Payroll

Can Smart HR templates continue to be submitted during the “blackout period” listed on the Payroll Processing Schedule?

Yes, HR Templates can continue to be processed during this window, since they require processing at the UCPath Center before writing to the system. However, anything submitted after 3:00 PM of the cutoff date will not be processed for current pay cycle. The UCPath Team team will hold work on these until the “resume” date listed on the Payroll Processing schedule. Refer to the Payroll Processing document section for “What does this mean for...

Can leave transactions be submitted during the processing hold times outlined on the Payroll Processing Schedule?

Yes. Like HR Templates, Extended Absence Transactions can continue to be processed so long as they are not sent as a mass inbound file, since they do not write directly to the UCPath system without UCPath Center first processing.

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?

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 (often a day before the deadline for inbound files). Can someone please clarify this?

The Employee Data Change Deadline, the first column in the location section of the Payroll Processing schedule, is actually for deadline purposes, rather than for hold dates. For this reason, you can continue to focus on the outlined Inbound Files date so long as the transaction is being processed as a mass file. See page 3-4 on the Job Aid: Review the Payroll Processing Schedule.

Note:...

Can a Direct Retro be submitted during the hold times outlined on the payroll processing schedule?

Yes, Direct Retro transactions can be submitted regardless of the payroll processing schedule, because they do not impact the pay for a current pay period. Instead, these transactions are shifting funding sources for pay which has already been distributed. Only pay-impacting transactions and PayPath transactions should be held as outlined in the Payroll Processing Schedule.

CalPath Connect - July 2022

July 1, 2022
Light Green Header Image With Text Highlights from this Newsletter:

PayPath “freeze” dates for Non-Ladder Rank faculty are 07/01/2022 through 07/07/2022

Position & Job Data Update forms have now been merged into one form

No action is needed when submitting a Smart...

New Benefits Billing FAQs

June 23, 2022
Did You Know:

Recently, clarifications were given around Benefits Billing for employees on leaves without pay, furlough, and short work break.

New FAQ Questions:

When will employee billing notices be sent out; are these on the same schedule as employees on all other leaves?

Billing notices are prepared during the final week of the month and mailed to the employee on the last day of the month. Employees should receive the bill the first week of the month and is due by the end of the month...

When an employee returns to work from a leave without pay, where can they check that benefits are processing correctly?

Upon returning to work, employees can review their Benefits enrollment summary to ensure everything is correct.

Plans that were discontinued during the leave without pay, furlough or short work break will be reinstated when the employee returns to active status (this process can take a few weeks to be reflected within the employee’s Benefits summary).

Does Leave without Pay/ Benefits Billing impact Flex Spending accounts?

Yes. Ensure employees are made aware of the policies regarding the end or reinstatement of Flexible Spending Accounts

Resources:

UCnet – Health Flexible Spending Account Summary Plan Description: https://ucnet.universityofcalifornia.edu/forms/pdf/hfsa.pdf, pages 11 & 12 UCnet – Leave Without Pay: https://ucnet.universityofcalifornia.edu/forms/pdf/leave-without-pay.pdf,...

How is Benefits Billing impacted if an employee's return to work date is after mid-month (e.g., 9/19/22)?

If an employee’s return to work date is 9/19/22, there’s a difference between monthly and bi-weekly employees as active paychecks cover different coverage months.

Examples:

For monthly employees, their first Active paycheck with deductions should be 9/30/22 which covers October premiums, pay period 9/1/22 – 9/30/22. The 9/19/22 return from leave needs to be entered into UCPath before 8/23/22 (last calc for 9/1/22 Invoice that covers October premiums) For bi-weekly employees, their first Active paycheck with deductions should be 10/12/22 covers 1st half of...

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?

If the furlough transaction beginning mid-June (around 6/19) is entered after 6/15/22 and is not captured during 7/1/22 Invoice, then the following 8/1/22 Invoice for September coverage month would reflect August + September due for monthly employees and half August + September due for bi-weekly employees, all for the same 8/1/22 Invoice due date 8/31/22