Frequently Asked Questions - Final Pay Dashboard & Activity Guide

As of right now, the termination type feature is designed to mirror the Payroll Request process where selecting the termination type is required. We have a proposal to have this information auto-populate in the future. We will communicate to all transactors should there be any change in functionality.

Yes, even though you’ve already submitted final pay for this employee/empl record, they will still show in your search results in case you need to submit an additional final pay transaction. If you were to start a new transaction for this employee/empl record, you would get a pop-up message alerting you to the other transaction: 

“This employee already has a Final Pay Activity Guide submitted. Please review the accrual payout and adjust accordingly to ensure the accrual payout hours are correct.”

You would also see a link on the Welcome page showing the previously submitted transaction(s). 

Tip! You can select the checkbox next to your search results and select the ‘Mark Reviewed and Skipped’ button to remove them from the results.

The Final Pay Dashboard requires that all active jobs have a transaction submitted and approved before they will show on the Final Pay Dashboard. As the above transaction types require an approval step from the UCPath Center, you’ll need to wait for their approval before you’ll be able to submit Final Pay.

Yes. Final Pay must be submitted for all employee populations, except auto-terminations. Auto-terminations will be included in a future stage of the Final Pay pilot.

No. Only paying jobs must be terminated in order for an employee to show on the Final Pay Dashboard.

Not at this time Auto-terminated employees will be added to a future stage of the Final Pay Pilot.

Check to see if the employee had multiple active jobs when they retired or died.

Although a single Smart HR template is required for Retirement or for Termination with reason ‘Death’, the Final Pay Dashboard requires that all active paying jobs have either a termination or retirement record in Job Data, or a termination template submitted and locally approved. Your options are to either wait until the UCPath Center processes the other terminations (which could take a few days) or submit and locally approve a termination template for all active jobs.

The Final Pay Dashboard ‘From Termination Date’ and ‘To Termination Date’ refers to the Termination Date which is always necessarily one day prior to the Effective Date of Termination.

For example, if the Termination Date is effective April 1, 2025, you would need to search for March 31, 2025. Please note that the Termination Date and the Last Day Worked may not be the same.

Transactors at the non-pilot location should submit Final Pay through the E-078 Payroll Request. The UCPath Final Pay team will incorporate the information from that request to determine the correct vacation payout.

Yes. If the employee has multiple paying jobs that are terminating, the UCPath Final Pay team will place any Final Pay transactions on hold until they’ve received a request for all terminating jobs.

Transactors who have access to both Berkeley and UCANR (Agricultural and Natural Resources) need to reach out to UCBUCPath@berkeley.edu so they can be manually added to an exception list to get access to the E078 Payroll Request: Final Pay option for ANR populations.

The Final Pay dashboard requires that all paying jobs for an employee have either been terminated, or at least have a termination template submitted and locally approved, before those records can be found on the dashboard. For confidential or involuntary terminations requiring Final Pay before the termination is entered in Job Data:

1. Search for the employee on the Dashboard.

2. If they do not appear in the search results, connect with the Department or HR to understand the details about the termination.

3. If you confirm the employee must have Final Pay submitted ASAP, you will need to use the Confidential / Involuntary Termination link.

The Confidential / Involuntary Termination Link can also be used as a workaround option for Termination Action Reason Codes Retirement, Death, or Voluntary Separation Programs for terminations submitted through Manage Job during a payroll lockdown.

The Confidential / Involuntary Termination search page will only show Job Data records that are still active. If the employee has already been terminated in UCPath, they will now show in the search results for this page. Return to the main Final Pay Dashboard search page to search for them there.

While the Confidential / Involuntary Termination search page primarily only shows results for active Job Data records, if the employee has multiple terminating positions, and at least one of those jobs is still active, all of those jobs, including any that have already been terminated, will show in the search results.

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.

The pop-up message (“One or more Final Pay Activity Guide transactions exist for this employee ID. They may be for the same or a different Empl Record. Verify the Empl Record and accrual payout before proceeding.”) indicates that Final Pay has been submitted for that Employee ID. The system is not looking at the empl record level. You can review any previously submitted Final Pay for this employee by selecting the "Prior Final Pay Activity Guide Transaction” hyperlink on the Welcome Page.

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.

‘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).

Since Regular Comp Time, Holiday Comp Time, and Holiday Float Comp Time balances are earn code driven, any adjustments to these balances can be corrected by the Location on the Final Pay Activity Guide using the correct earnings code, Begin and End date, and number of hours.

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.

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. Systemwide deductions can neither be edited nor deleted on the Deductions tab. While local deductions can be edited and deleted, do not adjust them.

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.

You don’t need to do anything. Garnishments are intentionally omitted from the Final Pay transaction as a matter of confidentiality. The Final Pay processing team at the UCPath Center will handle garnishments for you.

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 on your part for this.

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.

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.

Yes, a Final Pay Activity Guide can be submitted for the employee to pay out any accrual balances or submit any usage not previously submitted. The UCPath Final Pay team will manually calculate any payouts to ensure the employee is paid out accurately based on the employee's termination date. Locations are to follow the normal business processes to submit an overpayment for any earnings that were paid after the employee's termination date.

Yes. To produce/generate an employee’s final paycheck by their last day worked (Termination Date), the Final Pay transaction needs to be submitted and locally approved by 5pm, three business days prior. 

Note: The UCPath Final Pay team will not produce a final paycheck prior to the employee’s termination date.

No. You can enter final pay transactions weeks in advance and UCPath will monitor the submissions to ensure they are not paid until the termination date.

The UCPath Final Pay team will cancel any in-progress payroll transactions. The Final Pay transaction should include any/all outstanding pay due to the employee. 

Note: If your Final Pay transaction conflicts with or fails to account for any in-progress payroll transactions, the Final Pay transaction will be cancelled as well.

No. The Locations will be able to submit a Final Pay Activity Guide even if the employee does not return to Active status prior to termination.

Severances that do not require special handling can be submitted on the Final Pay Activity Guide. If special handling is required, submit an E-078 Payroll Request: Off-Cycle instead.

Settlements cannot be submitted on the Final Pay Activity Guide. For all Settlements, follow the Settlement and Separation Severance process. 

The Final Pay Activity Guide is configured to payout any remaining balance(s) the employee has, even if the employee is not eligible for the payout at the time of termination.  

Note: Locations have the ability to payout accrued comp time balances proactively when the employee transitions from an eligible to a non-eligible position using the E-078 Payroll Request Off-Cycle using the Accrual Payout Reason.

No. The Location will submit this type of transaction through the E-078 Payroll Request Off-Cycle using the Accruals Payout Reason.

The current unprocessed Final Pay transaction should be cancelled and then resubmitted. Reach out to UCBUCPath@berkeley.edu so we can escalate the cancellation request.