Special Scenarios & Timing
Timing
If an employee is terminated retroactively and has already been paid for the pay period in which the employee is terminating, should a Final Pay Activity Guide be submitted?
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.
Can a Final Pay Activity Guide be submitted for a future term employee?
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.
Since final pay will be issued within three business days after the final pay transaction is submitted, does this mean I can only enter transactions three days before they must be paid?
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.
What happens if there are other in-progress payroll transactions when a Final Pay transaction is submitted?
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.
Leave Status
When an employee is on leave and terminates, does the Location need to return the employee to Active status to pay out accrual balances?
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.
Severance & Settlements
Can Severance payments be submitted on the Final Pay Activity Guide?
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.
Can Settlement payments be submitted on the Final Pay Activity Guide?
Settlements cannot be submitted on the Final Pay Activity Guide. For all Settlements, follow the Settlement and Separation Severance process.
Other
If an employee was in a position when they previously earned Comp Time (Regular, Holiday Pay, and/or Float) and then transitioned into an appointment that is not eligible for Comp Time, how will their balance(s) be managed upon termination?
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.
If an active employee is no longer Vacation/PTO/Comp Time eligible and requires a payout, does the Location need to submit a Final Pay Activity Guide transaction?
No. The Location will submit this type of transaction through the E-078 Payroll Request Off-Cycle using the Accruals Payout Reason.
What if we need to submit an additional Final Pay Request to account for unpaid hours/days?
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.