Payroll

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.

I see a non-union deduction showing on the Welcome page, but don’t see it on the Deductions tab. What should I do?

Check to see if this is the employee’s primary or secondary job. Deductions will display on the Welcome page for all jobs, but only display on the Deductions tab for the primary job. Either way, no action is required on your part.

If an employee has Vacation/PTO usage that was recorded under a previous eligibility group that has not been corrected (orphans), can the usage be corrected on a Final Pay Activity Guide upon an employee’s termination?

Yes. If an employee has any orphan rows that have not been processed and corrected, they will automatically populate on the Activity Guide as a negative value. To correct, simply add a new row on the Activity Guide with the correct usage earn code with the same Begin and End date and number of hours of the orphan row.

Refer to the Retro Accrual Eligibility...

A row for REG has auto-populated in the Hours and Takes section for a monthly employee, and I need to enter takes. Should I reduce the REG row by the amount of takes?

No. Do not edit the REG row. This row is auto-populated by the system to help it calculate accruals for TRM. Add any takes without reducing the REG row.

Does Regular Comp Time, Holiday Pay Comp Time, and/or Float Comp Time balances need to be manually added on the Final Pay Activity Guide?

Most payout balances will be automatically calculated on the Final Pay Activity Guide and do not need to be added manually. The exception is MTV (Medical Resident Term Vacation), which needs to be entered by the Location(s) in the Hours and Takes step.

I’m used to seeing a REG row auto-populated for monthly employees on the Hours & Takes tab, but there isn’t one in my transaction. What’s going on?

The REG row is only auto-populated for monthly employees if the employee is terminating in, and final pay is submitted for, the current active pay cycle.

Retro: If you are submitting final pay for a retro-termination, no REG is populated, as it has already been processed in UCPath. You can enter any missed pay or takes as needed.

Future: If you are submitting final pay for a future-dated termination, enter any estimated hours and takes in the...

Does the ‘Chartfield Override’ validate the full chartstring or just the individual chartfield values?

‘Chartfield Override’ only validates the individual chartfield values. Transactors should validate that the chartstring is correct prior to entry: use the Chart of Accounts Validation Lookup tool (you must be on VPN to access).

I see REG displaying on the Hours and Takes section for a monthly employee, prorated based on their termination date. Monthly employees don’t report hours, so what’s going on? What should I do?

No action is required on your part. This row is auto-populated by the system to help it calculate accruals for TRM. You should not edit or remove this row.

Where does the Final Pay Activity Guide pull data from to calculate Final Pay?

The Final Pay calculations are drawn from multiple sources, including Job Data, Smart HR Templates, Additional Pay, General Deductions, and Absence Management tables. This is why it is important for Locations to keep all employees’ Job Data up to date, including pay rate changes, movements to and from hourly to exempt status, etc.

What does it mean when the Hourly Accrual Factor on the Welcome page shows ‘Vacation Factor’?

This is an indication that the employee has table-based accruals. Please review the employee via the Admin- Review Absence Balance page to see what their accruals should be.