Frequently Asked Questions

What is UCPath?
Do staff have the ability to view the dates that employees are on leave?
What services and functions does the UCPath Center provide?
Will the new system have warnings/notifications that highlight upcoming leave end dates?
Will we need to request a new position number before any recruitment is conducted?
Can we create a position before funding is established?
What are the timing constraints around direct retros? After we make a direct retro, do we need to wait until the next accounting period to verify that changes were made correctly?
Is UCPath going to include timekeeping?
What is the process if hours are distributed to the wrong chartstring(s)?
How many distributions can I have?
How far forward/in the future can I enter the effective date?
Can the effective date be retroactive?
Can the funding end date occur prior to the appointment end date?
Does the system validate each field or the full chartstring?
In UCPath, does the account automatically pre-populate based on the position?
Are there additional reasons why funding would default to the general fund, other than the expiration date of a current fund?
Once I create a position funding record, can I create a position record which duplicates/copies?
How is funding source changed for additional pay?
Can other chartfields besides fund code be used to gather characteristics of the fund?
Is there approval routing at the funding level?
When does a payroll cost get charged to the payroll suspense chartstring or the department’s default chartstring as opposed to being charged to the specified FAU(s)?
For academics when the incumbent’s salary funding is sourced from a capped fund, exceeds over-the-cap (OTC) fund and the OTC default chartstring should not be used, how should the funding be processed?
What is “MCOP"?
What is the Pool ID field on the Position page?
Does the Effective Date for position funding matter?
Will Project Costing (PC) Chartfields populate or do I have to look-up the chartfields?
Which pay periods can I perform Direct Retro on in UCPath?
What are the tabs Retro Distribute Deductions and Retro Distribute Taxes used for?
How do I create a Direct Retro for an employee who has multiple components of pay (MCOP)?
Can I change the order of chartstring field names in the template?
How do I search for an employee?
As a transactional user, can I be both the initiator and the approver?
Can I view the status of Direct Retro transactions in my department, regardless of whether I am the initiator or not?
When would the approver deny the request instead of pushback?
Can an approver edit the position funding transaction before approval?
Can we have multiple positions connected to one funding record?
Can someone in Payroll view the transactions that are being approved? What would trigger someone outside the department to review the approvals?
Can I change the Earnings Code using a Direct Retro?
If an employee is funded by multiple chartstrings managed by more than one department, who initiates the Direct Retro transaction?
How can I correct or update Position Funding?
Can I make a change to the distribution for part of an employee's salary?
When can corrective action be taken on a Direct Retro?
Will Direct Retro activity show up in the General Ledger?
How does the system detect a capped fund?
How do I create a Direct Retro when capped funds are involved?
Is the Direct Retro questionnaire only for federal funds or for the other funds too?
If a Direct Retro transaction is denied by an approver, can I make a copy of the request?
Where can I find the Suspense Items and how will I know if I need to change them?
How are Direct Retros processed?
What if a Direct Retro has been submitted for an employee’s previous paycheck?
When submitting a Direct Retro, can I change amounts by percentage?
Can Direct Retros move benefits as well?
Will the system prompt me to fill out the questionnaire for high risk Direct Retro items?
Can I change multiple pay periods (paychecks) at the same time?
The final step of entering information into Human Capital Management (HCM) is a current control in the onboarding process, assuring we have received all necessary paperwork. How do we make sure that the I-9, oath, etc., is done before we begin?
What is the new process for joint hiring/appointment through more than one unit?
If someone adds a stipend on the “Addl Pay” tab in PayPath, will it pay them?
How do you see the history of changes made in PayPath component?
Short Work Break: Can you give an example of a Unit 18 where you would utilize a short work break? Would this not apply for continuing appointments that are only one semester a year?
Is there an action/reason code for partial year career employees going out on furlough?
What is the process if an employee is changing jobs?
What is an “Off-Cycle” check?
Could the “Off-Cycle” form be used to request a Rush check? If so, how?
When requesting an Off Cycle Check/payment, can a percentage or dollar amount be entered?
If an employee has multiple jobs, how many Off-Cycle pay requests can be submitted?
Do separate instances of Off Cycle Pay need to be submitted separately or can they be combined?
In the Off-Cycle form in UCPath, what chartstring will be charged?
Is there an option to assign a new chartstring to some or all hours worked?
When do I need to submit a Final Pay Request?
If an employee leaves on the last day of their pay period, would a Final Pay request need to be entered?
How are Damage Payments handled?
Can a position’s default chartstring be overridden in special circumstances - i.e. A grant funded employee has a large vacation accrual that must be paid as part of an employee’s Final Pay, but the grant may not be an appropriate funding source.
How will Multi-Location Appointment (MLA) employees be entered into the Off Cycle/Final Pay form?
What is the deadline for submitting an Off-Cycle Pay to pay an employee?
Will there be visibility to see other Off-Cycle Pay requests pending for an employee?
Is there any difference if you put it in on a regular pay day or on an “off-cycle”?
Can Off-Cycle pay requests be submitted for By Agreement (BYA/BYN) employees?
Can the earn code CIA (“Coach Incentive Award,” a bonus) still be used in UCPath?
Can Bonuses, Star awards, and SPOT Awards be paid using the Off-Cycle form?
Can retro-active hours or flat dollar amounts for a By Agreement (BYA/BYN) employee be processed on an Off-Cycle pay form?
Will overtime (OT) be entered differently once UCPath goes live?
Can Merit increases be paid on the next available pay cycle or could they be paid Off-Cycle?
Can rush checks or Off-Cycle Pay be direct deposited?
Can Additional Pay requests be rushed?
Can departments bypass the UCPath System for Additional Pay Requests?
What about out-of-scope work for Additional Pay requests?
How are retroactive payments handled (within Additional Pay requests)?
What is the difference between processing Additional Pay through the Personnel and Payroll System (PPS) system vs. processing through a department award (DSAS)? Are there guidelines for which to use? How does CSS determine which method to use?
How will UCPath recognize a duplicate request, or will UCPath process both updates?
Will earn codes/title codes change and if so, how?
Do some transactions allow cloning/copying? Is there a list of transactions that allow copying?
Is there a way for the initiator to see what has been submitted?
If a transaction is denied, what is the retention time of transaction in UCPath?
If a Work-Study student is owed additional pay, is this the correct form to use?
Can the initiator assign specific approvers?
Does the Additional Pay form allow documents to be attached?
If UCPath denies the transaction and pushes back to initiator, what is the process if that initiator is no longer an employee? Who is notified to problem solve the reason for denial?
Is the Additional Pay amount request for a gross amount or a net amount? Could I choose between the two?
Can UCPath apply a view or filter the forms based on an employee ID?
How do you enter a By Agreement (BYA/BYN) employee that should receive the same flat dollar amount every pay period?
Can approvers be defined at the department level? When would you use an ad hoc approver?
How do you submit a retroactive merit increase for an employee?
Will Post Authorization Notification (PAN) still exist in UCPath?
Are there notifications to indicate that a payment is being processed in UCPath?
What can be done if an employee is paid on the incorrect chartstring?
Is intermittent FML leave recorded in UCPath or CalTime only?
If an employee changes from Intermittent leave to Block leave (e.g., full day or more usage), how should this be processed in UCPath?
Does the return to work date/end date auto return an employee to their current job, or does it require action?
Does UCPath display FML eligibility during the leave request entry?
Can employees track their own detail leave hours?
When are hours accrued populated in CalTime?
Is legacy HCM accessible for view-only access (for current vacant position information) after go-live?
Where can I find guidelines from campus around what documentation should be included/attached on particular transactions?
When will benefit adjustments hit the ledger?
For retro hires, will the system know to process retro payroll?
If there is a range adjustment applied to a record in Paypath will it activate retro pay for all?
Why can't you change the earn code to ACR for summer salaries?
Can you submit an overpayment as negative amounts for percentages?
For Merits + TDIs what will the process be? Are we still doing mass salary updates and how will we catch the fall out?
For employees transferring between departments, does the receiving department initiate the transfer?
What is the rounding system for FTE? Will the RA be able to enter distribution percentage down to several decimals?
Does Payroll also enter Retirement templates?
Where can I find my new employee ID number?
How do you see departmental notifications? Who will be notified?
Can approvers edit initiator notes or add notes?
Why would you overwrite the chartfields for overpayments?
How are Department Ids assigned, at which Org Node level (ex. L3, etc) ?
How many decimal places are allowed on the pay distribution % field (funding entry page)?
On Direct Retros, if the federal fund is greater than 120 days and we're not changing the fund, rather only the CF1 field, for example, will it be considered high risk?
If retroactive pay is issued after a Direct Retro or Funding Change is processed, will the system know?
Does a retro pay change affect position funding?
If a high risk direct retro is approved by both approver levels at UC Berkeley (if CGA is the 2nd approver level, for example), does it still go to someone at UCPC?
Do appointments (Department chairs and Academics) merge in UCPath or will they be separate?
Does vacation/sick leave need to be entered daily for salaried exempt employees?
On the personal summary screen, can you see all appointments in other departments?
Can the template be edited in any way by the initiator or the approved after it was submitted to UCPath?
For Location Use End Date, are we required to choose a Location Use Type?
For Additional Pay compensation, is that monthly, total, time period, or annual?
For employees who retire but who need to have an active record, will the retire template terminate all records? If yes, should we mark them as POI? Is this when the office of retirees steps in?
Does the initiator have to start from scratch to fix a denied position funding transaction? Is there a copy function?
Can you enter international phone numbers?
Can you enter an international address?
Can you leave gender as Unknown?
What happens when there's a retroactive pay increase and a direct retro needs to be done on the retroactive pay? Can initiators pull up the retro pay?
Will we be able to see when an employee is on leave in the Person Org Summary page?
Is there an option for mass inactivate position?
Are there reports to see payroll transactions that are happening for a single employee? For instance, if I have an employee who has two jobs, but I only have security access for one of the jobs, can I see payments that are happening for the other depts.??
What is the max amount that can we set up as a one time payment?
What does UCPath stand for?
What is UCPath Online?
What is the UCPath Center (UCPC)?
Did UCPath Online replace At Your Service Online (AYSO)?
Where will I access my retirement information?
Do retirees have access to UCPath Online?
When will a new employee have access to UCPath Online?
How long does updating information on UCPath Online take?
What information can Managers see about their employees in UCPath Online?
When will I be able to see my pay statement in UCPath Online?
How do I access the payroll calendar?
Can my three direct deposits in UCPath go to different financial institutions?
What should I do if I believe there is an error in my pay?
How do retirees interact with UCPath?
How does employment verification work in UCPath?
Do I have to use CalNet and/or DUO for each login?
Many student workers are from out of state. Which home address should they list in UCPath?
What balances will be reflected in UCPath Online?
Are there benefits deductions holidays in UCPath?
Can the UCPath Center offer assistance in a language other than English?
Does UCPath Center manage benefits enrollment?
How can employees access UCPath if they do not use a computer at work?
Is there a lag time in the displayed accruals in UCPath?
What if I don’t receive my check in the mail?
What do "Service Months" refer to in UCPath Online?
Are there any notifications that get sent out to the operator that a retroactive payment will not be paid out or do we have to manually look to see if there are active paychecks?
Can I change the order of chartstring field names in the template?
Can an incumbent employee and the replacement (new hire) employee occupy the same Position number during a training overlap period [over-allocated position]?
How long are W-2's kept online?
How long are paychecks kept in UCPath Online?
Where do I see my sabbatical credit?
How can former employees access W-2 and other information?
If I have multiple jobs with UC, how will my earnings display on my paycheck?
What should I do if I clicked on the wrong campus from the UCPath Online campus list?
Where do I find my W-2?
Where do I find my 1095?
How do I enroll to receive my W-2 electronically?
If you have a contingent worker “A” who supervises another contingent worker “B”, but contingent worker “B” does not need to submit a timesheet in CalTime, does contingent worker “A” still need to have a position number?
Does UCPath automatically ensure that employees who are retiring are granted one ‘extra’ month of insurance benefits to bridge them till their retirement benefits kick in?
Can an employee with multiple jobs may be paid as salaried on one job and hourly on another job as long as the paygroup is the same FLSA and say pay frequency?
Is management approval required to cancel a retro trigger for FTE increases?
Does an employee on a leave of absence (LOA) need to be returned from LOA before a termination can be processed on their UCPath appointment?
When should the "N - I-9 integration not required" HR Worksite be used?
Is it acceptable to process a concurrent hire on the same effective date another Empl Record is being terminated?
How should Active Service Modified Duties (ASMD) be entered into UCPath?
What transactions can be initiated and approved during the Payroll Processing Schedule stop dates (“blackout period”)?
What transactions have to be stopped (not approved)?
What is a “pay-impacting” transaction?
Are the blackout dates specific to a pay cycle, i.e., can transactions for MO employees be completed during a hold on transactions for BW employee transactions?
Can Position Management transactions be entered during the blackout dates if there is no incumbent in the position?
Is it okay to enter future dated PayPath and Position Management transactions during the blackout dates?
Can Smart HR templates continue to be submitted during the “blackout period” listed on the Payroll Processing Schedule?
Can leave transactions be submitted during the processing hold times outlined on the Payroll Processing Schedule?
There seemed to be a discrepancy in the payroll processing schedule in that accrual transactions need to be entered by the Inbound Files date, but are included in the transactions that should not be processed. Can someone please clarify this?
Where can the benefits deduction information from UCPath be found? Are premiums for insurance paid in arrears or advance?
If an employee changes leave type, how should this be processed in UCPath?
Does an actual return to work date need to be entered into when submitting the Absence Management request?
Why are an employee CalTime and UCPath leave balances different?
I am trying to process a Direct Retro using a chartstring I believe to be valid, however, I receive an error message when I try to submit. What should I do?
Can a Direct Retro be submitted during the hold times outlined on the payroll processing schedule?
How do we process a hire for an employee that is on a short work break (SWB) at another location?
Can open enrollment selections be submitted if a life event is open?
Can open enrollment selections be submitted if a life event is open?
What template should be used to transfer an ASE or GSR?
Is an MLA (Multi-Location Appointment) a required attachment on a "concurrent hire" or "add CWR" template when the combination of the two appointments is an employee at one location and a contingent worker (CWR) at the other?
Can leaves of absence for an employee be entered into UCPath at the same time if the employee is returning to work before the second leave?
What do the abbreviation codes mean in my benefits summary?
How can International Phone Numbers be added or updated in UCPath?
When there is a record on Short Work Break (SWB) and a concurrent hire is added, can the FLSA and PayGroup be mismatched?
Can FTEs exceed 1.0 for combined student jobs with one GSI appointment?
When will employee benefits billing notices be sent out?
For Benefits Billing, do employees have the option to pay the full amount due or will they receive separate bills each month?
What happens if a furlough or Short Work Break after the benefits billing deadline (e.g., after June 15th), when does the employee receive the Benefits Billing Invoice?
How is Benefits Billing impacted if an employee's return to work date is after mid-month (e.g., 9/19/22)?
Does Leave without Pay/ Benefits Billing impact Flex Spending accounts?
When an employee returns to work from a leave without pay, where can they check that benefits are processing correctly?
What is the difference between the department code and the Dept ID?
How do I change my Lived Name in the Campus Directory?
What is the difference between Name, Lived Name and Legal Name fields?
Why is it important to use a person’s lived name? Why might some individuals use lived names and not legal names?
How do I update my Lived name in UCPath?
What if I want to update my lived name in other systems?
Why is my middle name or middle initial showing up in the Campus Directory and email? How do I remove it?
How do I update my legal name in UCPath?
How many times can an employee change their lived name?
If I change my legal name, will it also change my lived name?
Is there an approval required to change lived name?
What characters are accepted in UCPath for lived name?
What UCPath pages and documents will retain legal name?
Will UCPath capture lived name for dependents?
What if a manager sees a name on the manager dashboard they do not recognize?
As a transactor, how do I know if I am searching/transacting on the right employee?
How do we handle the hiring process moving forward?
What pages and documents will retain legal name?
Will reports via Cognos or other systems be updated to show Lived Name even for periods prior to Go Live?
Will pronouns be implemented in the UCPath system as part of this project?
What will the name fields look like on Smart HR Transactions?
Will transactors receive a notification if an employee changes their name?
What do I do if I think I need to know someone's legal name? How do I ask for a legal name?
Do we need to start asking for legal name prior to the hiring process?
Do Hire Templates allow lived name entry in addition to legal name?
Do offer letters contain the employee’s legal name?
Will there be issues with I-9 Document Verification?
Is there any sensitivity training available?
How can you search for name with accented and special characters?
I updated my middle name in UCPath why am I not seeing it?
How do I update my pronouns in UCPath?
How will pronouns be displayed in UCPath?
What if I want to update my pronouns in UCB systems?
What if I don’t see my pronouns listed in UCPath?
Why is there no back button in UCPath? How do I go back if I need to fix/edit something I entered?
Where can I see pronouns for my direct reports in UCPath?
What pronouns should I use for my direct reports if I do not see pronouns listed next to the name?
Why is it important to use someone’s identified pronouns?
Do we need to/can we include pronouns on the hire template?
How /where do I find someone’s pronouns in UCPath?
Can contingent workers, POIs and dependents include their pronouns in UCPath?
Will Contingent Workers, POIs, or Affiliates be able to update their pronouns in the directory still?
Will pronouns be displayed on all pages within UCPath?
Which pages in UCPath will display employee pronoun information?
Do offer letters contain someone’s pronouns?
Is there any sensitivity training available?
Do all employees need a business phone number in People Cards/UCPath?
Do students, contingent workers or affiliates, or non-represented employees need to have their business phone numbers added to People Cards?
How do I update my business phone number in UCPath?
What if an employee does not have an assigned desk phone or business phone number?
What if my employee changes locations and business phones frequently?
Who will be able to view these numbers? If I add my number, will everyone see it?
Can a business phone number be a virtual phone sent to email?
Can we direct our employees to list their cell phone number as a contact?
I’ve updated my phone number in People Cards. When will I see it updated in UCPath?
Will my business phone in UCPath be displayed in the Campus Directory?
If I add a business phone in the Campus Directory will it update UCPath or People Cards?
Can an international number be added?
What needs to be included in an employee's Work Location?
Do all employees have to have a Work Location?
What if an employee works from Multiple Locations?
What if the employee's location changes frequently?
What is the Department Default Location Code?
How to update Location Codes (add a new location code/ modify location code/update department default)?
Are there any limitations to update the "cubicle" field using a Mass PayPath file?
What if people are working remotely?
What about multi-headcount positions?
Are there reports we can run to see current employee location information?
What is QCU?
Who will see the "Is this a QCU Case?" checkbox?
When should the "Is this a QCU Case?" checkbox be selected?
What is the purpose of the “WFA Escalation” checkbox?
How do I submit a case under the SOBO process?
What is the Former Employee Portal?
What enhancements have been made to the Former Employee Portal?
What is multi-factor authentication (MFA) and how does MFA enhance security?
How do former employees log in to the portal?
What type of information can I access on the Former Employee Portal?
Is the Former Employee Portal mobile-friendly?
I’m having trouble logging in to the portal. What should I do?
Why can’t I see certain notices or pages that were previously available?
An employee on capped funds received a salary increase, but their funding wasn’t updated in time. Now the distributed amount exceeds the fund cap and FTE. How should I redistribute the excess?
I redistributed earnings to a new row using a different FAU than the original row. When I validate the transaction, I get the following error message: “Transfer of earnings to the same FAU is not allowed. (32001,1832)”. What should I do?
The overall Percent of Effort keeps changing in my restricted transaction. What should I do?
I’m submitting a restricted Salary Cost Transfer, but I can’t edit or add a new row from a Y-OTC row. What should I do?
I’m submitting a restricted Salary Cost Transfer, but I can’t edit or add a new row from an N-OTC row. What should I do?
How do I find a transaction that I’ve previously initiated, but not submitted?
Why can’t I find an existing transaction on the Process Salary Cost Transfer page using ‘Find and Existing Value’?
I’m searching by Earns End Date, but the earnings I’m looking for do not show up in the search results. What should I do?
What's the difference between Earns End Date and Pay End Date?
When starting an Salary Cost Transfer, can you select earnings for more than one empl record at a time?
Is there a maximum number of records you can transact on before the system times out on you?
What is the frequency by which Salary Cost Transfers will be processed?
What is a "high risk" salary cost transfer?
The Work Study Award Balance shows the balance as of today and does not account for transactions that are still in progress. Once that in progress transaction is processed, how long until the balance is updated on the Salary Cost Transfer page?
For a work study Salary Cost Transfers, where do we see the result of the work study option selected? For example, if Apply Work Study was selected, where would I see the split?
I need to redistribute work study eligible earnings to update the departmental chartstring. What should I do?
I’m submitting a Salary Cost Transfer for a work study student. When should I use the ‘Leave As-Is’ option?
Are there Job Aids for the Salary Cost Transfer pages?
When will the Process Direct Retro page be retired?
What does "multiple components of pay" mean?
How are benefits redistributed?
Are we able to re-edit a transaction once it has been fully processed?
What is an FAU?
When would I want to save a Salary Cost Transfer with errors?
Why would I want to use the ‘Save without Validation’ button on a Salary Cost Transfer?
Why can’t I select a row on the Process Salary Cost Transfer page to include in a transaction?
I’ve clicked ‘Calculate Cap Rules’, resulting in a new Y-OTC row. Where did the chartstring for this row come from?
What are the steps to redistributing earnings on a Salary Cost Transfer including restricted funds where the employee’s monthly salary is over the cap for that fund?
What is the difference between Percent of Pay and Percent of Effort?
The annual cap rate associated with a restricted fund has been updated retroactive to the start of the year, but payroll has already run using the old annual cap rate. How can I correct this?
Can an approver return a Salary Cost Transfer back to the initiator for revisions?
What is a ‘restricted’ fund?
I received an approval request for a Salary Cost Transfer, but don’t see approve or deny buttons in the transaction. How can I approve the transaction?
I don't understand the error or warning message received upon validation. What do I do?
How do I upload multiple attachments to the transaction?
Is the questionnaire required?
If I redistribute earnings with a Salary Cost Transfer, will the assessments (CBR, GAEL, UCRPI, VLA) follow to the new FAU?
Is it possible for there to be multiple Salary Cost Transfers associated with the same paycheck?
If another transactor initiates but does not submit a transaction, locking up those earnings rows, can I go in and cancel the transaction?
I’ve submitted a Salary Cost Transfer, but realize I’ve made an error. Can the transaction be edited after it’s been submitted?
What happens if no changes are made to a row in my transaction?
When should we select all rows from a paycheck and when should we select fewer rows from a paycheck?
Can I delete individual earnings rows from a transaction?
The rows that I selected for the transaction span multiple earnings periods. I realize I don’t need to make any adjustments to one of the earnings periods. What should I do?
Should I only select rows for a transaction that I need to redistribute?
Can attachments be added by the initiator after the transaction has been submitted?