Frequently Asked Questions - Final Pay Dashboard & Activity Guide

No. As the Emeritus position is WOS, it will not block you from finding their retirement row on the Final Pay Dashboard.

Currently, the termination type feature is designed to mirror the Payroll Request process where selecting the termination type is required. Autopopulation  may be implemented in the future.

The Final Pay Dashboard requires that all active jobs have a transaction submitted and approved before they will show on the Final Pay Dashboard. These transactions require UCPath Center approval. The employee will appear on the dashboard only after approval is complete.

The employee remains visible in case you need to submit another transaction. If syou tart 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! To move them from your results, you can select the checkbox next to your search results and select ‘Mark Reviewed and Skipped.’

Yes.  Final Pay must be submitted for all employee populations, except auto-terminations.

No Auto-terminations are not included in this stage of the Final Pay Pilot.

No. Only paying jobs must be terminated.

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 dashboard search uses the Termination Date, which is one day before the Effective Date of Termination.

For example, if the effective date is April 1, 2025, search for March 31, 2025.

Note: The Termination Date and Last Day Worked may not be the same.

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.

Yes. UCPath will place transactions on hold until Final Pay is submitted for all terminating paying jobs.

The non-pilot location must submit an E-078 Payroll Request. UCPath will use that information to calculate the correct payout.

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.

Use this link when:

• Final Pay must be processed before termination is entered in Job Data.

• The termination is confidential.

• The termination involves Retirement, Death, or VSP during payroll lockdown.

The Confidential / Involuntary Termination search page only shows active Job Data records. If the employee is already terminated, return to the main Final Pay Dashboard to search.

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.

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.

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.