FAQs for Transactional Users
FAQs for Transactional Users provide answers to questions about processing transactions in UCPath.
Two main menu options:
- Use the Person Organizational Summary page (Main Menu > Workforce Administration > Personal Information > Person Organizational Summary)
- Use the Search for People page (Main Menu > Workforce Administration > Personal Information > Search for People)
Use the lookup icon to search for an employe by name or employee ID. Please view the inquiry matrix.
After each payroll cycle accruals will be updated in CalTime.
Depending on the leave type, employees are able to enter their leave hours in CalTime using the correct leave codes. Some leave types cannot be tracked by the employee, like EFMLA. These leave types are managed by the Benefits and Leaves Team. The employee should coordinate with the leave coordinator.
Eligibility is displayed with in UCPath, but all hours and eligibility also need to be calculated and confirmed by the Benefits & Leaves or Workers Comp team.
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 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 should this 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). Essentially, the first leave of absence row submitted, and then a subsequent row for the block leave should be submitted.
The leave is recorded in UCPath, but the time or actual days taken is recorded in CalTime. So, you can see an employee is on an intermittent leave of absence in the UCPath system through the Administer Leave of Absence page, but you would have to review Caltime to see the actual days an employee has recorded related to their intermittent leave.
Can leaves of absence for an employee be entered into UCPath at the same time if the employee is returning to work before the second leave?
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.
Absence Management balances update in arrears. For monthly employees, time taken in one month are transitioned to UCPath the following month and appear on their paycheck the month following. For example, for a leave taken in April, those hours will flow from CalTime to UCPath in early May, then appear on the employee's paycheck in June. If you search for accrual balances after the hours have moved into UCPath, they will update April hours because that's when the leave was actually taken.
CalTime will generally have more accurate leave balances hours because of the interface time. For biweekly employees, accrual balances update on the quadricycle as outlined in the Payroll Processing Schedule.
Does an actual return to work date need to be entered into when submitting the Absence Management request?
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 to Work date.
The first leave must be ended. A second leave request must be entered. For more information visit training materials or UPKs for the Absence Management request.
Yes, their payroll status will show as "Inactive, Extended Leaves" once the leave has been added to their job data.
Approvers can not edit initiator notes, but they can add notes to transactions they are approving for the Extended Leaves of Absence module.
Are there any notifications that get sent out to the operator that a retroactive payment will not be paid out or do we have to manually look to see if there are active paychecks?
No, there are no alerts/notifications sent out to tell people that a retroactive payment is or is not triggered. The only notification is if someone at UCPC Payroll thinks an error has occurred and will reach out to the identified individuals to confirm.
Are there reports to see payroll transactions that are happening for a single employee? For instance, if I have an employee who has two jobs, but I only have security access for one of the jobs, can I see payments that are happening for the other depts.?
If you have access to the Review Paycheck page for an employee, you can see all of the details that they were paid, including details from other jobs that are not part of your regular visibility. However, beyond usage of the PREPSHUP tables, you will only be able to view recurring additional pay and one-time payments for the departments that you have visibility into.
It depends on the employee class. If they are monthly then additional compensation will be distributed in one pay period. If they are biweekly then it will be distributed biweekly.
You can see all active appointments in all departments and all UCs in the Person Org Summary page.
All sick and vacation must be entered in whole day increments. All leave should be entered in CalTime.
You would overwrite the chartfields when the chartfields are no longer active during the recovery process. If the overpayment is being recovered from the next available payment, it will go against the current pay cycle and the chartfields will not be able to be changed.
No, percentages must be submitted as positive amounts.
We can request it as a change request but it will need to get approved by all Locations and it will definitely not be done by Go Live.
If an employee is paid using an incorrect chartstring, the payment can be transferred to the appropriate chartstring using a Direct Retro 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.
No. PAN notifications are sent out from Personnel and Payroll System (PPS) to notify select individuals that transactions have been processed. PPS will no longer be used, thus PAN notifications will not exist either.
Merit increases should be submitted using PayPath only, not using the additional pay forms. If a retroactive merit increase is submitted, the system will compare the new salary to their current salary and automatically calculate and pay out the amount of retroactive pay that should be generated.
There are two exceptions to this process:
- The system will calculate and pay out amounts for only the earn codes that are eligible for retroactive payments. If the employee has an earn code on their record that is not eligible for retroactive actions AND the amount paid out for that earn code is dependent on the employee’s compensation amount (e.g., a specific percentage of their salary), then the retroactive amount owed to the employee for that specific earn code will not pay out. That amount needs to be manually calculated and paid to the employee by using the one-time additional payment form.
- If the latest effective-dated row for that employee is for an action that conflicts with the retroactive merit increase (e.g., if the employee transferred to a new job or got a promotion), then you must contact UCPath for assistance in processing that transaction.
Yes. Routing to the approver groups will be based on which form it is, the department submitting the request, and the affected employee’s employee class. By default, all forms will only need one approver level, meaning that only one person needs to approve the request in order for it to process.
No. Additional Pay forms will show the same fields, regardless of employee type. However, some select fields may be filtered out based on the amounts input.
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.
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).
If UCPath denies the transaction and pushes back to initiator, what is the process if that initiator is no longer an employee? Who is notified to problem solve the reason for denial?
The Approval Administrator will also be notified that a transaction was denied.
The Recurring Additional Pay form allows for document attachment. However, the One-Time Pay form does not have this functionality. If a document needs to be attached to the request, the one-time payment can be submitted using the Recurring Additional Pay form, with the effective and end dates adjusted to reflect one single pay period.
No, initiators cannot assign a specific approver. Once an initiator submits the request, it will be auto-routed to the appropriate Approver Group based on the Department, the selected form, and the employee class (also known as “appointment type” in current state).
Only one person in that approver group needs to approve for the workflow to move forward. However, the approver can select a specific ad hoc approver from a drop-down menu of approvers who have the appropriate permissions.
Additional Pay is for payments that are in addition to the employee’s base salary (e.g., stipends, bonuses). If the work-study 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.
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.
All transactions are kept indefinitely in UCPath.
While most earn codes will stay the same, there will be some changes to existing earn codes. We will provide a “mapping” document to map from current-HCM-to-new-UCPath Earn Codes during training as well as a definition of every UCPath earn code and how they should be used. Title codes will be staying the same.
Yes, some transactions allow cloning, but that is only in the event that the request has been rejected. No cloning functionality exists for the Additional Pay forms.
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.
What is the difference between processing Additional Pay through the Personnel and Payroll System (PPS) system vs. processing through a department award (DSAS)? Are there guidelines for which to use? How does CSS determine which method to use?
Contact your HR Business Partner for information about DSAS and what guidelines/criteria are used to determine if they process pay out of PPS or DSAS. If specific payments are paid out of DSAS currently, they will most likely continue to be paid out of DSAS after we go live with UCPath.
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 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.
No. UCPath is the only system of record and payment for HR/Payroll actions that UC Berkeley will be using.
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.
When an employee returns to work from a leave without pay, where can they check that benefits are processing correctly?
Upon returning to work, employees can review their Benefits enrollment summary to ensure everything is correct.
Plans that were discontinued during the leave without pay, furlough or short work break will be reinstated when the employee returns to active status (this process can take a few weeks to be reflected within the employee’s Benefits summary).
Yes. Ensure employees are made aware of the policies regarding the end or reinstatement of Flexible Spending Accounts
- UCnet – Health Flexible Spending Account Summary Plan Description: https://ucnet.universityofcalifornia.edu/forms/pdf/hfsa.pdf, pages 11 & 12
- UCnet – Leave Without Pay: https://ucnet.universityofcalifornia.edu/forms/pdf/leave-without-pay.pdf, pages 5 & 12
How is Benefits Billing impacted if an employee's return to work date is after mid-month (e.g., 9/19/22)?
If an employee’s return to work date is 9/19/22, there’s a difference between monthly and bi-weekly employees as active paychecks cover different coverage months.
- For monthly employees, their first Active paycheck with deductions should be 9/30/22 which covers October premiums, pay period 9/1/22 – 9/30/22. The 9/19/22 return from leave needs to be entered into UCPath before 8/23/22 (last calc for 9/1/22 Invoice that covers October premiums)
- For bi-weekly employees, their first Active paycheck with deductions should be 10/12/22 covers 1st half of November premiums, pay period 9/18/22 – 10/1/22. The 9/19/22 return from leave needs to be entered into UCPath after 8/23/22 (last calc for 9/1/22 Invoice that covers October premiums) but before 9/23/22 (last calc for 10/1/22 Invoice that covers November premiums)
What happens if a furlough or Short Work Break after the benefits billing deadline (e.g., after June 15th), when does the employee receive the Benefits Billing Invoice?
If the furlough transaction beginning mid-June (around 6/19) is entered after 6/15/22 and is not captured during 7/1/22 Invoice, then the following 8/1/22 Invoice for September coverage month would reflect August + September due for monthly employees and half August + September due for bi-weekly employees, all for the same 8/1/22 Invoice due date 8/31/22
For Benefits Billing, do employees have the option to pay the full amount due or will they receive separate bills each month?
Benefits Billing is always on a monthly basis, so employees will receive separate bills each month
For monthly employees, if their furlough begins mid-June (around 6/19) then 7/1/22 monthly paycheck should be their last Active paycheck with deductions to cover for July premiums, pay period dates 6/1/22 – 6/30/22
For bi-weekly employees, if their furlough begins mid-June (around 6/19) then 7/6/22 bi-weekly paycheck should be their last Active paycheck with deductions to cover for the 1st half of August premiums, pay period dates 6/12/22 – 6/25/22
Resources: UCPath Quicklinks -> Benefits Resources -> For Employees – Benefits Deduction Calendars -> Benefits Deduction Calendar – 2022. Direct Link
Billing notices are prepared during the final week of the month and mailed to the employee on the last day of the month. Employees should receive the bill the first week of the month and is due by the end of the month
Example: If furloughs begin mid-June (around 6/19) then the transactions would need to be entered into UCPath no later than 6/15/22 to ensure it will be captured during 7/1/22 Finance Invoice Date for August coverage month
FYI: Short Work Breaks / Furloughs are on the same schedule as employees on all other leaves
Resources: UCPath Quicklinks -> Benefits Resources -> Location Users - Administrators for Benefits Billing Calendars -> Processing Calendars for Benefits Billing Processing Calendar 2022. Direct link
No, only one benefit event can happen at a time per day. If a life event is open, the life event for the current year must be closed before submitting open enrollment elections for next year.
Where can the benefits deduction information from UCPath be found? Are premiums for insurance paid in arrears or advance?
Only disability insurance is in arrears. See UCnet Employee Health and Welfare Benefits.
On page 24 of the Group Insurance Regulations it states:
- Premiums for Medical Plans, Dental Plan, Vision Plan, Legal Insurance, Life Insurance, AD&D Insurance, and Supplemental Health Plans are paid in advance. Premiums for Disability insurance are paid in arrears. Premiums are paid for a full month, even if coverage stops before the end of the period. Eligible Employee contributions are made through payroll deduction or direct pay.
Benefits Summary can be found at: Benefits > Review Employee Benefits > Benefits Summary
Review the benefits deduction schedule to see when these deductions occur.
Does UCPath automatically ensure that employees who are retiring are granted one ‘extra’ month of insurance benefits to bridge them till their retirement benefits kick in?
As long as it is entered with the appropriate termination code – Retirement, the system will automatically grant one ‘extra’ month of insurance benefits.
I am trying to process a Direct Retro using a chartstring I believe to be valid, however, I receive an error message when I try to submit. What should I do?
Please use the chart of accounts validation lookup to verify your chartstring.
If a high risk direct retro is approved by both approver levels at UC Berkeley (if CGA is the 2nd approver level, for example), does it still go to someone at UCPC?
No, when it is approved at the location it goes into ledger directly.
If retroactive pay is issued after a Direct Retro or Funding Change is processed, will the system know?
Position funding for retroactive pay is based on the funding at the time the pay should have been received. If a Direct Retro has previously been completed, the current distribution will not be based on the updated Direct Retro distributions.
The best practice is that any time a Direct Retro is completed, the user should navigate back to the Position-Level funding on Funding Entry Page and make any necessary updates to the funding distribution data. Keeping the Funding Entry Page in sync with processed cost transfers is an optional, location-only business process.
On Direct Retros, if the federal fund is greater than 120 days and we're not changing the fund, rather only the CF1 field, for example, will it be considered high risk?
Definition of high risk Direct Retro:
Violates the 120 Day Rule: Increases the expense on a Federal or Federal Flow-through fund where the transaction is on a payroll transaction for which the original Pay End is prior to [SysDate – 120]
Violates the 90 Day Rule: Increases the expense on a Federal or Federal Flow-through fund where the Fund/Grant End Date is prior to [SysDate – 90].
Yes. If the parameters for high risk are met, then you will not be able to save the transaction without completing the questionnaire. All high risk Direct Retros have another level of approval (Controller's Office Contracts & Grants).
You can select multiple paychecks at the same time for a single transaction, but you still have to make the adjustment for each one.
No, dollar amounts only.
Direct Retros move all associated benefits/fringe with the salary. If a location desires to move fringe only they will need to utilize Benefit Cost Transfer functionality in Path.
Commitment Accounting (CA) process will run to post fully approved Direct Retros several times per week.
Only one Direct Retro transaction can be submitted for the same paycheck. No additional changes can be made until the Commitment Accounting (CA) process runs to process that Direct Retro.
There are reports that will be available to see if there are any suspense items. No system notification will be sent regarding items in suspense.
Transaction errors go to suspense chartstring as follows:
Salary account associated with the employee, fund 69995, a Division level Dept ID code, the CF1 value noted below:
- CF1 = 900000: When a position is created but the position funding is not set up
- CF1 = 900001: When the payroll processing date is past the Funding End Date for the Earnings Distribution (generally applies to Contracts and Grants funds)
- CF1 = 900002: When the provided chartstring was valid at the time of initial entry input, but becomes invalid before payroll processing
The Direct Retro form has a Copy Transaction button that will allow the transaction to be copied, edited, and resubmitted for approval.
The questionnaire is only required for high-risk Direct Retros. The current 120 day/90 days rules for Federal funds/Federal flow-thru funds apply. The questionnaire is not required for other funds.
If you have entered a capped fund and the employee's Total UC Salary value exceeds the salary cap rate, the system prompts you to use the Direct Retro Salary Cap/MCOP Funding Worksheet.
Attributes of the Fund are sourced from Chart of Accounts data coming from Berkeley Financial System (BFS).
Yes. Once Direct Retros are initiated, approved, and processed, they will be available in Berkeley's General Ledger (BFS).
Once the Commitment Accounting (CA) batch has run, processing the transaction, additional updates can be made for the pay period.
Yes. You can move all or part of your existing funding to one or more funding accounts.
You can use a Direct Retro to reallocate the distributed money, and add an effective dated row to your Position Funding to reflect the changes.
No. Direct Retro allows for the redistribution of funding or split funding between multiple funding sources. However, the Earnings Code cannot be changed.
If an employee is funded by multiple chartstrings managed by more than one department, who initiates the Direct Retro transaction?
The department that owns the position (rather than the department that owns the funding).
For example, if an employee works primarily for department A and their position is funded by department A and partially by department C, department A would initiate the Direct Retro and enter the chartstrings for both departments A and C. If approval is required from department C, department A can attach approval documentation to the Direct Retro transaction.
Can someone in Payroll view the transactions that are being approved? What would trigger someone outside the department to review the approvals?
An Ad-Hoc reviewer can be added for reviewing transactions.
Can I view the status of Direct Retro transactions in my department, regardless of whether I am the initiator or not?
The initiator cannot see the list of transactions initiated in the Worklist, however, you can review the status of your Direct Retro transaction by navigating to PeopleSoft Menu > UC Workcenter > Review Retro Distribution. Departments can view transactions by search parameters such as EMPLID, Initiator, etc.
No. In UCPath, you cannot be both the initiator and approver for any transaction.
Yes, you can change the order during your active session by using the Personalize link. However, we encourage users to familiarize themselves with the default order defined by UCPath.
MCOP refers to employees who have more than one earn code. You should use the Direct Retro Salary Cap/MCOP Funding Worksheet to complete your Direct Retro transaction for employees with MCOP.
These are delivered components in PeopleSoft and currently not being used in UCPath.
All pay periods processed by UCPath beginning March 2019 will be available for Direct Retro activity. UCPath payroll data is not purged.
The system will not auto-populate Project Costing (PC) Chartfields.
Yes, FTEs can exceed for combined student jobs with one GSI appointments due to Academic Overlap.
For cases where a Grad Student appointment (Tutor) needs to add a student assistant appointment, this does not qualify for Academic Overlap.
When there is a record on Short Work Break (SWB) and a concurrent hire is added, can the FLSA and PayGroup be mismatched?
When there is a record on Short Work Break (SWB) and a concurrent hire is added, the FLSA statuses need to match and the paygroup can be mismatched.
International Numbers can be added or updated in UCPath by UC Berkeley Transactors or employee:
UC Berkeley Transactor - Submit a Personal Data Template and add a request in the comments section to add/update the international phone number
Employee - Navigation: Employee Actions > Personal Information > Personal Information > Phone Numbers > Change Phone Numbers > Add Phone > Phone Type; select: Mobile-Personal, Mobile-Wor, or Work-Other Location > Enter International Phone Number and click Save
Is an MLA (Multi-Location Appointment) a required attachment on a "concurrent hire" or "add CWR" template when the combination of the two appointments is an employee at one location and a contingent worker (CWR) at the other?
Enter a full rehire, concurrent hire or use another inactive record within the same region (do not use a transfer) to transfer an ASE or GSR.
To prevent delays, if a new employee at UC Berkeley has an appointment at another location that is on a short work break (SWB), there are two options:
- The other location will need to (retro) terminate the position on SWB so that the hire template will be approved by the UCPath Center for UC Berkeley.
- We will need a Multi Location Agreement (MLA)
Is it acceptable to process a concurrent hire on the same effective date another Empl Record is being terminated?
Yes, it is an acceptable use of the UC_CONC_HIRE(_AC) HR template. This scenario has been observed when an employee is transitioning from one appointment on a single Empl Record to another appointment on a separate Empl Record, requiring a concurrent hire HR Template. An example of this would be a GSI appointment on Empl Record 0 with an Expected Job End Date of December 31st with a termination row effective January 1st, where a GSR appointment with another department is starting on January 1st. It is permissible to enter a UC_CONC_HIRE_AC template to process an Academic Concurrent Hire effective January 1st on a separate Empl Record (e.g., Empl Record 1).
UCPath Center understands this to be an acceptable use of a Concurrent Hire template and will approve transactions that fall under this scenario.
Does an employee on a leave of absence (LOA) need to be returned from LOA before a termination can be processed on their UCPath appointment?
If the employee is on a paid leave of absence, then the employee can still be on leave when the termination template is processed.
If the employee is on an unpaid leave of absence, there is no need to return the employee to a paid statusif no payout is expected.
If an employee is on an unpaid leave and needs to be paid out, then they do need to be returned from leave so that the pay can be processed.
Initiator & Approval Workflow
The Payroll team would complete this termination template as they do the others. The template type signals additional work downstream for UCPC/RASC.
What is the rounding system for FTE? Will the RA be able to enter distribution percentage down to several decimals?
FTE has six decimals. It looks like this: 1.000000
For employees transferring between departments, does the receiving department initiate the transfer?
Yes, the receiving department should initiate the transfer.
For Merits + TDIs what will the process be? Are we still doing mass salary updates and how will we catch the fall out?
Similar process to current state but it's managed by UCPC. UCB Compensation and APO will work with UCPath Center.
If one approval level is defined, then approve or deny are the only two options. If more than one level of approvals is defined, then pushback is an additional option.
Off-Cycle / Final Pay
In UCPath, Off-Cycle checks will default to the regular method of payment the employee has chosen. If the employee has already signed up for direct deposit, the payment will be directly deposited.
Merit Increases are a data change a department would make in the PayPath template, using Merit Increase as an action reason. UCPath will automatically generate the pay differential and include that retro pay on the next On-Cycle issue. No other form needs to be generated (for example, Additional Pay). However, there are positions with Earn Codes that are not eligible for Merit Increases.*
*If an employee has additional compensation based on a % of salary, and the earn code for that action is not eligible for retroactive pay, then the initiator would have to submit an additional pay request for the difference owed on the ineligible earn code.
Overtime would be recorded in CalTime which will feed payroll at UCPC for payment processing. If an employee’s status (non-exempt) allows OT, the OT will be paid.
Can retro-active hours or flat dollar amounts for a By Agreement (BYA/BYN) employee be processed on an Off-Cycle pay form?
Yes, retro-active hours can be processed for BYA/BYN employees in an Off-Cycle Pay form.
Bonuses should be submitted as a One-Time Pay using the One-Time Pay form and will be paid on their regular pay cycle. Since bonuses are generally paid on cycle, please refer to your department/regions policies for more information about Off-Cycle Pay.
As we transition to UCPath, some earn codes will be changed to meet UCOP guidelines.
CIA will change to “CNB” Coach Non-Base pay.
On the Off-Cycle form, the earn code options available will be defined by the employees’ pay group. As we go live, a job aid will be available that describes and lists earn codes.
All pay should be paid on a regular cycle whenever possible. Off-Cycle pay is often used in sensitive situations. Refer to your department/regions policies for more information.
On the left side of the Off-Cycle form, all current Off-Cycle pay requests, approved, denied, or pending will be available for view.
UCPath Center will provide payroll calendars, which will list the deadlines for Off-Cycle Pay. Requests must be submitted and approved by the listed deadlines in order to be processed. As we go live, UCPath Center calendars will be published.
The Home Campus will pay the employee for all work at all locations. The “home/primary” campus for the employee must be determined. If Berkeley is not the Home Campus and an MLA employee is owed pay, then you must contact the Home Campus on behalf of the employee to schedule the payment.
If Berkeley is the Home Campus, Off Cycle/Final Pay is processed per regular steps.
Can a position’s default chartstring be overridden in special circumstances - i.e. A grant funded employee has a large vacation accrual that must be paid as part of an employee’s Final Pay, but the grant may not be an appropriate funding source.
Yes, a chartstring can be overridden by checking the check box, and a new chartstring can be used.
The process depends on whether or not an employee has been paid for services prior to signing the Oath.
When an employee has been paid for services prior to signing the Oath:
- Submit an Inquiry with the subject "Damage Payment"
- Provide pay period(s) that need to be reversed
- Provide damage payment amount that should be paid (this should be in hourly increments)
- The UCPath Center will reverse the affected pay period(s) and generate the damage payment (DMG) via the off-cycle process. Any accrued vacation will be paid out to the employee.
When an employee has NOT been paid for services prior to signing the Oath:
- Submit a Payroll Request (E-087) for an off-cycle check.
- Provide comments that indicate that this is a Damage Payment (DMG)
- Provide Damage Payment amount to include hours by pay period, vacation, and any legally required benefits
- The UCPath Center will process the Damage Payment.
If an employee leaves on the last day of their pay period, would a Final Pay request need to be entered?
If the employee is leaving at the end of their natural pay period, then a Final Pay request needs to be submitted only if the employee has vacation/accruals that need to be paid out.
A Final pay request must be submitted if the employee has accruals and is owed those accrual hours. In addition, a Final Pay request must be submitted if the termination occurs in the middle of a pay period.
If there are no hours worked and no accruals exist in the current pay period in which the employee terminates, no Final Pay needs to be submitted- the pay will be naturally generated (and no further pay will be issued).
Yes, a chartstring/s can be added (or adjusted as desired) in UCPath for all employees.
Rows listing hours and a corresponding chartstring can be added one at a time.
The default chartstring is automatically applied in all rows; by checking the override box, blank chartstring fields will appear and the desired chartstring can now be entered.
The Off-Cycle pay request will default to charge the employee’s pre-defined positions’ funding/chartstring(s).
If the employee and Job Record are the same, multiple Off-Cycle Requests for pay can be combined into one request. By clicking the + sign, multiple earn codes can be added, with specific beginning and end dates in new rows (as many as are needed). There is no limit to the number of rows that can be added to an instance of an Off-Cycle request.
An Off-Cycle request form must be submitted separately for each job record as needed.
Amounts can be submitted in hours, flat dollar amounts, or percentages, depending on what is appropriate for the employee type and earn code. For example, to submit regular pay (earn code REG) for monthly exempt employees, you can enter a salary % value.
However, the same REG pay for biweekly employees would be entered using hours.
Since there is no Rush Check form, submit the request using the Off-Cycle Pay Form. After that transaction is submitted for approval, submit a separate request to UC Path Center to indicate there’s an Off-Cycle request submitted that is a rush, and needs to be processed.
An Off-Cycle check is any payment that is not paid on the employee’s regular “on-cycle” pay cycle (either monthly or biweekly). This payment can be necessary when employees miss a significant amount of pay (e.g., missed time card, incorrect hours). Though the processing frequency is still being finalized, off-cycle pay will most likely be processed 2-3 times a week, and the employee will be paid with their regular payment method (direct deposit vs. paper check). This process will be different from a “Rush Check."
Person of Interest (POI)
Yes, the system will allow you to leave gender as unknown for the POI template.
No, you have to enter a US address (for the POI template).
Yes. If you do, make sure to add a comment that states you have entered an international phone number.
Person / Job Data and PayPath
ASMD if for Academic Personnel Use Only. It is used for tracking modified service when an academic appointee has substantial responsibility for a newborn child or adoptee.
This is entered into UCPath as a a PayPath transaction (NOT as an Absence Management transaction). When submitting the PayPath transaction, the action code for ASMD entry is "DTA", and the Reason Code is "ASM".
Management Approval is no longer required to cancel retro triggers for FTE increases. Therefore, all off-cycles received for FTE increases will be scheduled for processing as any other off-cycle request that is submitted correctly. The Off-Cycle Team will no longer be reaching out to Management for approval to cancel the retro trigger. The Off-Cycle Team will no longer be reaching out to the Retro Team to request cancellation of triggers for FTE increases. The Retro Team will cancel such triggers as they identify them per their processes.
Can an employee with multiple jobs may be paid as salaried on one job and hourly on another job as long as the paygroup is the same FLSA and say pay frequency?
As long as FLSA status has been aligned for both jobs then yes the set up in your example of 1BH and 1BE would be acceptable.
Please be advised that similar to the XMH paygroup, the XBE paygroup requires an override to be applied and therefore this request should be documented in the template comments when submitting the transaction. This paygroup also requires a very specific compensation setup in which the pay component frequency needs to be annual, while the compensation frequency needs to be set as "B" (biweekly). So long as this compensation setup is established and the BE paygroup override is requested in your template comments we can align this job to any other biweekly/hourly job.
There are no max number of rows, effective dates, or amounts from a system standpoint.
For employees who retire but who need to have an active record, will the retire template terminate all records? If yes, should we mark them as POI? Is this when the office of retirees steps in?
Yes, UCPC would terminate all the records. If this person is to become an Emeritus, a template would need to be submitted to add that. (Just as today we enter the Emeritus appointment).
If Retirement office needs to process anything, they will do so. That's why coding it as a Retirement is important, so that their processes can be kicked off.
No, it is only optional if you are using it for some business need of your own and want to run a report on that field. If you enter a Location Use Type, you must enter a Location Use End Date (and vice versa).
Can the template be edited in any way by the initiator or the approved after it was submitted to UCPath?
It cannot be edited unless it is denied by the approver or canceled by UCPC. Approvers also can't edit any fields, they are in a read only role for this template.
They will be on separate job records.
Yes, as long as the effective date of the range adjustment is after UCPath go live.
No, you would have to take active steps to generate payment.
The action would be to update the Job as is done in current state.
The list of Action/Reasons viewable during the demonstration in PayPath may have been limited by the type of employee, the tab being viewed (position or job or pay), and the action chosen.
The list viewed was not the full list which will be available in future transactions. More information about action/reason choices will be provided at a later date.
Short Work Break: Can you give an example of a Unit 18 where you would utilize a short work break? Would this not apply for continuing appointments that are only one semester a year?
The scenario envisioned by the team:
Someone is a lecturer in the Spring January 1 to May 31. The department decides they will also teach July 1-August 30. Instead of terminating their position, the process would be to extend the appointment through August (end date August 30) and then put the employee on a Short Work Break from June 1 to June 30.
Users will have view access to Job Data, so historical rows are visible. Forms are just a front end for adding transactions because UCPath is not allowing edit access to parts of the UCPATH system. The custom pay PayPath component brings together the ability to make Position + Job + Pay updates in one place.
Yes. Additional Pay for employees can be added in PayPath or by using the Additional Pay forms.
This business process needs to be defined as there will likely be some similarities because both current and future state use PeopleSoft design and permissions to access records and approve transactions.
The final step of entering information into Human Capital Management (HCM) is a current control in the onboarding process, assuring we have received all necessary paperwork. How do we make sure that the I-9, oath, etc., is done before we begin?
This process is part of the deep dive work the project and Subject Matter Experts (SMEs) will partner to define the business process, ensuring controls.
Yes, you can change the order during your active session by using the Personalize link. However, we encourage users to familiarize themselves with the default order defined by UCPath.
What happens when there's a retroactive pay increase and a direct retro needs to be done on the retroactive pay? Can initiators pull up the retro pay?
Yes. The employee's paycheck would include the retroactive pay, an earn code separate from regular earnings would be associated with the retroactive pay. The earn code begins with '9' for retroactive items.
Does the initiator have to start from scratch to fix a denied position funding transaction? Is there a copy function?
There is a "copy to new transaction" button. However, it isn't for direct retro transactions, only for position funding.
Retro pay change does not affect current position funding.
7 digits, 6 decimal places.
The Department IDs are at level 4,5,6. The department is based on where the position sits.
Initiators will receive a notification that their transaction has been approved or denied. Approvers will receive a notification to approve a transaction and may navigate to the transaction using the link in the body of the email and/or using their worklist if they are in UCPath. Additionally, there are available funding reports in Cognos that as a Cognos user one may run for a department.
Benefits follow the employee's salary.
Where can I find guidelines from campus around what documentation should be included/attached on particular transactions?
The Controller's Office would be responsible for these guidelines.
Is legacy HCM accessible for view-only access (for current vacant position information) after go-live?
Legacy HCM will be available through September 2019 for those who already have access. Legacy HCM data can be accessed through Cal Answers reports.
No. Each position requires its own funding. Funding is the same for a single-headcount or a multi-headcount position.
The approver should deny the transaction and the initiator should make the changes and resubmit the transaction for approval.
Yes! Effective Date for position funding must be equal to or later than the Effective Date of the position. The position must be created before you can fund it. Additionally, position funding Effective Date should be prior to the hire Effective Date in order to avoid any pay going into suspense.
Pool ID is used by the Work-Study unit to enter students' Work-Study codes.
Example: The Work-Study codes (e.g. C or G) will go into "pools" (e.g. Work-Study student in "G").
For more information, refer to the Office of Financial Aid & Scholarships.
Multiple Components of Pay. There is a link on the Position Funding page to access the Multiple Components of Pay worksheet to assist you with proper funding.
For academics when the incumbent’s salary funding is sourced from a capped fund, exceeds over-the-cap (OTC) fund and the OTC default chartstring should not be used, how should the funding be processed?
The earn code, "GAP" should be used for the amount that is over the cap. This step would act as a reversal of the amount above the salary cap.
When does a payroll cost get charged to the payroll suspense chartstring or the department’s default chartstring as opposed to being charged to the specified FAU(s)?
When a position is set up by the department, a departmental default fund charstring is required. Payroll costs for the incumbent of the position will be charged to the department’s default chartstring if a Funding Entry to update the Earnings Distribution to a specific FAU (e.g., PI’s research fund) has not been initiated and approved. Additionally, if the Funding Entry initiator specifies a Funding End Date for any given FAU, the portion of the payroll costs associated with that FAU will go into suspense (i.e., get charged to the departmental chartstring) during the pay period(s) after the Funding End Date.
No. The approvals would be routed based on department, not funding.
No. The system will retrieve additional information for the fund code from various fund tables. Some fund attributes are capped/uncapped, annual cap rate. Additionally, the fund code lookup table is sourced from the Fund Attribute table.
The earn code for the additional pay with the chartstring is entered in the Position Funding form. If the additional pay was due to a stipend, the earn code for stipend, “STP,” along with the chartstring would be added in the form.
No. The position funding record cannot be copied.
Are there additional reasons why funding would default to the general fund, other than the expiration date of a current fund?
Yes. A chartstring may be valid at the time of entry in Position Funding, however, it may become invalid prior to Commitment Accounting Actuals/General Ledger batch processing. This instance would result in an edit error being flagged and a default chartstring would be used. The initiator will see any system-identified errors as they are working on the Position Funding Entry, or when there is an attempt to save and submit the transaction. However, if a Funding Entry is both successfully saved and approved but payroll still goes into suspense (departmental default chartstring), it could be due to a system error or that the Funding Entry did not meet the deadline for that pay period.
The user is not required to enter the account chartfields.
Yes. However, if the funding end date expires, the system will pull from the suspense account.
The system performs individual chartfield validation, and it also validates the full chartstring.
Yes, as long as the funding effective date is between the budget begin and end date. You can enter a change in funding with an effective date in the past (e.g. use yesterday’s date) as long as that is a valid date for the position.
The funding effective date should be between budget begin and end date. There is no stated limitation for how far in the future (as long as it’s during the period in which the position is active).
There is no limit to the amount of many distributions that can be entered in the UCPath system. The limits in the current state are driven by PPS (Personnel Payroll System), which will not exist in the future state.
Yes. Funding is not tied to a position. However, a position must be created in UCPath before you can apply funding to it.
If you have a contingent worker “A” who supervises another contingent worker “B”, but contingent worker “B” does not need to submit a timesheet in CalTime, does contingent worker “A” still need to have a position number?
Position numbers are only assigned to contingent workers who need to sign off on the time of an employee they supervise. If a contingent worker "A" supervises another continent worker "B," there is no CalTime involved, so therefore no need for a position number. If a contingent worker "A" supervises an employee "B", who enters time into CalTime that then needs to be approved, the contingent worker "A" will need a position number.
Can an incumbent employee and the replacement (new hire) employee occupy the same Position number during a training overlap period?
When hiring the replacement, use the same Position number. It is not necessary to update the Max Headcount on Position for this transitional overlap if it is for a limited period of time. The Position can be overallocated during the transition period, and will revert back to full once the original incumbent terminates.
No, you can program individual hires to be terminated on a specific date.
A chartstring will be referred to as “FAU” (Full Accounting Unit) in the new system. If hours were distributed to the wrong FAU (a.k.a. Chartstring), the department should initiate a Direct Retro transaction to move the expenses to the correct FAU(s).
What are the timing constraints around direct retros? After we make a direct retro, do we need to wait until the next accounting period to verify that changes were made correctly?
Direct Retros occur in UCPath as soon as the transaction is submitted and processed in the nightly batch process. Completed direct retros will be fed to the General Ledger.
Yes. Designated employees within each department have Inquiry access in UCPath to view employee data – including leave information. Additionally, they can access UCPath data through UCPath reports.
Payroll Processing Schedule
Yes, Direct Retro transactions can be submitted regardless of the payroll processing schedule, because they do not impact the pay for a current pay period. Instead, these transactions are shifting funding sources for pay which has already been distributed. Only pay-impacting transactions and PayPath transactions should be held as outlined in the Payroll Processing Schedule.
There seemed to be a discrepancy in the payroll processing schedule in that accrual transactions need to be entered by the Inbound Files date, but are included in the transactions that should not be processed. Can someone please clarify this?
The Employee Data Change Deadline, the first column in the location section of the Payroll Processing schedule, is actually for deadline purposes, rather than for hold dates. For this reason, you can continue to focus on the outlined Inbound Files date so long as the transaction is being processed as a mass file. See page 3-4 on the Job Aid: Review the Payroll Processing Schedule.
Note: The E-084 Manage accruals inbound file writes directly to the employee’s accrual table; an employee data change. Different deadlines apply, so it’s listed in both the Inbound Files - Description and Employee Data Changesections of the Payroll Processing Schedule.
Can leave transactions be submitted during the processing hold times outlined on the Payroll Processing Schedule?
Yes. Like HR Templates, Extended Absence Transactions can continue to be processed so long as they are not sent as a mass inbound file, since they do not write directly to the UCPath system without UCPath Center first processing.
Can Smart HR templates continue to be submitted during the “blackout period” listed on the Payroll Processing Schedule?
Yes, HR Templates can continue to be processed during this window, since they require processing at the UCPath Center before writing to the system. However, anything submitted after 3:00 PM of the cutoff date will not be processed for current pay cycle. The UCPath Team team will hold work on these until the “resume” date listed on the Payroll Processing schedule. Refer to the Payroll Processing document section for “What does this mean for a location” and “What can I continue to do in between the STOP and RESUME date/times?”
Is it okay to enter future dated PayPath and Position Management transactions during the blackout dates?
Only if the PayPath and Position Management transactions have an effective date beyond the payroll cycle resume date is it okay to submit these future dated transactions.
Can Position Management transactions be entered during the blackout dates if there is no incumbent in the position?
Yes, vacant and new positions are okay to transact as long as there is no incumbent in the position- vacant position changes are not pay impacting Other Position management changes (especially those with incumbents in the position) should be held until the “Resume” date on the Payroll Processing Schedule.
Are the blackout dates specific to a pay cycle, i.e., can transactions for MO employees be completed during a hold on transactions for BW employee transactions?
Yes, the hold dates are pay cycle specific. If the current pay period corresponds to biweekly employees, monthly transactions can be entered and vice versa. See page 10 on the Job Aid: Review the Payroll Processing Schedule
Position Management Update transactions for the current or previous pay cycles cannot be entered during this period, when there is an incumbent in the position.
PayPath transactions for the current or previous pay cycles cannot be entered during this period.
Note: the problem is when transactions are initiated and approved because then they will write to the UCPath system and cause issues with the Payroll Processing for that pay period. It is okay to initiate the transaction and NOT approve it until the blackout period has passed for that pay cycle.
A pay-impacting transaction is any transaction in UCPath that updates Job Data in such a way that impacts the frequency in which an employee is paid, amount owed, or the funding for an employee in the current pay cycle or prior pay cycle (i.e., retroactive transaction) during the Payroll production process. This also includes position management changes for positions which are currently assigned to employees. Any job data change, such as a retro-active lower rate change, that will cause an overpayment.
A pay-impacting transaction includes position and incumbent job data changes such as:
Job data change (i.e. fte, comp rate, pay cycle, title code, benefits etc.)
Retroactive Job data change which causes the retro module to be triggered
Additional pay change (change to recurring additional pay such as amount, earn code, effective date etc.)
Position management change impacting the incumbents job data
What transactions can be initiated and approved during the Payroll Processing Schedule stop dates (“blackout period”)?
PayPath transactions outside of the current on-cycle pay period; e.g., if the current pay period being processed corresponds to biweekly employees, you may enter monthly transactions.
Non-PayPath transactions, e.g., HR templates and leaves.
Transactions with effective dates beyond the current pay period (including PayPath transactions).
Employee data changes that affect payroll must be submitted and approved in UCPath by 3:00 PM. Changes submitted after 3:00 PM will not be included in the pay run.
Locations may continue to send HR Template and Leave of Absence transactions after the STOP date and time. However, if these transactions impact pay, they will not be processed until the resume processing date and will be included in the next pay cycle.
E-702 Funding Entry Page and E-703 Funding Upload is due a day (EOD) prior to the Pay Confirm Date.