Hours & Takes Tab
How should I handle a PFCB/PFL scenario where a monthly employee returned before termination but was not brought back from leave in UCPath?
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:
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Do not remove the original PFL entry.
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Add two rows per day that the employee was back from leave:
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Negative PFL → removes PFL for that day
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Positive REG → restores eligible hours
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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):
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-8 hours PFL (3/31/2026)
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+8 hours REG (3/31/2026)
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+8 hours SKL (3/31/2026)
How do I process Final Pay for an employee who has multiple earnings distributions (e.g., REG and NNC) / JED?
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.
Does the ‘Chartfield Override’ validate the full chartstring or just the individual chartfield values?
‘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).
Does Regular Comp Time, Holiday Pay Comp Time, and/or Float Comp Time balances need to be manually added on the Final Pay Activity Guide?
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.
If an employee has Vacation/PTO usage that was recorded under a previous eligibility group that has not been corrected (orphans), can the usage be corrected on a Final Pay Activity Guide upon an employee’s termination?
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.
I’m used to seeing a REG row auto-populated for monthly employees on the Hours & Takes tab, but there isn’t one in my transaction. What’s going on?
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.
A row for REG has auto-populated in the Hours and Takes section for a monthly employee, and I need to enter takes. Should I reduce the REG row by the amount of takes?
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.
What if the comp time balances need to be adjusted prior to payout?
Use the correct earn code(s), dates, and hours in the Hours & Takes tab in the Activity Guide.
I see REG displaying on the Hours and Takes section for a monthly employee, prorated based on their termination date. Monthly employees don’t report hours, so what’s going on? What should I do?
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.