Important Updates and Training Schedule for UCPC Employees
UCPC has introduced virtual agents for phone services with common query handling abilities. Training sessions, transaction deadlines, and updates in UCPath are scheduled. Registration for UCPath Training is now open. Fixes for vacation balance issues for part-time academic employees are in progress. Future training sessions are set for November and December. Stay informed to make the most of these developments.
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Training Tips October 18, 2022
Upcoming Transaction Deadlines Bi- Weekly Transactions: Thurs. October 27 @ 3pm BW - PayPath Deadline: Today 10/18 @ 5pm Blackout Ends: Friday 10/21 @ 6am Monthly Transactions: Today October 18 @ 3pm MO - Pay Path Deadline: Friday 10/21 @ 5pm Blackout Ends: Tuesday 10/25 @ 6am Reminder: Retro Pay deadline is part of the monthly transaction date **Please monitor SCT deadlines for Direct Retro processing** 2
Quick Announcements II UCPC introduced Virtual Agents to its phone service on Oct. 12 After authenticating their identity, callers will be greeted by a virtual agent The virtual agent can answer some common questions, such as questions about W-2s, paychecks, vacation and sick accruals, direct deposit, employment verification and Public Service Loan Forgiveness forms Callers will still hear the average wait time while on hold to speak with an agent If employees want to skip the virtual agent they can answer questions with request for representative or any other language other than responding with one of these topics Currently this is a robotic voice, they are in the process of hiring a professional voice to record 3
Quick Announcements III Registration for UCPath Training will begin today at 5pm. Please search for the desired course in UCLC using the course code shown in updated training curriculum. Course codes make it easier to find and register for needed training. Training Curriculum will be posted to UCPath website after today s meeting. A UCPath Training guide for new hires will be available by 10/21. New Pre-Requisite Courses (*must be completed before attending ILT course.) POS101: Intro to Position Management FIN101: Intro to Position Funding TEM101: Intro to Smart HR Templates PPA101: Intro to PayPath Actions 4
Quick Announcements IV UCPath Notice: Vacation Maximum Balance for Part- Time Academic Employees This has been resolved. Corrections are in process 71 UCI employees impacted 6
Future BW Training Tips Meetings November 1 November 15 November 29 December 13 January 10 7
Agenda Improved Navigation Updates Missed Additional Pay Retro Pay Deadlines Finance Calendar and Incorrect Chartfield Overpayment Year-end Information November Training Schedule Q&A
Improved Navigation Was deployed Saturday Oct. 15, 2022 Training Video posted to website https://www.youtube.com/watch?v=uuhB198K1Oc Additional drop-in center hours this week 9-noon and 1:30-2:30 Updates to UPKs posted by UCPC yesterday Note: Some screen shots may not be updated to show Peoplesoft Menu is now Peoplesoft Homepage UPKs and Ask UCPath remain on Portal, separate tab from Transactions Cross Reference Job Aids available on UCPath website Four job aids on Transactional users page/ General UCPath Information/ UCPath Training. link to the WFA version, additional job aids for GL, Absence Mgmt and Benefits. Job aids show new location via the tiles compared to current navigation. 10
Other Notes UCPath Online Page Timeout After 60 minutes of no activity a pop-up question appears on the UCPath Online page to extend the session if desired. If the user fails to respond and both Portal and Fluid are open both pages will timeout. UCPath PeopleSoft Page Timeout After 60 minutes of no activity a pop-up question appears on UCPath PeopleSoft page to extend the session if desired. If you are working only in Peoplesoft the timeout issue can be resolved by closing the Portal tab and continue working in Peoplesoft. Self Service pages (View W-2, View Paycheck) will timeout in 20 minutes. UPKs and Ask UCPath will remain on the Portal page, which will be a separate tab from the Peoplesoft transaction pages. When performing a global search, Use whole words, partial words are not recognized, unless you use the wildcard. You can use the wildcard % or * to replace unknown characters. Example: Person Org% or Person Org* will bring up Person Organizational Summary link Don t forget that Funding is in the General Ledger 11
How to Find Favorites At any time, on the far right hand side you can click on the compass and get to favorites 12
UCPath Workcenter will no longer be available Effective Dec. 4 13
Additional Pay & Payroll Requests Payroll Requests: Off-Cycle or Missed Pay These transactions are intended to pay employees for money owed from their BASE pay in UCPath, in which their FTE is tied to. Additional Pay is NOT considered part of an employee s base pay, therefore cannot be submitted as an off-cycle or Missed Pay type of Payroll request. 16
How to Pay Missed/Owed Additional Pay? If you owe an employee money due to a missed additional pay transaction, submit a ONE TIME ADDITIONAL PAY transaction to pay what is owed. If additional pay is owed to the employee for multiple pay periods, add an additional row to indicate each pay period. 17
Retro Pay Deadlines Scenario Submitted a PayPath Transaction for a Monthly employee pay increase on 9/21/22 with effective date of 7-1-22 PayPath deadline 9/22 5pm Transaction Deadline 9/19 3pm When will the retro pay for the increase be paid? Answer: Pay at new rate for Month of September will be on Sept. 30 check The retro pay increase for July-Aug will be paid on Nov. 1 check Why? The pay increase was in time for September pay because submitted before PayPath Deadline The Retro increase will not pay because it missed the 9/19 Retro pay deadline For both to be reflected in Sept. 30 check PayPath would need to be approved by 9/19 3pm 9/19 9/22 19
Finance Related Calendar / Schedule 20
Finance Related Deadlines on Website The GL Calendar section provides important information related to salary cost transfer deadlines, also when information will be available on DOPE report and in KFS. 21
GL Processing Calendar SCT deadlines are highlighted on this version of the calendar Use the SCT schedule to determine when these transactions will be visible on DOPE report and when they will post in KFS. 22
Salary Cost Transfer (SCT) SCT must be Approved by End of the day on: SCT visible on UCPath ODS and DOPE, the morning of: SCT will post to KFS Labor & General Ledger along with Payroll on: SCT will be reflected in: 1 2 3 10-7-2022 10-12-2022 10-24-2022 October Financials 10-12-2022 10-15-2022 10-24-2022 October Financials 10-14-2022 10-19-2022 10-24-2022 October Financials 10-25-2022 10-28-2022 11-7-2022 October Financials 10-27-2022 11-1-2022 11-7-2022 October Financials 11-4-2022 11-9-2022 11-21-2022 November Financials 11-8-2022 11-11-2022 11-21-2022 November Financials 11-18-2022 11-23-2022 11-29-2022 November Financials 12-2-2022 12-7-2022 12-19-2022 December Financials 12-6-2022 12-9-2022 12-19-2022 December Financials 12-9-2022 12-14-2022 12-19-2022 December Financials 12-20-2022 12-23-2022 1-3-2023 December Financials Note: SCT is the current correct term Direct Retro is term for pre- Oct 2021 data. Version 1.0 09302022 23
Incorrect ChartField in UCPATH 24
ChartField Errors in UCPath The following error message displays in UCPath if any of the following chartfields are not valid based on the information sent to UCPath from KFS. o KFS Chart Code o Account o Project ID o Sub o KFS Sub Account 25
Error Resolution Process If the error message on the previous page is encountered, follow the steps for resolution. Steps: 1) Verify you entered the ChartField information correctly. 2) If you entered the ChartField correctly, follow up with the financial analyst in your department to ensure the information is correct. 3) If the financial analyst verifies the information is correct; take a full-page screenshot showing the error message, the page you are on and your entire ChartField String (all the KFS values). 4) Send an email to Accounting at kfs@uci.edu. 26
Overpayment Year-End Information The Internal Revenue Service (IRS) states that repayment of a payroll overpayment must occur in the same year as the overpayment. Important deadlines: Submit requests for overpayments occurring Jan. 1 through Nov. 15, 2022, by Nov. 18 UCPath may not be able to process requests received after Nov 30 in time Employees must repay the net amount of the overpayment (gross earnings less taxes and deductions) by December 31, 2022. If payment is not received or a repayment plan agreed to by December 31, 2022, the employee's W-2 will include the amount overpaid and applicable federal and state withholding taxes What happens if I do not submit adjustments before the end of the year? Overpayments not corrected before Dec 31, 2022, will be processed in 2023 as prior-year overpayments, and the employee will owe unrecoverable taxes. Other important details: Be sure to notify employees with outstanding overpayments so they can arrange for repayment before December 31, 2022 Employees who have previously agreed to repayment terms are not subject to this deadline If repayment is not made in 2022, the employee must repay a higher amount since withheld taxes cannot be adjusted in subsequent years 28
Returning Paychecks for Overpayments Location teams or employees holding paychecks for pay that is not due must return them to UCPath immediately. Employees may return uncashed checks to UCPath via U.S. Mail at the address below, along with a note indicating that the check is related to an overpayment. UCPath will reverse the returned check to ensure that the employee's 2022 W-2 is correct. Return checks via mail: UCPath 14350-1 Meridian Pkwy Riverside, CA 92518 Location teams may return checks to UCPath on behalf of employees via case submission or via U.S. Mail: Return checks via case submission: Open a case with the check attached Request to have the check reversed Include the phrase Do not reissue when submitting the case 29
Upcoming Training for New Hires or Refresher Courses: Basics & Navigation + Position Control POS202 Funding Entry FIN202 Template Transactions Pt. I TEM301 Template Transactions Pt. II TEM302 PayPath Actions Pt. I PPA201 PayPath Actions Pt. II PPA202 Quarter 4 Dates Monday Tuesday Nov. 7 Nov. 8 1:00 PM 9:00 AM Monday Nov. 14 1:00 PM Wednesday Nov. 16 1:00 PM Tuesday Nov. 29 9:00 AM Wednesday Nov. 30 9:00 AM Payroll Requests PRQ201 Direct Retro DRD202 Budget Distribution BDP301 Friday Monday Thursday Dec. 5 Dec 8 Dec 9 1:00 PM 9:00 AM 9:00 AM Extended Absence ABM101 Wednesday Dec. 14 9:00 AM 31
Upcoming Training Workshops/Labs Sign-up will be via Sign-up Genius provided during course Lab Day Date Dates Position + Funding Entry Lab Wednesday Nov. 9 1:00 PM Template Transactions 1 + 2 Thursday Nov. 17 1:00 PM Pay Path Actions Thursday Dec 1 1:00 PM Payroll Requests Monday Dec. 12 1:00 PM Extended Absences Thursday Dec. 15 1:00 PM 32
Did you know? UCPath does not allow effective sequencing in position data. Position data only allows one update per effective date, so if the appropriate effective date is already in use and requires another update on the position data record, it is necessary to submit a position update form to UCPath When an FTE change is required and the effective date in position is already in use, the UCPath team must make the corrections in position data. Location teams should avoid using the "next available" date which could result in negative impacts to pay, accruals and benefit eligibility. Note that job data updates allow effective sequencing. To learn more about using PayPath tabs for position and job data updates, please refer to these job aids: o UCPath Task: Initiate Position Data Change PayPath Transaction (Staff/Acad) o UCPath Task: Initiate Position Data + Job Data Change PayPath Transaction (Staff) UCPath Task: Initiate Position Data + Job Data Change PayPath Transaction (Acad) 34
