Frequently Asked Questions - Absence Management

How will Leave be initiated and managed in UCPath?

Leaves will be initiated in the Extended Absence Request form.

What kinds of leave can be recorded?

A basic overview of leaves that can be recorded include:

  • PTO
  • Vacation
  • Sick leave
  • Family & Medical Leave Act (FMLA)
  • California Pregnancy Disability Leave Law (PDLL)
  • California Family Rights Act (CFRA)
  • Worker’s Compensation
  • Sabbatical
  • Personal
  • Medical
  • Jury Duty
  • Military, etc and/or any leave the employee is eligible for depending on their type of employment/appointment, or their employment agreement(s).

What are the acronyms on the Leave & Career Eligibility Hours page?

Job Aid: Career & Benefits Eligibility Hours

LAH Original Hours stands for Leave Accrual Hours Original Hours.

SAH Original Hours stands for Sabbatical Accrual Hours Original Hours

FML Original Hours stands for Family Medical Leave Original Hours.

HBE Original Hours stands for Hours Toward Benefit Eligibility Original Hours

HCS Original Hours stands for Hours Toward Career Status Original Hours

Working Hours: Because UCPath does not maintain the employee’s actual work schedule, this field displays 80 hours for biweekly employees. For monthly employees, the number of working days Monday-Friday in the pay period, including holidays, is multiplied by 8. For contract pay employees, the number of contract work days is multiplied by the number of contract daily hours.

If an employee has questions about their leave, will they reach out to Berkeley or to the UCPath Center directly or speak with the action initiator or approver?

Depending on the information that is believed to be inaccurate, differing approaches will be required. If there is an inaccuracy with the leave type or absence usage during a leave, the employee will work with the location to audit the information. If there is an inaccuracy in the Family & Medical Leave Act (FMLA) or other eligibility the employee will open an inquiry with the UCPath Center. 

Disability leave requires an employee use 20 days of their bank before Paid Disability is activated, is a second leave entry required after those first 20 days are used?

Leaves should be recorded based on a combination of the employee's available sick, PTO and/or vacation balances, and their desire to use them. A second unpaid leave is requested if the employee does not have sick, vacation, PTO to use and/or they have decided they will not use their balances.  

If an employee believes their information is inaccurate in UCPath, what's the audit process to notify UCPath of adjustments?

Depending on the information that is believed to be inaccurate, differing approaches will be required. If there is an inaccuracy with the leave type or absence usage during a leave,  the employee will work with the location to audit the information. If there is an inaccuracy in the Family & Medical Leave Act (FMLA) or other eligibility the employee will open an inquiry with the UCPath Center. 

Is UCPath using hours worked as the system of record to determine FMLA eligibility?

Yes. There is a calculation based on Position, date of hire and hours worked.

Because Family & Medical Leave Act (FMLA) is commonly entered after an absence is started, how and where are over/underpayments entered or reflected in this system?

FMLA usage hours should be entered using CalTime by choosing the appropriate usage code such as FMLA sick, FMLA vacation, and FMLA PTO hours. Overpayments will be reconciled by the UCPath Center during payroll processing.

What kind of turn around will UCPC deliver when a Family & Leave Act (FMLA) absence is recorded? How will that affect payroll?

The UCPath Center will follow their SLA (service level agreement) regardless of leave type. Any leaves processed before the payroll cutoff will affect current paycheck. 

Who can add retroactive Absence Management entries into UCPath? What documentation is required if the action is retroactive?

An initiator can add retroactive leave. No additional documentation other than the required documentation based on the type of leave is required (e.g., doctors notes, return to work documentation, etc.)  

Does Berkeley process an employee’s leave in the UCPath system or does the UCPath Center?

Initiation, Approval, and Maintenance of leave status are all location (campus) based activities. UCPC reviews the leave request and facilitates the update of the job record in the UCPath system based on the information in the Extended Leave Request.

When are hours accrued populated in CalTime?

After each payroll cycle accruals will be updated in CalTime.

How will UCPath track sabbatical credits?

Sabbatical Credits will be available in UCPath as of July 1. UCPath will update accruals ongoing and serve as the system of record. There is system functionality to attach documentation such as sabbatical reports.

Additionally, a warning code will come up to indicate if no sabbatical credits are available.

Can employees track their own detail leave hours?

Employees will have visibility to leave accruals and usage in the Employee Self-Service (ESS) by pay period.

Will UCPath tell you about eligibility during at time of the leave request entry?

On the Extended Leave Request form, Family & Medical Leave Act (FMLA), CaliforniaPregnancy Disability Leave Law (PDLL), and California Family Rights Act (CFRA) hours and eligibility are captured in addition to the employees available sabbatical, sick, vacation, and PTO balances.

Does the return to work date/end date auto return an employee to their current job, or does it require action?

The return to work date does not automatically return a person to work. The location must also initiate a return to work action in UCPath.

If an employee changes from Intermittent leave to Block leave (e.g., full day or more usage), how will that be processed in UCPath?

 A second leave request must be submitted and the usage must be coordinated with the UCPath Center (and possibly manager/ department in order to capture any).

Can intermittent leave recorded in CalTime only, or can it now be recorded in UCPath too?

Intermittent leave should be captured by placing an employee on an intermittent leave via the Extended Absence Request form. Positive hours and leave hours should be recorded in CalTime. The interface from CalTime will update UCPath.

Must a return date be entered into the UCPath Absence Management form when the leave is logged, and does it require approval? If the Return date is updated, does that have to be approved too?

Yes, a return to work date is a required field on the Request Extended Absence form. If the return date is updated, approval is required.

Will the leave system audit for certain requirements due to union contracts?

 No.  This process still needs to be monitored at the campus location.

Who will an employee contact for questions with Waiver of Premium?

Per UCPC Prudential receives a monthly report from Liberty Mutual that lists employees that have been on disability. Prudential sends a Waiver of Premium packet to the employees on the report. The employees can apply for the waiver when they receive the Waiver of Premium Packet in the mail or they can also choose to apply on the vendor’s website. Once the vendor reviews the Waiver of Premium application, UCPC receives a letter of Approval/Denial.

The employee should reach out to the vendor for updates on their claim or questions with the process

Can an employee be on two kinds of leave at the same time?

An example: Medical Leave is set as NON-FML (Family and Medical Leave) leave in the system. If the medical leave is also FML eligible, then the expectation is for the locations to enter a concurrent FMLA eligible leave for the same duration along with the Medical Leave, so that the appropriate FMLA/CFRA/PDLL buckets are decremented. The same logic is applied for Workers Comp. If a Workers Comp or Workers Comp ESL is entered in the system, and if the WC is FMLA eligible, then the expectation is to enter FMLA/CFRA/PDLL leave for the buckets(balances) to be decremented accordingly. It is possible to submit concurrent leaves for different reasons in the system.

The system does not allow the overlapping of two concurrent leaves of the same leave type and reason. This is a hard restriction. For example, the system does not allow Family & Medical Leave Act (FMLA)/California Family Rights Act (CFRA)/California Pregnancy Disability Leave Law (PDLL) for Employee SHC (Serious Health Condition) leave to be entered for the same duration or if the leave start date and expected return date overlaps.

If a leave is not FMLA-related, then they can concurrently exist with a FMLA leave.

If you change from Intermittent to Block (e.g., full day or more usage), how does that work?

 A second leave request must be submitted and the usage must be coordinated with the UCPath Center (and possibly manager/ department in order to capture any necessary revisions to CalTime).

If the Approver Denies the Leave, does a notification go back to the initiator?

Yes. Also, comments are required if a leave is denied.

Will the system show "lost" VAC hours if you hit your maximum?

No, UCPath will only allow employees to accure hours up to their maximum. The UCPath system decrements usage before it applies accruals.

Will historical leave be available in UCPath?

Only Military caregiver and Family & Medical Leave Act (FMLA). Other historical leaves will not be available (neither will pay history).

Current employees on active leave were converted into the UCPath system. Records of employees who were on leave during conversion (March 2019) should be closely reviewed.