Overview

Updated 03/31/22:  Guidance on when Oath/Patent dates fields be populated in the Mass Hire upload spreadsheet. 

See the full email from Thomas Giuffre here.

Guidance

• In the “Field Format / Notes” column for UC_PROF_DATA_REQD, note when Oath and Patent dates are required.
• For “EFFDT”, though the job effective hire date may be future dated, Oath and Patent dates cannot be future dated. These effective dates, however, can be before the hire date.
• When entering Oath and Patent dates on the template, the primary goal is to capture accurate and factual data. Future Oath and Patent dates indicate to UCPC that these dates may not be factual and will not be accepted.
• Time between when a template is submitted and when it is processed can vary between one to five days. I would say that three to four days is the current average number of days from submission to processing. This has caused some confusion regarding the inclusion of Oath and Patent dates.
  • Example – A file submitted on 4/1 with a new hire effective date = 4/3. At the time of submission, Oath and Patent date information is not required, but it may be at the time of processing.
  • Remember two things – the need to provide factual information (thus, no future Oath and Patent dates at the time of submission); and these dates may be needed when the file is actually processed.
  • In the situations like the above example, UCPC has the following suggestions and comments:
    
    • If you do not have Oath and Patent dates (not future dated) for a hire whose hire date is within 5-7 days of file submission – do not include these on a Mass Hire template. Instead submit these types of hires via a Smart HR Template.
    • To avoid situations where a hire date is within 5-7 days of a file submissions, and you do not have Oath and Patent dates, try to submit these hires prior to the 5-7 day window.