Off-Cycle / Final Pay

How are Damage Payments handled?

Damage Payments are submitted when a person performs work before they are on-boarded, or officially become an employee.

The process depends on whether or not an employee has been paid for services prior to signing the Oath.

When an employee has been paid for services prior to signing the Oath:

Submit an Inquiry with the subject "Damage Payment" Provide pay period(s) that need to be reversed Provide damage payment amount that should be paid (this should be in hourly increments) The UCPath Center will reverse the affected pay period(s) and generate the damage payment (DMG) via the off-cycle process. Any accrued vacation will be paid out to the employee.

When an employee has NOT been paid for...

How will Multi-Location Appointment (MLA) employees be entered into the Off Cycle/Final Pay form?

The Home Campus will pay the employee for all work at all locations. The “home/primary” campus for the employee must be determined. If Berkeley is not the Home Campus and an MLA employee is owed pay, then you must contact the Home Campus on behalf of the employee to schedule the payment.

If Berkeley is the Home Campus, Off Cycle/Final Pay is processed per regular steps.

What is the deadline for submitting an Off-Cycle Pay to pay an employee?

UCPath Center will provide payroll calendars, which will list the deadlines for Off-Cycle Pay. Requests must be submitted and approved by the listed deadlines in order to be processed. As we go live, UCPath Center calendars will be published.

Can the earn code CIA (“Coach Incentive Award,” a bonus) still be used in UCPath?

As we transition to UCPath, some earn codes will be changed to meet UCOP guidelines.

CIA will change to “CNB” Coach Non-Base pay.

On the Off-Cycle form, the earn code options available will be defined by the employees’ pay group. As we go live, a job aid will be available that describes and lists earn codes.

Is there any difference if you put it in on a regular pay day or on an “off-cycle”?

All pay should be paid on a regular cycle whenever possible. Off-Cycle pay is often used in sensitive situations. Refer to your department/regions policies for more information.

Can Off-Cycle pay requests be submitted for By Agreement (BYA/BYN) employees?

Yes

Will there be visibility to see other Off-Cycle Pay requests pending for an employee?

On the left side of the Off-Cycle form, all current Off-Cycle pay requests, approved, denied, or pending will be available for view.

Can Bonuses, Star awards, and SPOT Awards be paid using the Off-Cycle form?

Bonuses should be submitted as a One-Time Pay using the One-Time Pay form and will be paid on their regular pay cycle. Since bonuses are generally paid on cycle, please refer to your department/regions policies for more information about Off-Cycle Pay.

Can retro-active hours or flat dollar amounts for a By Agreement (BYA/BYN) employee be processed on an Off-Cycle pay form?

Yes, retro-active hours can be processed for BYA/BYN employees in an Off-Cycle Pay form.

Will overtime (OT) be entered differently once UCPath goes live?

Overtime would be recorded in CalTime which will feed payroll at UCPC for payment processing. If an employee’s status (non-exempt) allows OT, the OT will be paid.