Frequently Asked Questions - FAQs for Employees

FAQs for employees include answers to questions about payroll, benefits, retirement, and general questions about the UCPath Project and UCPath Online.

UCPath Project Overview

General questions about the scope of the UCPath project as a whole.

What is UCPath?

UCPath is the University of California’s critical business transformation project to implement a single payroll, benefits, human resources, and academic personnel solution for all UC campuses and medical centers. UCPath will replace UC’s 35-year-old payroll personnel system (PPS) and update HCM, standardizing and streamlining payroll and HR processes system-wide.

Read more about the UCPath Project.

What is UCPath Online?

UCPath Online is a self-service tool that gives employees 24/7 access to UC employment information with access levels based on role. Similar to At Your Service Online (AYSO) website, UC employees will be able to log into the portal from computers at work or at home. More importantly, they can now access UCPath on their mobile devices, 24/7.

What does UCPath stand for?

UCPath = UC Payroll, Academic Personnel, Timekeeping & Human Resources

Why is UCPath launching as a series of deployments?

UCPath is the largest initiative of its kind in UC history. 200,000 employees across 20 locations will be transitioned into the new UCPath system in stages. This is done in "waves" because each campus has a large volume of complex data that must be moved from local payroll and personnel systems into the UCPath system.

What is the difference between the UCOP UCPath Team and the UC Berkeley UCPath Team?

The UC Office of the President Team is setting up the infrastructure for UCPath system wide. Their team members are writing code, designing and testing systems, and working with our UC Berkeley UCPath Project Team and other campuses to ensure that processes, technology and the new shared services UCPath Center in Riverside are working prior to campus deployment.

The UC Berkeley UCPath Project Team ensures local processes can support UCPath by making sure our technology works with the new system, converted data is accurate, and that the system has been thoroughly tested. The team also facilitates change management, communications, and training for our Berkeley campus.

Who is leading the UCPath project at UC Berkeley?

UCPath is a huge initiative with many moving parts. Accountability for the successful go-live and institutionalization of UCPath processes and procedures is shared by the UCOP UCPath Team (including their steering and advisory committees) and the Berkeley UCPath Team (including our steering and advisory committees). 

Berkeley’s UCPath project is overseen by executive sponsors and a steering committee consisting of leaders within the HR, IT, Academic, and Finance organizations. The UCPath Project Team also relies heavily on the input of department and campus subject matter experts. They provide detailed information that will be used for business process design and implementation. Visit the People page to view Berkeley's committee and team members.

What is the estimated full cost to UC Berkeley to implement UCPath? Are there additional costs after the system implementation?

For UC Berkeley, the total estimated cost of the project (expected to be fully completed in FY 2020) is aligned with the originally reviewed and approved budget of $18.2 million. In addition, UCPath ongoing operational costs (UCPath Center Services, UCPath System Tech Support) are funded by all UCPath locations, including UC campuses.

The run-rate to operate UCPath, paid by UC Berkeley to the University of California Office of the President (UCOP), is $6.5 million per year. UCPath locations also pay variable project/debt service fees that depend on the year/stage in project implementation (debt service is for the $220.5M bond that began in FY 2016 and continues through FY 2036).

What are the benefits of UCPath?

UCPath transforms human resource, benefits, and payroll services for all UC employees. It improves our systems and accommodates future growth, strengthening our operational foundation. UCPath will increase productivity by unifying efforts and eliminating or streamlining administrative work across the UC system. The standard processes, shared services center, and new portal mean employees receive better customer service, helping UCB achieve administrative excellence.
UCPath also brings direct benefits to employees, such as improved security of employee personal information, and easier access to pay and benefits information. Read more about the benefits to employees here.

UCPath Online Portal

Questions about self-service in the UCPath Online portal.

Is UCPath Online replacing AYSO?

Yes, in part. Employees will however continue to access AYSO for their personal retirement information, to update beneficiaries, and to access previous years W-2 and all other historical information. All future personal and employment information: earnings statements and benefits-related content, will now be in UCPath Online.

When will I be able to see my pay statement in UCPath Online?

Pay statements will be available on UCPath Online 1-2 days before pay day.

What balances will be reflected in UCPath Online?

Sick, Vacation, Comp time, and Sabbatical are all reflected in UCPath Online. 

Do I have to use CalNet or DUO for each login?

You will log in using CalNet authentication. You will need to use DUO the first time you log in, at which time you can set DUO to remember your device for 30 days. 

Is the login for UCPath Online the same as it is for AYSO?

You will log into UCPath Online using CalNet authentication. Your login for AYSO will remain the same as it is today.

What do "Service Months" refer to in UCPath Online?

Service Months can be found when you click "View Leave Balances" from the dashboard. Service Months refer to your employment service credit (your current instance of employment at UC Berkeley). Your Service Months are used to determine your vacation accrual rate. If you worked at a different UC location previously, that service will not be reflected in UCPath (although all service at UC locations will count towards your retirement service credit - contact Retirement Administration Service Center (https://ucnet.universityofcalifornia.edu/contacts/rasc.html) at (800) 888-8267 for information on your reitrement service credit). 

What information can Managers see about their employees in UCPath Online?

Managers will have new access to more information for their direct reports in UCPath. Managers will be able to view employee contact address, phone number, email address, emergency contact information, and compensation. 

How long does updating information on UCPath Online take?

Information entered into UCPath Online is instantly recorded in the UCPath system. It takes approximately one to two days to communicate the update with other systems connected to UCPath. UC Berkeley systems that receive data from the UCPath system may take one or two days to reflect the change, and external systems may take longer.


For example, if you add a direct deposit account, it will be saved in UCPath instantly, but you will only begin receiving direct deposit once UCPath has been able to verify the account with your banking institution. 

When will a new employee have access to UCPath Online?

New employees can access UCPath as soon as they have set up their CalNet ID, which may take 2 - 5 days.

Where will I access my retirement information?

There is a link to AYSO in UCPath, and, all retirement tools and information will remain active and available. If you are retired, you can access AYSO directly. Fidelity will be accessible through both AYSO and UCPath Online.

Will retirees have access to UCPath Online?

No. Retired employees who are not active employees in April 2019 will not be converted into UCPath. Retired staff and employees who leave UC Berkeley after UCPath goes live will have access to their historical information (e.g.W-2s) and will be given access sign on that does not require CalNet authentication. 

Payroll

Is the Payroll Calendar changing with UCPath?

There will be no changes to pay dates in 2019. Pay dates will remain the same for both monthly and bi-weekly employees. 

You can view the Payroll Calendar in UCPath Online under Quicklinks > Payroll Calendars & Schedules > Payroll Calendar.

Can my three direct deposits in UCPath go to different financial institutions?

Yes, you can elect up to three (3) Direct Deposit accounts at different financial institutions. Note that only one change may be made to direct deopsit information per 24 hour period. 

What should I do if I believe there is an error in my pay?

If you believe there is an error in your pay, use your Berkeley Regional Serivces channel to report the issue right away. The sooner you report an issue, the more quickly it can be resolved. 

If you are unsure which service region your unit belongs to, you can Find Your Region here. BAMPFA, Cal Performances, and International House (I-House) employees should contact their local HR team.

BEST, ProS, SHARE, BEARS, ChaMPS Regions

ERSO Region

What changes in pay will I see due to the different calculations in UCPath?

UCPath uses industry-standard calculations that are more modern and accurate than PPS (our former payroll system). Gross and net income totals, tax withholdings, and benefits deductions may vary slightly in amount due to calculation differences between PPS and UCPath. Read more about UCPath calculation differences.

Many student workers are from out of state. Which home address should they list in UCPath?

Student workers should ensure their local address is listed as their home address in UCPath Online, because the home address is where paychecks will be mailed if a student employee is not enrolled in direct deposit. Student employees are highly encouraged to sign up for direct deposit.

How will my merit pay look on my pay statement?

Merit pay will show under the "Hours & Earnings" section as line item "Retro - Regular Pay" with the begin and end date indicating the period for which the merit pay applies. 

Retro merit pay

How long are paychecks kept in UCPath Online?

Paychecks are available in UCPath Online for a rolling 18 months. 

What if I don’t receive my check in the mail?

Employees should check that the home address in UCPath Online is correct, and contact the UCPath Center if paper paychecks are not received after 2 business days from the pay date. The UCPath Center may place a stop on the check and reissue where appropriate.

Are there benefits deductions holidays in UCPath?

Yes, the benefits deduction holidays are in the Payroll Calendar inside UCPath. You can navigate to it in UCPath Online: Quicklinks > Payroll Calendars & Schedules > Payroll Calendars.

Benefits

Will the UCPath Center manage benefits enrollment?

UCPath Online will be used for benefits enrollment. Campuses may elect to host Open Enrollment events to assist employees who may not have access to computers. Employee may also call the UCPath Center if they have questions about their benefits or the enrollment process. 

CalTime

Questions about time-keeping and entry.

Will I still continue to use CalTime?

Yes, employees will continue to use CalTime. Time entry (or deduction) in CalTime is the essential first step to initiate pay from UCPath. 

What if we don’t submit time by the UCPath Center payroll deadline?

If time is not submitted in accordance with the payroll submission deadlines, there will likely be a delay in receiving pay. Generally, pay will be distributed on the next pay cycle.

Vacation & Sick

Questions about vacation and sick accurals and more.

Is there a lag time in the displayed accruals in UCPath?

Yes. You will enter your time and any leave in CalTime, and it will not be reflected in UCPath until after your payroll is processed (biweekly or monthly). 

Will post-docs be able to see their accruals on UCPath Online?

Yes. Post-docs will be able to view vacation and sick leave balances via UCPath Online.

Retirement

Retirees can contact the UC Retirement Administration Service Center (RASC) for information about their retirement benefits.

Current employees can manage their retirement plan through My UC Retirement.

How do retirees interact with UCPath?

Retirees are not impacted by UCPath. Retirees still access their information from At Your Service Online (AYSO).

Tax Information

How will I get my W-2s for 2019?

Employees will receive two (2) W-2s for 2019 earnings: one (1) for earnings before UCPath goes live; and one (1) for earnings after UCPath goes live. W-2s for wages earned in early 2019 will be available in AYSO, while those W-2s for wages earned post UCPath go-live will be available in UCPath Online. Your designated W-2 delivery option in AYSO will transfer over into UCPath (i.e., mail or online option).

Will having two W-2s for 2019 impact my tax situation?

Receiving two W-2s should not impact your tax situation. Please note that UCPath does use a slightly different tax calculation methodology than PPS does. The methodology used by PPS and the methodology used by UCPath are both legally valid tax tables allowed by the IRS.

How long are W-2's kept online?

Whehter in UCPath Online or in AYSO, W-2's are kept online for 3 years.

Why are my year to date (YTD) balances incorrect?

Because historical payroll data was not converted to UCPath, your paycheck reflects your YTD balances since UCPath began issuing pay in April 2019. We apologize for any inconvenience this may cause, and 2019 will be the only year that your YTD balances will not be reflected accurately on your paycheck. If you need a document that reflects your true YTD balances, please contact the UCPath Center ("Ask UCPath Center" button), and they will be able to provide one for you. 

Will my 2019 tax year employee contribution limits be correctly applied (i.e. 403B, 457B, Depcare, FSA, OASDI) even though my UCPath issued paycheck(s) only show 2019 YTD totals from March 2019 on?

Yes. UCPath has your complete payroll and tax data for this year, and will calculate and cap your contributions appropriately.

This has been verified by Central Payroll, as some employees have already reached the maximum annual contribution amount for their retirement account.

UCPath Center

The UCPath Center in Riverside, CA, provides service to all of the UC campuses live with UCPath.

What is the UCPath Center (UCPC)?

The UCPath Center, or UCPC, is the processing center for the UC system, based in Riverside, CA. It is where payroll, benefits and human resources information will be processed. UCPC staff provide support and will be available Monday – Friday from 8 a.m. to 5 p.m., except on UC holidays. UCPC can be reached by phone 855-982-7284 or by clicking "Ask the UCPath Center" button in the top right hand corner of your UCPath screen.

Is the UCPath Center a third party vendor?

No, the UCPath Center is a University of California (UC) organization.

What services and functions will the UCPath Center provide?

The UCPath Center will provide certain transactional services such as:

  • Executing/managing the payroll compute and employee payment functions
  • System wide payroll related benefits interactions (e.g., processing payments for healthcare vendors)
  • Tax processing
  • Garnishment processing
  • Employment/income verification

Can the UCPath Center offer assistance in a language other than English?

Yes, the UCPath Center has staff who can assist employees in Spanish and other languages. The UCPath Center also partners with the interpreter service Language Line Solutions, servicing 240+ languages and is available on-demand.

Other Questions

Do I need to get a new Cal 1 Card?

No. All access (building, library, sporting events, etc.) will remain with your current Cal 1 Card. Please continue to use your current Cal 1 Card during and after the transition to UCPath. If your employment with UC Berkeley began before the implementation of UCPath, your Cal 1 Card has your old (HCM) Employee ID number. The card software system will tie your new ID number to your current Cal 1 Card automatically, there is no action required from you. Please do not make any physical modifications to the card that interfere with the magstripe on the back of the card or the bar code on the front. There is a possibility of a campus wide card replacement in the next few years to take advantage of improved card security technology.

Where can I find my new employee ID number?

All employees were issued new ID numbers with UCPath. You can find your new employee ID in the top left corner of the UCPath dashboard when you log in to UCPath Online. 

You can use the CalNet Account Manager. to view your ID numbers. Access the CalNet Account Manager by visiting mycalnet.berkeley.edu and logging in using the link in the top right corner. The CalNet Account Manager home screen will display a "My ID's" field, which will include your new UCPath employee ID, your HCM ID (former employee ID), and your Campus Solutions ID (if applicable).

How do I know which employee ID to use?

Your new UCPath ID number is your primary employee ID number. Use your UCPath employee ID for all campus systems - T&E, BearBuy, Cal Answers, ServiceNow, etc.
You may want to keep your old (HCM) employee ID for your records, but you will not use it going forward.

How does employment verification work in UCPath?

UCPath uses a third party vendor, The Work Number (Equifax) to provide employment verification. Employees log into UCPath, and navigate through Income and Taxes to Verification of Employment request. If you are applying for a loan, an apartment or job, your employment verifier (e.g. bank, leasing agent, or employer) accesses your employment information through The Work Number website. Instructions are detailed in the Verification of Employment page. The UCPath Center is currently preparing a self-generating letter on UCPath Online similar to what’s available in AYSO today.

Will we use Blu after we go live with UCPath?

Blu is a portal containing links to several tools. Blu can still be used to access the UC Learning Center, Lynda.com, Careers, and other helpful resources. Personal information and direct deposit information must be updated through UCPath. 

How can employees access UCPath if they do not use a computer at work?

Employees can access UCPath from any computer, tablet or smartphone, using CalNet authentication and Duo verification. There are also Kiosk Workstations available around campus for employees who do not have their own computer. 

Is UCPath information available in Spanish and Mandarin?

Yes, information is available in Spanish and Mandarin on the Employee Resources page.