Off-Cycle / Final Pay

What is an “Off-Cycle” check?

An Off-Cycle check is any payment that is not paid on the employee’s regular “on-cycle” pay cycle (either monthly or biweekly). This payment can be necessary when employees miss a significant amount of pay (e.g., missed time card, incorrect hours). Though the processing frequency is still being finalized, off-cycle pay will most likely be processed 2-3 times a week, and the employee will be paid with their regular payment method (direct deposit vs. paper check). This process will be different from a “Rush Check."

Could the “Off-Cycle” form be used to request a Rush check? If so, how?

Since there is no Rush Check form, submit the request using the Off-Cycle Pay Form. After that transaction is submitted for approval, submit a separate request to UC Path Center to indicate there’s an Off-Cycle request submitted that is a rush, and needs to be processed.

If an employee has multiple jobs, how many Off-Cycle pay requests can be submitted?

An Off-Cycle request form must be submitted separately for each job record as needed.

When requesting an Off Cycle Check/payment, can a percentage or dollar amount be entered?

Amounts can be submitted in hours, flat dollar amounts, or percentages, depending on what is appropriate for the employee type and earn code. For example, to submit regular pay (earn code REG) for monthly exempt employees, you can enter a salary % value.

However, the same REG pay for biweekly employees would be entered using hours.

Do separate instances of Off Cycle Pay need to be submitted separately or can they be combined?

For example, a bi-weekly employee needs hours designated per work week; one row could be added for hours worked in week 1, and another row can be added for week 2.

If the employee and Job Record are the same, multiple Off-Cycle Requests for pay can be combined into one request. By clicking the + sign, multiple earn codes can be added, with specific beginning and end dates in new rows (as many as are needed). There is no limit to the number of rows that can be added to an instance of an Off-Cycle request.

In the Off-Cycle form in UCPath, what chartstring will be charged?

The Off-Cycle pay request will default to charge the employee’s pre-defined positions’ funding/chartstring(s).

When do I need to submit a Final Pay Request?

A Final pay request must be submitted if the employee has accruals and is owed those accrual hours. In addition, a Final Pay request must be submitted if the termination occurs in the middle of a pay period.

If there are no hours worked and no accruals exist in the current pay period in which the employee terminates, no Final Pay needs to be submitted- the pay will be naturally generated (and no further pay will be issued).

If an employee leaves on the last day of their pay period, would a Final Pay request need to be entered?

For example, Graduate Student Instructor (GSI)/ Graduate Student Researcher (GSR) appointments normally end at the end of a month. As they are not eligible for accruals, a final pay request would not need to be submitted for Final Pay.

If the employee is leaving at the end of their natural pay period, then a Final Pay request needs to be submitted only if the employee has vacation/accruals that need to be paid out.

Is there an option to assign a new chartstring to some or all hours worked?

Yes, a chartstring/s can be added (or adjusted as desired) in UCPath for all employees.

Rows listing hours and a corresponding chartstring can be added one at a time.

The default chartstring is automatically applied in all rows; by checking the override box, blank chartstring fields will appear and the desired chartstring can now be entered.

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.

Yes, a chartstring can be overridden by checking the check box, and a new chartstring can be used.