Frequently Asked Questions - Additional Pay (recurring)

Recurring additional pay is paid by pay period and will be processed on on-cycle payrolls only.

• For monthly employees, it would pay once a month.
• For biweekly employees, additional pay can be defined for each payday in the month.
  • For example, you could define additional pay to pay on the first biweekly pay cycle of the month, for the first and second biweekly pay cycle of the month, or for all three biweekly pay cycles in a month (for those months that have three biweekly paydays in a month). 

Additional Pay (recurring) can be submitted via Payroll Self-Service Transaction Links or PayPath Actions.

If an employee is paid using an incorrect chartstring, the payment can be transferred to the appropriate chartstring using a Salary Cost Transfer request.

There are no specific notifications regarding payments being processed in UCPath. To check if a payment has been processed, review the specific employee's paycheck/payroll data.

• Recurring additional pay is associated with the employee’s empl record, not their position. As a result, if an employee with recurring additional pay is transferred from one position to another, reusing that same empl record, the additional pay will persist. 

• You should go in via the Create Additional Pay, or the PayPath Actions pages to end the additional pay.

If the By Agreement employee receives the exact same amount every pay period, then you can submit a Recurring Additional Pay request for that employee, entering the “Pay Period Amount” as the flat dollar amount that the employee should be receiving.

If the by agreement employee does not receive the same amount every pay period, then the request must be submitted via the One-Time Pay Additional form. 

• Recurring additional pay is associated with the employee’s empl record, not their position. 

• There is an automatic process run by UCPath that ends additional pay once the empl record is inactive for 60 days. If an employee is rehired onto an empl record that previously had recurring additional pay within the 60-day window, the additional pay will persist on the new job. 

• You should go in via the Create Additional Pay, or the PayPath Actions pages to end the additional pay.

The amount submitted using the Additional Pay forms is the total/gross amount, not including any taxes and deductions that will be subtracted when payroll is processed.

The forms have a Gross-Up checkbox to indicate that the submitted amount should be the net amount that should be paid to the employee; if this checkbox is selected, the employee will receive the submitted amount exactly as their net amount and the department/chartstring will be charged for the additional amounts that would have gotten taken out in taxes/deductions (i.e., the true gross amount needed for the employee to get paid that amount as net).

Yes. The Recurring Additional Pay form allows for document attachment.

Only if it is missed recurring additional pay.

If the employee is owed additional hours that have not been paid, it should be submitted via Payroll Request (ex: Off-Cycle) or through the I-181 time file.

Additional Pay transactions are used to pay an employee a regular flat dollar amount above their base compensation, on a recurring basis. For example, a $500 stipend paid once a month, or once a pay period. 

For scenarios in which the employee is owed missed or retro recurring additional pay, such as a retro stipend, then this would be the appropriate form to use.

Yes. There are multiple pages that will allow you to review Additional Pay that has been submitted and approved.

1. Payroll Tasks Tile > Payroll Transactions > Self-Service Transaction Links > Approve Additional Pay (E-330)
2. HR Tasks Tile > PayPath/Additional Pay > PayPath Actions > Additional Pay Tab
3. HR Tasks Tile > PayPath/Additional Pay > Create Additional Pay

60 days. Additional Pay will persist on an inactive record for 60 days before UCPath automatically removes it.

When you open an additional pay form, current payroll requests for that employee that have been submitted will be shown to the right of the new submission, thus allowing the Initiator to check if a specific request has already been submitted. It is up to the Initiators to check current requests and previous paychecks to ensure that they are not submitting a duplicate request; the UCPath Center is not responsible for this action and will process both updates.

There are fields in each Additional Pay form meant to identify the appropriate pay periods that the additional pay should apply to, thus allowing for retroactive submission. Note: You can only submit retroactive payments for earn codes that are eligible for retroactivity.

Additional Pay transactions are used to pay an employee a regular flat dollar amount above their base compensation, on a recurring basis. For example, an employee is temporarily taking on job duties outside the scope of their job description and receives a monthly $500 stipend.

If the out-of-scope work is associated with a separate hourly/annual pay rate (for example, a temporary out-of-class assignment), this would be entered as a concurrent hire.

No. Additional Pay requests will be paid out using the employee’s regular on-cycle payroll. In order to “rush” a payment, you will have to fill out the Off-Cycle/Final Pay form in order for the additional pay to be processed during UCOP’s next available payroll run.