March 2023 Payroll and HR Deadlines Overview
Important deadlines in March 2023 for payroll transactions, HR actions, finance funding entries, and adjustments affecting postdoctoral scholars, ASEs, and GSRs. Includes blackout periods, approval deadlines, and freeze timelines for processing PayPath actions. Quick reminders to avoid rehire/reinstatement situations by monitoring job end dates and requesting benefits reviews in UCPath.
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Training Tips March 21, 2023
HR Transaction Deadlines Absence / Hire / +Pay / Retro Pay PayPath Blackout Period Ends: PayPath Entries / Approvals Due By: Transactions Due By: *Blackout period starts Payroll Type Thur. March 30 @ 3pm Tues. March 21@ 5pm* Fri. March 24@ 6am Bi Weekly *(Check Date: 4/12/23) *(Check Date: 3/29/23) Wed. March 22 @ 5pm* Tues. April 18 @ 3pm Mon.. March 27 @ 6am Monthly *(Check Date: 3/30/23) *(Check Date: 5/1/23) 2
Next Finance Transaction Deadlines Funding Entry Approvals Due By: SCT (Direct Retro) Approval Deadline: Tue Mar 21 @ 5pm Thu Mar 30 @ 5pm Bi-Weekly Check Date: 3/29 Available on DOPE: 4/5 Tue Apr 4 @ 5pm Fri Apr 7 @5pm Bi-Weekly Check Date: 4/12 Available on DOPE: 4/12 Wed. Mar 22 @ 5pm Tue Apr 11 @ 5pm Monthly Check Date: 3/30 Available on DOPE: 4/14 3
Quick Reminders I Postdoc Range Adjustment effective April 1, 2023 UCPATH Freeze Timeline Postdoctoral Scholars LAST DAY TO UPDATE This is the last day departments/units should process any PayPath actions for the Postdoctoral Scholars. Wednesday, March 22, 2023 UCPATH FREEZE Do not process any PayPath actions for Postdoctoral Scholars during this time (template transactions can continue to be processed). Thursday, March 23, 2023 Wednesday, March 29, 2023 ADJUSTMENT COMPLETE Units may resume processing PayPath actions for Postdoctoral Scholars. Thursday, March 30, 2023 4
Quick Reminder I ASE(BX)/ GSR(BR) Range Adjustment effective April 1, 2023 UCPATH Freeze Timeline ASEs LAST DAY TO UPDATE This is the last day departments/units should process any PayPath actions for ASEs. Friday, March 31, 2023 UCPATH FREEZE Do not process any PayPath actions for ASEs during this time (template transactions can continue to be processed). Saturday, April 1, 2023 Friday, April 7, 2023 ADJUSTMENT COMPLETE Units may resume processing PayPath actions for ASEs. Monday, April 10, 2023 UCPATH Freeze Timeline GSRs LAST DAY TO UPDATE This is the last day departments/units should process any PayPath actions for the GSRs. Wednesday, April 5, 2023 UCPATH FREEZE Do not process any PayPath actions for GSRs during this time (template transactions can continue to be processed). Thursday, April 6, 2023 Thursday, April 13, 2023 ADJUSTMENT COMPLETE Units may resume processing PayPath actions for GSRs. Friday, April 14, 2023 5
Quick Reminders II Monitor Expected Job End Dates With the approaching end of the Quarter there are many jobs with 3/31 end dates that will terminate Avoid need for rehire/reinstatement by updating the job end date at least a day before expected end date. A rehire/reinstatement transaction alone will NOT automatically reinstate benefits. The submitter must also create a case in UCPath requesting review of the employee's benefits: o Topic: Benefits o Category: Other Benefits Inquiry o Subject Line: Benefits review after Auto-Term / Reinstatement UCI was recently complimented on having a lower # of rehire/reinstatements than other locations! Thanks for working to keep the # of incorrect auto- terms low! 6
Quick Reminders III Effective April 3 new action reason code for updating cubicle, room or suite numbers for employees in PayPath Currently use DTA/COR New DTA/CRS Used to updated employee s cubicle room or suite assignment Use when the only field being updated is the cubicle field in the Job data section. 7
Quick Reminders IV 346 UCI campus employees received incorrect overpayment statements dated March 1, 2022. In addition to the wrong date, the statements included inaccurate balance due amounts. These employees received a communication email on March 16 from UCPath with instructions to disregard the statements. Employees with outstanding overpayment balances will receive corrected statements before March 31, 2023, via US Mail. 8
Quick Reminders V New checkbox was added to Extended Absence request page that allows ability to override the hard stop when an employee does not have enough Pay for Family Care and Bonding(PFCB) or Unit 18 PFCB Balance. See updated Job Aids on UCPath. Absence Management (ABML200: Extended Leaves of Absence): o Job Aid: Pay for Family Care and Bonding (PFCB) Updated job aid includes new screenshots to reflect new PFCB override group box. This function allows locations to override PFCB when usage exceed available balances. o Job Aid: Pay for Family Care and Bonding Unit 18 (PFCB) Updated job aid includes new screenshots to reflect new PFCB override group box. This function allows locations to override PFCB when usage exceed available balances. New Mass Hire template to include the Auto Term check box for CWR Jobs Job Aid: Interlocation One-Time Additional Pay Updated to reflect the new combined form (MLA/OTP) 9
Future BW Training Tips Meetings April 4 April 18 May 2 May 16 May 30 10
Agenda Cognos Report Updates Matt Levin Pay Frequency changes Q&A
UCPath Reports Update Tips and Tricks - 3/21/2023
Office Hours Thursday 3/23 from 2-3pm Tuesday 3/28 from 1:30-2:30pm Thursday 3/30 from 2-3pm Zoom Info: https://uci.zoom.us/j/9498242045
New Report Person Roster Report (coming soon) Report is a stripped version of the Employee Roster Report to remove any semi-sensitive or compensation related fields A new KSAMS role was created for this report Other new reports may end up on this role in the future, but this is the only one for now Report testing is almost complete and will be posted under the Job section later this month
AB119 Union Employee Audit (Report/Dashboard) New report and dashboard to support AB119 policy for union employees. Used to identify union employees who might be out of compliance with the policy Report is restricted under the DSS Special Access Report Viewer role
HR Title Pay (RUCI02) Shift Differential/On-Call Rates have been moved to underneath the report to accommodate additional rates
Additional Report Updates Employee Roster Report (RUCI03) Added the following optional fields to the custom columns: Mail Delivery Point Reports To Current Email Address UC Cubicle Location Address Location Floor Code Description Lookup (RUCI19) Added the following fields: On the Location view: Building On the Department view: HRBP and Recruiter Role Name Location Code Location Description Renamed Chief Chair to Chief/Chair, EVC/VC, Assoc Chancellor, Vice Provost/Dean, Exec Dir/Dir Renamed Director to Dir, Asst Dean, AVC, Dir of Business Renamed HRBP to Local HR/HRBP Renamed Recruiter to Central HR Recruiter
Additional Report Updates Cont. MCOP Report (RUCI45) Fixed an issue where the As of Date might not have been working as expected Additional Pay Report (RUCI58) Added Level 2/3/4 Department ID and Description as optional columns Home Address Lookup (RUCI70) Added an option to change the report view from Current Address to Address History, which will allow you to view any changes to the home address Report is restricted under the DSS Special Access Report Viewer role Position Funding Audit Report (RUCI92) Added a prompt for effective status to be able to view inactive positions Person Basic Lookup (RUCI123) Added new future dated employees Budget Distribution Report (RUCI140) Added an option to see when the current incumbent doesn t match the incumbent that is reflected on the BDP screen
General Cognos Update Cognos Cloud migration currently planned for Sept/Oct 2023 What does this mean? Links to reports will likely change (any bookmarks will not work once migrated) Reports should still look and feel the same
Pay Frequency Changes 20
What We Will Cover Objective: To provide insight and guidance for those situations when an employee s pay frequency is changed from Monthly to Biweekly or Biweekly to Monthly. This presentation will focus on processing the transaction and impacts to pay. 21
How and Why How are the frequency changes processed? Employees receiving changes in pay and compensation frequency can be initiated through the Smart HR Template or via PayPath. Why are frequency changes needed (examples)? Recruitment to new position Reclassification in current position System-wide series changes Data correction FLSA Mismatch 23
Best Practices Per the guidance from System-wide Compensation The effective date of promotional changes should start at the beginning of the BW pay period to ensure the FLSA weeks are calculated accurately. Submitting a change several cycles after it becomes effective can compound the adjustments needing to be made to pay, taxes, deductions and accruals. The timing for submitting and approving the changes should be determined by leveraging the "Employee Data Change and Pay Confirm deadlines listed on the UCPath Production Processing Schedule. Incorrect PayPath updates such as incorrect FTE, Frequency and pay rates have impacted employees being processed accurately in UCPath. 24
From BW TO MO When converting an employee from BW to MO, please ensure that all BW hours due to the employee are paid prior to entering the new Job Data row. Whenever possible, enter the new data row AFTER the BW Pay Confirm has been completed. If the new data row is entered for the new MO appointment before the BW hours are paid, they will error during submission of BW time files and need to be processed off-cycle. 25
Example BW to MO Business Use Case: On 1/5 Lina Jones receives a reclassification effective 1/1. The new position changes Lina s pay frequency to monthly. The department waits until the BW PP 1/7 completes on 1/12 (Pay Confirm) before processing the reclassification. The department completes the reclassification transaction in PayPath by the 1/18 MO Employee Data Change deadline. On 1/18 Lina will receive her final BW payment. On 2/1 Lina will receive her monthly payment for 1/8-1/31, along with retro pay due for the change in salary for 1/1-1/7. 26
From MO to BW When converting an employee from MO to BW, please ensure that all MO hours for takes (VAC, SICK, Etc.) and salary are processed prior to entering the new Job Data row. Whenever possible, enter the new data row AFTER the BW Pay Confirm has been completed. If the conversion row is entered for the new BW appointment before the MO hours are processed, they will error during submission of MO time files and need to be processed off-cycle. 27
Example MO to BW Business Use Case: Anthony Smith accepted a new job that begins on 1/8. The new position changes Anthony s pay frequency to bi-weekly. Vacation days are taken on 1/4 and 1/5. The department submits the MO takes and prorated salary via an off- cycle request. Anthony receives pay for 1/1-1/7. AFTER the off-cycle is issued, the department completes the transfer or concurrent hire transaction effective 1/8. The job data change needs to post by the 1/19 deadline for the 2/1 BW check release. 28
Missed Pay Hours New Job is MO Submit a Payroll Request (E-078) against the monthly position. Input earnings dates tied to the effective date of their monthly position. Input 1% as a placeholder in the salary percentage field on the Payroll Request (E078). In the Comments section of the Payroll Request (E-078), provide the following details and include: The BW pay group The hours and earnings dates they need to be paid for on their BW positions The hourly rate Gross amount due Change in departments Override the FAU in the Chart Field section of the Payroll Request (E- 078), as necessary. 29
Missed Pay Hours New Job is BW Submit a Payroll Request (E-078) against the bi-weekly position. Input earnings dates tied to the effective date of their bi-weekly position. Input 1 hour as a placeholder for the Hours field on the Payroll Request (E-078). In the Comments section of the Payroll Request (E-078), provide the following details: The MO pay group The dates and hours needing to be paid for the monthly position and the gross pay Change in departments Override the FAU in the Chart Field section of the Payroll Request (E- 078). 30
Un-Happy Path If you have a situation that does not follow any of the guidance provided, please come to the Drop-In Support Center for assistance. Available Monday Friday 10am 12pm PST. You can access DISC by using the following Zoom ID during those times: 851-903-5805 31
UCPath Training Refreshers 32
Training Refreshers Schedule The Training Refreshers will be held every other Tuesday from 1pm 2pm. Date February 28th March 14th March 28th April 11th April 25th Topic Transfers Part 1 Modifying Existing Additional Pay Funding Updates Transfers Part 2 Budget Distribution Updates Host Angel Sheila Andrea Angel Andrea 33
Did You Know? When a retiree is rehired, UCPath has logic to reinstate up to 80 sick hours. The system uses the action and effective date combination to determine when to reinstate sick hours Action and effective date is 181 days or more = no sick hours reinstated Action and effective date is 90-180 days = up to 80 sick hours reinstated Action and effective date is less than 90 days (89 days or fewer) = all sick leave reinstated If a retiree should not have their sick hours reinstated, an eForm should be submitted to UCPath Note: Reinstatement rules may vary if the retiree is represented 34
