifications and equity adjustments - Department Personnel File Management: o Process content addition and deletion requests o Schedule appointments to view personnel file contents o Retrieval and copying personnel file contents as appropriate - DMV Employer Pull Notice Program: o Register new and existing employees in the program o Notify departments of employee driving record incidents reported by DMV o Remove employees from the program - Workforce Reporting: o Benefits eligibility inquiries o Employment status inquiries o Employment documentation (ex: Employee Development Plan) Leaves - Client Service: o Coordinate the following type of leaves: Employee s own serious health condition, Pregnancy Disability, Parental bonding, Family member s serious health condition, Military leave, Personal leave, Administrative, Furlough s and Workers Compensation leave. o Provide direction regarding leaves request via phone, email and in person regarding leave. o Coordinate with the Workers Compensation office during employee industrial leaves. 2 P ages UC Davis Shared Services Center Services Aug 2016
o Coordinate with DMS (Disability Management Services) for industrial and nonindustrial leave. o Coordinate with SSC payroll to ensure employees are placed in paid/unpaid status during the employee s absence. o Verify Leaves eligibility (own serious, Pregnancy, Parental bonding, Family care, Military, Personal, Administrative, Furloughs and Workers Compensation): o Timesheet calculations during employees leave (paper and electronic) o Enter, manage and approve (as supervisor) time during the employees leave o Enter Academic Leaves in Forms On-Line - Benefits Services: o Complete and send (EDD) Employment Development Department forms at the request of the UC Benefits office. o Complete the Departmental Notice of Short Term Disability o Provide the Benefits office with the completed Staff Leave Request for Benefit continuation o Answering Liberty Mutual questions in regards to employee s leave o Complete Parental Bonding EDD form o Provide the job description per Liberty Mutual request - Department Personnel Leave File Management: o Manage all documents for employees file while on leave. Once complete, place in secure location. - Furloughs: o Coordinate with the department to ensure the employees are not paid during an employee s furlough. o Provide Central Benefits office and (E&LR) Employee and Labor Relations with appropriate forms during furlough. o Track if employee s pay benefits during furlough as requested - Workers Compensation: o Coordinate with Workers Compensation office in regards to all industrial leaves for employees that are not accommodated or off duty due to industrial injury. o Adjust leave as instructed by Workers Compensation during the leave. - Medical Separation: o Complete Medical Separation form questions as requested by (DMS) Disability Management Services. Payroll - Scope of Services includes Staff, Academics and Students - Payroll processing and review, including: o Timesheet calculations (paper and electronic, TRS, Maximo) o Mandatory review of Payroll/Personnel transactions o One time payments - TRS Departmental Time Administrator (DTA) Services: 3 P ages UC Davis Shared Services Center Services Aug 2016
o Set up and maintain supervisor, schedule and compensatory information o Return timesheets to supervisor o Assist with resolution of Inquiries regarding supervisor or employee access to TRS timesheets o Escalate TRS technical issues to the TRS Help Desk and facilitate resolution - Payroll/Personnel transaction Processing: o Hires, reclassifications, promotions, appointment and distribution extensions o Funding changes o Home department code changes o Employee name changes - Student employment actions: o Work study processing o Student increases (longevity and special recognition) o Appointment extensions - Separations: o Calculate final hours for final check, submit separation check request to Central Payroll o Process transfers to other UC campuses and Health System departments (in PPS) - Alternate home department code access: o Provide alternate home department code access to UCD Campus and Health System departments requiring PPS access to a unit supported by the SSC - PPS/OPTRS/DRS access maintenance - Other: o Complete Employment Development Department (EDD) unemployment audits o Vacation accrual code maintenance (monitor/update accrual codes based on years of service) o Employment Service Credit audits & inquiries Service Desk - Customer service: o Provide primary support via phone, email and case management system to UC Davis clients and external vendors o Trained in all of our functional areas (Finance, HR and Payroll) - Incident analysis & resolution: o Research reported problems to determine root cause and resolution - Reporting: o Schedule case management system reports for clients to allow visibility into a department s activity - Website maintenance - Knowledge base maintenance - Case Management System experts: 4 P ages UC Davis Shared Services Center Services Aug 2016
o Serve as business co-application owners of our case management system o Direct user acceptance testing for system enhancements o Troubleshoot client issues within the system - Training (Process & Systems) Benefits - Customer Service o Provide employee assistance via phone, email and walk-ins regarding benefit inquiries and changes, benefit payments, verification of coverage, personal changes, AYSO password resets, leave counseling - Leaves Administration o Track employee leave of absences and direct bill benefit premiums o Obtain Notification Log from Liberty Mutual; confirm employee status and generate Departmental Notice to be completed with employee leave data o Complete and submit UC Statement to Liberty Mutual once Departmental Notice received with required employee information and leave dates / earnings o Provide requested information to Liberty Mutual including timesheet copies, position descriptions and confirmation of leave and return to work dates o Complete and return Employment Development Department forms to verify requested information - Furlough o Generate benefit notices to all employees on furlough leave o Accept benefit payments and update amounts received o Communicate with employees via phone and email regarding outstanding balances and requested benefit changes while on leave - Medical Support Notices o Complete Support Notice documents and return to requesting agency o Review and confirm required dependent information o Send employee notice with specific required dependents and date to be enrolled - Intercampus Transfers o Receive PAN Notice with employee transfer information o Contact Central Payroll for prior campus screen shots to confirm eligibility dates / end date of previous campus coverage o Verify date of transfer and all employee information is updated in PPS o Update benefit and retirement information with same elections as previous enrollment 5 P ages UC Davis Shared Services Center Services Aug 2016
- Audit Reports o Secova process dependent de-enrollment reports o Duplicate Dependent Verification Report update and remove duplicate enrollees o Leave suspense report audit prior to compute to ensure suspended balances are updated o Return to Work Report audit and review to confirm all employees returning from leave have been reinstated to ensure successful transmission of premiums 6 P ages UC Davis Shared Services Center Services Aug 2016