Sweta Karmacharya

· Conduct payroll for Faculty and MSP Physicians

· Research on various issue with the Faculty/MSP paychecks

· Perform salary analysis and academic timekeeping

· Processing Incentive(Z) payments

· Process various transactions in UCPath;

o Separation

o Rehire

o Additional pay / BONUS/ Offcycle

o Salary changes

o FTE changes

o Processing funding in MCOP or Non MCOP

· Resource on faculty salary issues assisting with consultative services and acting as liaison between the SOM and Department Business Offices, faculty, payroll, VA, Division Administrators, division staff, and other internal/external offices

· Responsible to enter leaves in Ecotime.

· Responsible to review the various audits in timely manner.

· Assist in the processing and tracking of MSP (Management & Senior professional Staff Physician) contracts.

· Ensure implementation of all faculty salary processes in timely manner for the fiscal year.

· Manages work flow and deadlines.

· Assist in all other duties related to faculty compensation administration as required.

REPORTING:

· Report Review (DCP OASDI Conflict, Month End Payroll Deduction/Imputed Income Validation - Coordinate reporting of errors to UCPath via UCPath Case.

o DCPSH-UCRP-OASDI Conflict Report - review report - research EE status in UCPath - Report error to UCPath – Confirm: EE is properly refunded, EE is accurately recorded for DCPSF or UCRP, UCRP Elig. Date is updated, Retroactive UCRP Correction made if needed, EE is notified of Retroactive UCRP Eligibility.

o Run UCRP no OASDI report, Submit case to UCPath for each employee with missing deductions who is not eligible for FICA Exemption.

· ACA Error Report Review - After each ACA pay cycle submission, review error report and submit necessary DELTA file to record BYH Hours to comply with ACA –Report.

· Submit ASK UCPath and/or TnTJira as needed to report Change Requests and Defects.

IMPUTED INCOME ENTRY AND VALIDATION:

· Ensure Procedure for recording imputed income aligns with Policy. Define process for location submission of and validation of imputed income. Ensure Imputed Income is submitted timely and is validated on monthly, quarterly and annual basis.

· Liaison to UCPath and Location contacts for process for location Year End specific submission of Imputed Income.

· Process Imputed Income requests from various departments, monitor SNOW cases and email for reportable income: Moving Expense and Taxable Travel Reimbursement, Gift Card exceeding $75, Domestic Partner Benefits (GME), Non-Cash Awards, Year End FSA Unsubstantiated Claims, Uniforms, Preceptor NCA.

· Determine and apply appropriate method for submission of imputed income using either appropriate CEMLI I1618 File or Pay Path Additional Pay via Self Service Transaction Link, to ensure regular paycheck does not result in negative net pay.

· Perform Monthly and Quarterly Imputed Income Validation.

· Contact responsible parties at Year end to advise of approaching payroll deadlines to ensure accurate current year taxation: i.e. Athletic Apparel, Gift Cards and Domestic Partner Benefits.

UNION DUES SUBMISSION AND INQUIRY:

· Responsible for timely submission of UNION membership and membership cancellation files to UCPath – Liaison between Union and UCPath. Assist with UCOP and Location Labor Relations as needed to provide data to assist with the resolution of grievances.

LOCATION-SPECIFIC GENERAL DEDUCTION ENTRY:

· General Deductions: Supervise and Ensure Procedure aligns with policy for recording transactions for employee requested general deductions. Liaison to UC Foundation, Faculty Club, Faculty Association, Recreation, Parking, and other location-specific deductions. (Parking is limited to UCPath case cancellation)

TRANSACTOR ASSISTANCE and GENERAL TRANSACTION SUPPORT:

· Liaison between Parking office and UCPath for intercampus cancellations; Contact UCPath to cancel parking deductions for employees who transfer outgoing from UCSD

· Track overpayment collection A/R due to UCSD Location from UCPath for benefits balance due. Amounts collected via OVRPMT deduction must be journaled to location by UCPath. Follow up with employee who have pending terminations or upcoming job end dates to ensure collection process is updated to online payment or direct payment to UCPath versus payroll deductions

· Inter-Transfer Coordination – Transaction Coordinators connect Incoming HR Transactor with Outgoing HR Transactors to ensure accurate termination and rehire dates and use of correct dates and transaction reason codes.

· Distribute appropriate file submission error reports to appropriate Transactors as needed

· Provide appropriate Payroll Restricted error reports or deduction or earning reports as needed to enable validation of results after pay cycle

· Process One Time Pay; Manage Accruals; Mass Hires: HR Templates: Leave Transactions: Union Enrollment: Retro Pay as needed to correct employee HR and Payroll record.

· Enter Pay Path action to Hire or rehire employees to recreate PPS appointment and distribution in UCPath as needed to permit UCPath Year End FSA Imputed Income for legacy non-converted employees, creating appropriate job data and ensuring no pay is issued.

· CEMLI FILE SUBMISSION TO UCPATH: I-181; I-171: I-378; I-618

· Provide 1.1 transaction support to the employees.

LEGACY PPS ADMINISTRATION:

· Coordination with RASC and Fidelity list serv to resolve customer inquiries, provide Record of Earnings and Employee screenshots as requested to assist with retirement calculations when needed.

· Prepare COH and Provide it to UCPATH to adjust and correct Retirement or FICA errors. Process journal as needed.

· Reconcile the account 112610 (129013). Monitor the PAYADJ and OVRPMT deduction for the employees with repayment plans, processing journals as needed.

· Non-PO payment through disbursement for any refunds needed.

CUSTOMER SUPPORT:

· Voluntary Retirement - respond to questions regarding 403(b) 457 (B) DCP after tax

· Respond to inquiries related to UCRP, DCPSH, OASDI, FICA deductions.

· Respond to inquiries related to Imputed Income.

· Triage UCPATH- “***” SNOW cases and assign as appropriate. Research and respond as needed.

· Responds to Finance, Ecotime SNOW Cases and AYSO Reset

HR-LOA CAMPUS LEAVE DESK SUPPORT (currently aiding HR-LOA desk due to staffing shortage):

· Run Report in Ecotime and Kronos to determine FML eligibility

· Update balances in Ecotime

· Enter and Edit Leaves in UCPath

· Enter or Correct Time Entry in Eco Time Timekeeping System

· Process an Overpayment, Off-cycle as needed.

· CEMLI FILE Submission to UCPath: I-181 to correct the earn codes.

· Prepare FML Designation Notice for EPSL and Cal-OSHA leave

· Send correspondence to Employee, Employee’s Supervisor, Employee Relations and HRLOA

· Maintain accurate records in UC Accommodate and One Drive LOA Documentation Folder

· Monitor and Respond to UCPath inquiries for Job Descriptions, UCPath Leave Entry regarding

· Analyzing and reviewing the Daily Retirement Exceptions Detail Report to ensure if the employees are placed on the correct Retirement Tier.

· Responsible for Retirement and FICA adjustments. Correspond with the department to clarify the issues if needed. Maintain the spreadsheet when the adjustment is completed. Validate the adjustment after the compute.

· Notify and send the screenshot to UCOP (UC Office of the President) after completing the retirement adjustment.

· Coordination with RASC and Fidelity list serv to resolve customer inquiry, provide Record of Earnings and Employee screenshots and PAF forms to RASC as requested to assist with retirement calculations.

· Prepare and enter special payroll entries (COH) to adjust and record pay to correct Retirement or FICA errors. Provide documentation to RASC.

· Work with the employees to collect overpayment and provide option for repayment payroll deduction. Monitor the payroll deduction, ensuring everyone was on the payment plan or send an Invoice to the Student Service center for collection. Audit and reconcile the account. Review, validate, and monitor accounts of employees with repayment plans, processing journal as needed.

· Prepare deposits to the Central Cashiers Office of personal checks and money orders received from employees for direct billing of benefits. Posting payments in the LOA system. Validate after each compute.

· Answer LOA queries. Print and mail out the letters to the employee for the benefits billing. Started training on preparing the letters for benefits billing too.

· Enter Union Deductions per information from Labor Relations.

· Parking Refunds

· Fill out form if employee is already covering child and mail back to the Agency. If child is not covered, add the child to coverages. Send copy of Order to employee as well as the Agency with new dates of coverage.

· Pull out the IVR report, review and enter one-time adjustment to get the benefits deduction up to date.

· Benefits analyzing for Final Wage.

· Monitor the ASK Case and SNOW Case.

· Analyzing data for UCPath Conversion

· Answering questions/ resolving issues for UCPath transactions.

· Responsible for distributing standard deduction reports.

· Responsible for Printing and distributing the monthly Union Checks and Reports.

· Responsible for updating monthly Remittance Report for Union Checks

· Process the checks using My Payments for Scholarshare and Credit Unions

· Responsible for Killing Suspense “750”- “751”

· Assist other team members whenever necessary to meet the deadlines.

· Responsible for processing final wages for campus andhospitals.

· Responsible for processing special check request for campus and hospitals.

· Responsible for processing Retroactive Payment, Late/ Reduce Payment, One Time Payment.

· Familiar with PPS, using different screen, ETLR, ETRA, ESEP, IERN, IAPT, ICHK, INRS, IHRS

· Validating Orca’s, Separations, and special check request.

· Maintaining and filing completed works.

· Corresponding to the internal and external departments.

· Calculate Retro Adjustments.

· Responsible for adjusting hours in Time Keeping.

· Co-ordinate with Benefits Department on deduction for final checks.

· Calculate overpayment and co-ordinate with department to collect theoverpayments.

· Validate the ORCA and the adjustment after the payroll compute for 2 pay cycle bi-weekly and monthly.

· Audit mismatch reports as part of payroll error reports every payroll compute.

· Co-ordinate Intercampus transfers; send out PPS screens and benefits information of transferring employees to other UC campuses, gather benefits information of incoming employees

· Verify non-action separation and leave.

· Responsible for the process a backlog of deceased-employee claims in accordance to accounting manual.

· Research and gather informations on family members of the deceased employee when necessary to complete the final payment.

· Prepare the documents such as Survivor's Questionnaire, Prudential, and Affidavit of Support to send to the Beneficiary of the deceased employee.

· Process the payments using MyPayments for the beneficiary.

· Oversee reimbursement process, ensuring that receipts are submitted in a timely fashion to myriad national and international sponsors, and that accurate reimbursement is received promptly. My Payments – used to reimbursement for specific purchases for faculty, staff and trainees. My Travel – set up travel events for faculty, staff and trainee travel for conferences, meetings, etc. and reconcile expenses for reimbursement after travel is completed. This sometimes involves scheduling flights, booking hotels, reserving cars and registering attendance at conferences, meetings. My Events – used to reimburse for entertainment expenses for PIs.

· Review all materials with traveler prior to departure. Makes all transportation and ground arrangements.

· Responsible for maintaining multiple calendars in outlook.

· Prepare all necessary slides, Power Point, and other materials necessary for multiplepresentations.

· Perform complex word processing activities involving desktop publishing, editing and grant preparation.

· Receiving and paying invoices for purchase orders created for various research projects

· Maintaining and filing completed work in file cabinets and on the server.

· Prepare and submit invoices, subcontracts, purchase orders.

· Support a team of assigned PIs with a variety of research projects.

· Assist clients/refugees from different countries. Communicate effectively with non-English speakers.

· Direct clients to the proper sources, receiving calls and directing the calls and voice message to the right person.

· Responsible for updating arrival and deletion notifications of the refugees in the database as well as informing the concerned case manager and the supervisor.

· Responsible for administrative need of creating case files for the arriving refugees and enter clients information in “Mirage” and “IRIS” database.

· Read emails and print the necessary documents for the cases and file the documents accordingly and file them in the right order.

· Maintain department supplies and inventories. Track status, orders, purchases, and maintain or distribute supplies as needed.

· Research on prices for office supplies and vending machine for the benefit of the organization.

· Operate office machines such as printers, copy machines, scanner and fax machines, and shredder.

· Receive mail or correspondence for the work unit and distribute it to the appropriate staff.

· Ensure outgoing mails are collected from the staffs and dropped in the drop box before cut off time.

· Assist Immigration personnel with scheduling the appointments, collecting money and with filing.

· Responsible for reconciling the money from Immigration at the end of the day and handing over to the accountant.

· Provide the monthly statistical reports to the manager.

· Maintain strict confidentiality with all documents andactivities.

· Identify problematic issues and provide and implement appropriate solution.

· Assist Immigration, ESL department and Case Manager as needed.