[Ucwsfiscal] 11/7/2024 Agenda Document

Thu Nov 7 08:41:20 PST 2024

Good morning all. I have a conflict at 10, but Shawn will be able to make your meeting. I wanted to note that we had plans to communicate with UC Path on a separate issue regarding escheatment as originally raised by Berkeley. I know this conversation is slightly different, but wanted to have us there in case there is opportunity for a broader discussion.

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________________________________
From: Catherine Yu Li <ycli at ucdavis.edu>
Sent: Thursday, November 7, 2024 8:16:01 AM
To: UC WS and Fiscal Workgroup <ucwsfiscal at lists.ucmerced.edu>
Cc: Chie Tuller <Chie.Tuller at ucop.edu>; John Eberhardt <John.Eberhardt at ucop.edu>; Vijayalakshmi Kota <Vijayalakshmi.Kota at ucop.edu>
Subject: Re: [Ucwsfiscal] 11/7/2024 Agenda Document

Thank you Steve. Yes we had good discussion a year ago and this group made unanimous decision to let balance go negative so we can handle with ease whether to increase award amount if excess earnings are legit or do SCT to remove ineligible earnings.

I also wasn’t comfortable to change the effective date to the date when a new award change is submitted, but I see John’s point that UCPath loses history of changes if 7/1 is used repeatedly. John and Vijaya also confirmed that if we need to make any changes prior pay periods before the change date, e.g. a SCT or late payment, it would function like same as we use 7/1 as effective date, which addressed my biggest concern.

Look forward to our discussion.

Catherine Li

Associate Director || Financial Aid and Scholarships

p. 530-752-6904 | c. 530-400-6274  | w. financialaid.ucdavis.edu<https://financialaid.ucdavis.edu/> | e. ycli at ucdavis.edu<mailto:ycli at ucdavis.edu>

One Shields Avenue, Davis, CA 95616

From: Steven McCabe <smccabe at berkeley.edu>
Sent: Wednesday, November 6, 2024 10:35 AM
To: UC WS and Fiscal Workgroup <ucwsfiscal at lists.ucmerced.edu>
Cc: Chie Tuller <Chie.Tuller at ucop.edu>; John.Eberhardt at ucop.edu; Vijayalakshmi Kota <Vijayalakshmi.Kota at ucop.edu>
Subject: Re: [Ucwsfiscal] 11/7/2024 Agenda Document

Hi Catherine,

I got added to the meeting at the last minute and was unable to attend.  My belief is that UCP should be in sync with the SIS, and if the SIS reduces an award after it has been earned then UCP should allow the balance to go negative until we can fix it via SCT.  I still need to wrap my head around the implications of the proposed effective dated row changes.

I have updated the agenda with one example of how a balance can (and should) go negative.

Thanks,
Steve

On Wed, Nov 6, 2024 at 9:21 AM Catherine Yu Li <ycli at ucdavis.edu<mailto:ycli at ucdavis.edu>> wrote:

Good morning.

UCPath Center IT team hosted a UCP-125597 / I-159 Workstudy Award/Award Balance Modifications - Review Meeting yesterday. I didn’t see many from this group in the meeting and felt it is important this group gets informed and be a part of decisions. So I asked if John and his colleagues could come talk to us at tomorrow’s meeting and they graciously agreed. I’d like to encourage at least one from each school attend tomorrow’s meeting.

If you would like to get more details, go to JIRA ticket UCP-125597<https://ucopedu.atlassian.net/browse/UCP-125597> or read below meeting contents from yesterday’s meeting invite. I’m trying to find previous email communication but haven’t found yet. If anyone has them, please forward and share.

Yesterday’s meeting:

The purpose of this meeting is to review the GL Workstudy processing of W/S Awards and W/S Balances. I-159 Workstudy Inbound to UCPath Interface needs review for W/S Award Adjustment processing:

  1.  Workstudy Awards need to be Effective dated for all Adjustments – some location are sending the same Effective date for W/S Adjustment.
  2.  Workstudy I-159 Program is receiving the all employees in the Location/Academic Year, regardless if there are any adjustments. Please consider sending UCPath W/S Adjustment only files with new Effective Dates – recommendation.
  3.  Workstudy Awards are being reset to zero, resulting in W/S Balance reset to zero, leaving W/S distributed balances unaccounted. As result these balance cannot be processed for future Payrolls and SCT Transactions.
  4.  Requirements evaluation:

     *   Negative Balances – determine if I-159 should process Workstudy Award Adjustments, that result in Negative Award Balances.
     *   Reject Award Adjustments with Zero Amounts when there have be prior Workstudy Distributions on the original Award.
     *   W/S Award file reconciliation, how are locations validating I-159 reported exceptions.
     *   SCT - REMOVE W/S on a W/S Award = 0 is an invalid condition. Consider removing SCT Workstudy, before W/S Award Amounts are zeroed out.

Catherine Li

Associate Director || Financial Aid and Scholarships

p. 530-752-6904 | c. 530-400-6274  | w. financialaid.ucdavis.edu<https://financialaid.ucdavis.edu/> | e. ycli at ucdavis.edu<mailto:ycli at ucdavis.edu>

One Shields Avenue, Davis, CA 95616

From: Daniel G Ojeda <dgojeda at ucdavis.edu<mailto:dgojeda at ucdavis.edu>>
Sent: Tuesday, November 5, 2024 10:14 AM
To: UC WS and Fiscal Workgroup <ucwsfiscal at lists.ucmerced.edu<mailto:ucwsfiscal at lists.ucmerced.edu>>
Subject: Re: [Ucwsfiscal] 11/5/2024 Agenda Document

Hello Team,

Can we remove Heidi from this email list.

Additionally, the document was created for our meeting on 11/7/2024 not on 11/5/2024.

Daniel Ojeda

Leads Funds Analyst || Financial Aid and Scholarships

p. 530-752-6102 | w. ucdavis.edu<http://ucdavis.edu> | e. dgojeda at ucdavis.edu<mailto:dgojeda at ucdavis.edu>

One Shields Avenue, Davis, CA 95616

This email and any files transmitted may contain confidential information as protected by the Family Educational Rights and Privacy Act (FERPA).  If you are not the intended recipient, you are hereby notified that any disclosure, copying, or distribution is prohibited. If you have received this electronic communication in error, please notify me by telephone or return email and delete this message from your system completely.

From: Heidi M Rogers <hrogers at ucdavis.edu<mailto:hrogers at ucdavis.edu>>
Sent: Tuesday, November 5, 2024 10:06 AM
To: UC WS and Fiscal Workgroup <ucwsfiscal at lists.ucmerced.edu<mailto:ucwsfiscal at lists.ucmerced.edu>>
Subject: Re: [Ucwsfiscal] 11/5/2024 Agenda Document

Hello Daniel,

I hope you are doing well over in FAS! Could you kindly remove me from this email list?

Best to you,

Heidi Rogers (She/Her/They/Them)

The Green Initiative Fund Grant Manager

https://tgif.ucdavis.edu/

[cid:image001.jpg at 01DB30ED.2C846C60]

From: Daniel G Ojeda <dgojeda at ucdavis.edu<mailto:dgojeda at ucdavis.edu>>
Sent: Tuesday, November 5, 2024 9:52 AM
To: UC WS and Fiscal Workgroup <ucwsfiscal at lists.ucmerced.edu<mailto:ucwsfiscal at lists.ucmerced.edu>>
Subject: [Ucwsfiscal] 11/5/2024 Agenda Document

Hello All,

I wanted to let you know that I’ve created a new agenda document for our meeting on 11/5/2024.

Please let me know if you have any questions.

Daniel Ojeda

Lead Funds Analyst

Financial Aid and Scholarships

Enrollment Management

University of California, Davis

One Shields Avenue

Davis, CA 95616

530-754-6102 tel

dgojeda at ucdavis.edu<mailto:yourname at ucdavis.edu>

 [cid:image002.png at 01DB30ED.2C846C60] <https://www.facebook.com/UCDavisFAS/> [cid:image003.png at 01DB30ED.2C846C60] <https://www.instagram.com/ucdavisfinaid/> [cid:image004.png at 01DB30ED.2C846C60] <https://youtube.com/@aggiebluetogoldfinancialwe9235>

__________________________________

 [cid:image005.png at 01DB30ED.2C846C60] <https://financialaid.ucdavis.edu/>

This email and any files transmitted may contain confidential information as protected by the Family Educational Rights and Privacy Act (FERPA).  If you are not the intended recipient, you are hereby notified that any disclosure, copying, or distribution is prohibited. If you have received this electronic communication in error, please notify me by telephone or return email and delete this message from your system completely.

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--

Steve McCabe
Business Systems Analyst

University of California Berkeley

Financial Aid and Scholarships Office

smccabe at berkeley.edu<mailto:smccabe at berkeley.edu>

financialaid.berkeley.edu/<http://financialaid.berkeley.edu/>

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