Frequently Asked Questions - Final Pay Activity Guide

This is an indication that the employee has table-based accruals. Please review the employee via the Admin- Review Absence Balance page to see what their accruals should be.

The Final Pay calculations are drawn from multiple sources, including Job Data, Smart HR Templates, Additional Pay, General Deductions, and Absence Management tables. This is why it is important for Locations to keep all employees’ Job Data up to date, including pay rate changes, movements to and from hourly to exempt status, etc.

Final Pay has already been submitted for that employee ID. Review prior submissions using the “Prior Final Pay Activity Guide Transaction” link before proceeding.

If the previously submitted transaction is for the same empl record, please note that the UCPath Final Pay team will cancel both transactions if they conflict with one another.

PFCB/PFL Scenario: A monthly employee was out on Paid Family Care Bonding Leave (PFCB), then returned just prior to termination, but was not brought back from PFCB leave in UCPath.

What you will see in Hours & Takes: auto-populated row of PFL through their termination date, even though they may have been active on their last day(s).

Why: because PFCB leaves result in the employee's JED being updated to PFL, UCPath auto-populates PFL in the Final Pay Activity Guide, not REG.

If the employee should not have been on leave through their termination date:

1. Do not remove the original PFL entry.

2. Add two rows per day that the employee was back from leave:

   • Negative PFL → removes PFL for that day

   • Positive REG → restores eligible hours

If the employee used Takes after returning from their leave add those Takes to the Hours & Takes section as normal.

For example, an employee returned from PFCB on 3/31/2026, but was not returned from leave in UCPath. They took Sick leave on 3/31/2026. We would enter the following rows in the Final Pay Hours and Takes tab (in addition to the auto-populated PFL row):

• -8 hours PFL (3/31/2026)

• +8 hours REG (3/31/2026)

• +8 hours SKL (3/31/2026)

For monthly employees, if the termination is for the current payroll period, the system will auto-populate a line for each earn code. For future terminations, you will need to add each Earn Code and relevant hours.

‘Chartfield Override’ only validates the individual chartfield values. Transactors should validate that the chartstring is correct prior to entry: use the Chart of Accounts Validation Lookup tool (you must be on VPN to access).

Most payout balances will be automatically calculated on the Final Pay Activity Guide and do not need to be added manually. The exception is MTV (Medical Resident Term Vacation), which needs to be entered by the Location(s) in the Hours and Takes step.

Yes. If an employee has any orphan rows that have not been processed and corrected, they will automatically populate on the Activity Guide as a negative value. To correct, simply add a new row on the Activity Guide with the correct usage earn code with the same Begin and End date and number of hours of the orphan row. 

Refer to the Retro Accrual Eligibility and Final Pay Job Aid for additional details.

The REG row is only auto-populated for monthly employees if the employee is terminating in, and final pay is submitted for, the current active pay cycle.

Retro: If you are submitting final pay for a retro-termination, no REG is populated, as it has already been processed in UCPath. You can enter any missed pay or takes as needed. 

Future: If you are submitting final pay for a future-dated termination, enter any estimated hours and takes in the final pay transaction.

No. Do not edit the REG row. This row is auto-populated by the system to help it calculate accruals for TRM. Add any takes without reducing the REG row.

Use the correct earn code(s), dates, and hours in the Hours & Takes tab in the Activity Guide.

No action is required on your part. This row is auto-populated by the system to help it calculate accruals for TRM. You should not edit or remove this row.

It is our local business process to leave the deductions as is and not to change them. Do not edit or delete deductions. Leave them as displayed.

Check to see if this is the employee’s primary or secondary job. Deductions will display on the Welcome page for all jobs, but only display on the Deductions tab for the primary job. Either way, no action is required on your part.

Local Deductions will automatically populate on the Deductions step of the Activity Guide for their primary job if the employee is enrolled in a recurring Local Deduction. 

Note: Even for the employee’s primary job, union dues will only show on the Welcome Page but not the Deductions tab or summary page; they will be handled by the UCPath Final Pay team during processing.

Union dues do not display on the Deductions tab, even for the primary job, and will be processed manually by the Final Pay processing team at the UCPath Center. No action is required.

Garnishments are handled confidentially by UCPath. No action required.

Accruals are calculated using the ‘Eligible Hours’ value in the Leave Payout section. This value will include any hours and takes entered in the Final Pay transaction, as well as any hours the employee was previously paid in a non-accruing biweekly cycle. Note: While there is a separate line for ‘Hours Takes’ directly below ‘Eligible Hours’, these takes are already included in the ‘Eligible Hours’ value.

Attachment filenames must be 41 characters or fewer, excluding the file extension. Anything over that length will display a pop-up instructing you to shorten the file name.

The most likely answer is that the employee is at or over their maximum vacation. Please note, if the employee has an ‘additional vacation’ line on their Admin - Review Absence Balance page, this value will just be added to the ‘Beginning Balance.’ You can see this value separate from their regular vacation line by reviewing the ‘Accrual Balance’ table on the Welcome page.