Payroll

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.

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.

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.

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.

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.

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 is “Pending Eligible Hours and Usage”, showing on the Hours and Takes tab?

For biweekly employees terminating in an accruing pay cycle, hours for which they have already been paid from the previous non-accruing pay cycle will display as “Pending Eligible Hours and Usage”. When the system calculates their accruals for the transaction, it will include both those previously paid hours, as well as any hours and takes entered in the transaction.

This will display on the Review and Submit page in the Leave Payout section, under ‘Previous Pay Periods Hours’. ‘Eligible Hours’ is the sum of hours entered in the transaction...

What is expected in the ‘comments’ box on the Final Pay Summary details page?

The comments box on the Final Pay Summary details page will be completed by the UCPath Center Final Pay team for transactions that are:

‘On Hold’ due to multiple jobs needing Final Pay submitted

‘Cancelled’, to explain the cancellation reason

Modified (for example the TRM was adjusted) to explain the modification

What line on the Leave Payout section is being used to calculate accruals?

Accruals are calculated using the ‘Eligible Hours’ value in the Leave Payout section. This value will include any hours and takes entered in the Final Pay transaction, as well as any hours the employee was previously paid in a non-accruing biweekly cycle. Note: While there is a separate line for ‘Hours Takes’ directly below ‘Eligible Hours’, these takes are already included in the ‘Eligible Hours’ value.

On the Review and Submit page, under ‘Leave Payout’, I see accruals calculated for the transaction, but I don’t see any change to the Final Entitlement amount. What’s happening?

The most likely answer is that the employee is at or over their maximum vacation. Please note, if the employee has an ‘additional vacation’ line on their Admin - Review Absence Balance page, this value will just be added to the ‘Beginning Balance.’ You can see this value separate from their regular vacation line by reviewing the ‘Accrual Balance’ table on the Welcome page.