Additional Pay (recurring)
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.
These transactions can be completed via the Payroll Self-Service Transactions Links page or via PayPath Actions.
On what frequency does recurring additional pay get paid?
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).
Where do I go to submit recurring additional pay for an employee?
Additional Pay (recurring) can be submitted via Payroll Self-Service Transaction Links or PayPath Actions.
What can be done if an employee is paid on the incorrect chartstring?
If an employee is paid using an incorrect chartstring, the payment can be transferred to the appropriate chartstring using a Salary Cost Transfer request.
Are there notifications to indicate that a payment is being processed in UCPath?
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.
An employee recently transferred from another position, and now we’re seeing that they are continuing to receive additional pay associated with their former job. What’s going on?
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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.
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You should go in via the Create Additional Pay, or the PayPath Actions pages to end the additional pay.
How do you enter a By Agreement (BYA/BYN) employee that should receive the same flat dollar amount every pay period?
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.
An employee was recently rehired using an existing empl record, and now we’re seeing that they are continuing to receive additional pay associated with their former job. What’s going on?
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Recurring additional pay is associated with the employee’s empl record, not their position.
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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.
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You should go in via the Create Additional Pay, or the PayPath Actions pages to end the additional pay.
Is the Additional Pay amount request for a gross amount or a net amount? Could I choose between the two?
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).
Does the Additional Pay form allow documents to be attached?
Yes. The Recurring Additional Pay form allows for document attachment.
If a Work-Study student is owed missed pay, is recurring Additional Pay the correct form to use?
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.
If the student is owed additional hours that have not been paid to them, then this would not be the appropriate form to use and the hours should be submitted via the Off-Cycle/Final Pay form instead.
If the work-study student is owed additional pay for an action that is separate from their regular hours/salary (e.g., if the student has been given a STAR award), then this would be the appropriate form to use.
Is there a way for the initiator to see what has been submitted?
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.
How long will Additional Pay persist on an inactive empl record before it is systematically removed?
60 days. Additional Pay will persist on an inactive record for 60 days before UCPath automatically removes it.
How will UCPath recognize a duplicate request, or will UCPath process both updates?
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.
How are retroactive payments handled (within Additional Pay requests)?
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.
What about out-of-scope work for Additional Pay requests?
Additional Pay is defined as pay that is in addition to the employee’s regular base pay. Thus, “out-of-scope” requests for Additional Pay consist of inputting regular hourly and/or salary pay in current or previous pay periods. It also would not be appropriate for “rush”/off-cycle requests as well as final pay.
Can Additional Pay requests be rushed?
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.