Frequently Asked Questions - Absence Management

Accruals

• Monthly employees will accrue leave (sick, vacation, as applicable) after payroll is run for that month. 

• • For example, a monthly employee’s leave accruals for the month of June will display following June payroll, in the first week of July. 

• Biweekly employees will accrue leave (PTO, sick, vacation, as applicable) after the Quadriweekly cycle (or two biweekly pay cycles).

• For example, a biweekly employee’s leave accruals for a quadriweekly cycle will display following that second payroll in that quadriweekly cycle. 

Usage

• Leave usage for Monthly employees will be processed in arrears (in the following pay cycle).

• For example, a monthly employee’s leave usage in the month of June will be processed in July payroll, meaning they will see the usage in the first week of August. 

• Leave usage for Biweekly employees will be processed after each pay cycle.

• For example, a biweekly employee’s leave usage for each biweekly cycle will display following the payroll for that biweekly cycle.

Yes.

FMLA and CFRA eligibility, as well as Eligibility Hours, are displayed at the top of the Extended Absence request. Eligibility Hours is a rolling count of hours worked over the last 12 months, calculated every quadiweekly cycle for biweekly or every month (calculated in arrears) for monthly.

All hours and eligibility also need to be calculated and confirmed by the Benefits & Leaves or Workers Comp team.

The return to work date does not automatically return a person to work. A transactor must enter the Actual Return Date via the Administer Extended Absence page.

If the original extended leave dates need to be adjusted, edit the appropriate row(s) in Administer Extended Absence.

To add the new leave type, search for the employee in Request Extended Absence and add a new row with the new leave dates and leave type.

The leave is recorded in UCPath, but the time or actual days taken is recorded in CalTime.  You can see an employee is on an intermittent leave of absence in the UCPath system through the Administer Extended Absence page, but you would have to review Caltime to see the actual days an employee has recorded related to their intermittent leave.

If the original leave needs to be adjusted, edit the appropriate row(s) in Administer Extended Absence.

Paid-Block:  Use this option when the employee is out on leave for a continuous block of time, and will remain on paid status (using their accruals). This leave will be entered into an employee’s job data.

Unpaid-Block:  Use this option when the employee is out on leave for a continuous block of time and is not on paid status. This leave will be entered into an employee’s job data, and the employee will be put on an unpaid status.

Intermittent/Reduced Schedule: Leave is taken in non-continuous increments (e.g., a few hours or days at a time). The employee remains actively working during the time they're not on leave. Time and pay may need frequent updates or adjustments. Note: Intermittent Leave will not be entered into an employee’s job data.

UCOP’s web application firewall is flagging and blocking your document or text. If you receive this error, please email UCBUCPath@berkeley.edu, providing the following information: 

• Screenshot of error message, including the Support ID number (located at the bottom of the pop-up)

• A copy of the document you were trying to upload, or a copy of the text added to the text field

• The page you were on when the error message appeared

UCB UCPath Operations team will report this to UCOP IT, who will evaluate the text or document and make adjustments to the firewall settings to allow the text/document.  UCOP IT will inform UCB UCPath Ops that you can try again.  (warning: this might take a few days) 

Image description: This example screenshot includes all the necessary information needed to report this error. Included in this screenshot is the employee’s browser window, with the page they were on when the error message fired (the “Add Employee Relationship” page), the add document popup window, and the error message text:

“UCPathApplicationError

There was an issue with the information you entered.

How to fix it:

• Please double-check your entry and try again

• Avoid using special characters like quotation marks, symbols or backslashes, as they can sometimes cause errors

If you copied and pasted information into the form, hidden characters may have been included. For the best results, try typing the information directly into the form

What happens next:

When you close this message, you'll return to the previous page. Depending on where the error occurred, you might need to re-enter some or all of your information and restart the task. We understand this can be frustrating, and we appreciate your patience.

Need help?

If the issue continues, please reach out to your local helpdesk and provide the following Support ID for faster assistance: 0l3c4f7d-63198-4fg3-01b5-3de4320c3b68”

No, consecutive leaves, with short "return to work" segments cannot be processed in UCPath at the same time. For example if an employee will be going out for a month, returning for three weeks, and then going back out on leave for an additional month - the two rows can not be entered into UCPath as a consecutive leave could be. The first leave must have an “actual return” before the UCPath Center can process an additional leave.

If it is necessary to put both leaves into UCPath at the same time, UCPC suggests submitting, but not approving the second leave until the employee has returned from the initial leave. This way all the information can be entered at the same time in UCPath, but not sent to the UCPath Center together until it can be processed.

CalTime and UCPath update one another.  Depending on when you review UCPath or CalTime, leave balances may differ because the interfaces have not updated one another.

When the leave is entered, unless it is a Sabbatical, the actual return to work date should NOT be entered. Once the employee returns from leave, then the original transaction should be edited, adding in the Actual Return Date.

Yes, their Payroll Status will show as either “Unpaid Leave of Absence” or “Paid Leave of Absence” once the leave goes into effect.

Approvers can not edit initiator notes, but they can add additional notes to transactions they are approving for the Extended Leaves of Absence module.