Important Updates and Reminders for November
Addressing issues such as missing paper paychecks, upcoming deadlines, UCPath new hire training sessions, and handling postdoctoral scholar appointments in UCPath effectively. Stay informed and proactive to ensure smooth payroll processes and accurate leave balance calculations. Future training dates and year-end reminders are also included in the updates.
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Training Tips & Lessons Learned November 16, 2021
Attention ! Missing Paper Paycheck Have had several cases lately with delays in checks getting to the employee. Please remind new hires to update their address in UCPath especially if they are not on direct deposit. The process for re-issuing a check is lengthy. If an employee doesn t receive a check and you see that it was issued; no need to open an EEC ticket, please have employee open a UCPC ticket instead. UCPC will issue stop payment and then re-issue check. 2
Quick Announcements I Upcoming Deadlines BW PayPath deadline: Today 11/165pm through 11/19 6am MO Transaction deadline: 11/17 at 3pm (for templates, extended absences leaves, etc.) MO PayPath deadline: 11/22 (5pm) - blackout until Mon. 11/29 6am Path Center backlog is beginning to decrease and processing is now close to 5 days. Submit transactions early when possible. Transactions submitted within payroll processing deadlines will be prioritized to meet payroll. 3
Quick Announcements II UCPath New Hire Training One final remaining course this Fall. DRD201: Direct Retro 11/17 9am-12pm. We welcome any new(er) hires from your school/department who may benefit from live (Zoom) Instructor-led training sessions. Registration is available on UCLC. Or contact Andrea Garrison to let her know you want to attend. 4
Quick Announcements III Postdoctoral Scholar Employee who was reappointed for a partial year due to the end of grant funding on the project. Background: Initiator entered a new anniversary date for a Post-Doc in UCPath, for a full year out (10/22/22), instead of doing a partial year, with the intent to have the leave balances would be calculated for the new year. The question: Would the system pro-rate the vacation/PTO and sick leave due to the earlier appointment end-date of 6/30/22 (instead of 10/22/22)? The answer is yes ! Both the vacation and sick leave earned upon reappointment were calculated on the shorter duration of the appointment, consistently @ 66.67 percent or 8 months. 5
Future Training Tips Meetings November 30 December 7 December 21 January 11 6
Agenda Year-End Reminders Pay Issues & Troubleshooting Over Allocated Positions Q&A
Year-End Reminders 8
Year-End Reminders Overpayments- Payroll request transactions for overpayments must be submitted by Nov. 19, 2021 to ensure processing before year-end. If an employee is on a repayment plan they will repay the net amount. Anyone who signs an agreement by Dec. 31, 2021 and starts repaying in Jan. 2022 will repay the net amount wit no adverse tax impacts. When processing hiring transactions effective January, remember to change the year to 2022. If Grad students are not working in Winter quarter but expected to work Spring quarter, put them on SWB 2022 UCPath Production Payroll Calendars and Processing Schedule on UCPath and Knowledge Library. Navigate to UCPath > Quicklinks > Payroll Resources In process of adding link to UCPath website 9
UCPath Upgrade Reminder Major upgrade for UCPath planned for December UCPath will shut down Fri. Dec. 10 at noon and be unavailable until Mon. Dec. 13 at 6am. The shutdown applies to all employees and job applicants. All transactions need to be approved prior to the shut down If transactions are not approved it is possible that they will need to be re-input on Dec. 13 BW transaction deadline will be Thurs. Dec. 9 at 3pm and PayPath Tues. Dec. 14 at 5pm Please plan to have all transactions submitted on Thurs. and alert your approvers to the noon Friday deadline After the system is live on Dec. 13 please monitor your transactions closely to ensure no issues and alert us of any problems. 10
Pay Issues & Troubleshooting 11
Troubleshooting Steps When an issue arises in an employee s pay, as part of your analysis, work with your POC and be sure to review the following: 1. Check Effective Date of submitted transaction. a) Was transaction submitted & approved before Payroll Calendar deadline? b) Was the data in the transaction submitted accurate, and correct? 2. Review Workforce Job Summary a) Review the history of changes applied to the employee s job record to identify if a change entered in UCPath caused a pay issue (i.e., Pay Rate, Additional Job, SWB, Termination, etc.) 3. Check Employee s Timesheet a) Ensure BW employee s entered time accurately & accordingly. b) DTA can update timesheets up to 3 month in arrears. c) If you are not the DTA, coordinate with DTA to inquire. 12
Troubleshooting Steps (cont.) 4. If Pay Issue is Absence related a) Please view the Extended Absence Transaction history page to view any entered absences in UCPath. b) If MO employee is on an extended absence (>5 days) without pay do not submit time on TRS timesheet to UCPath. i. Ok to have employee record time, just don t submit. ii. IMPORTANT FOR INITIATOR TO COORDINATE W/ DTA most will not know if employee is on leave or not! 5. PFCB Related Pay Issue: a) MO: If employee returned from PFCB in UCPath AFTER Pay Confirm date, please submit a Off-Cycle Payroll Request to get employee paid 13
Over-allocated Positions 14
Over-Allocated Positions Position Headcount must be appropriately established for each position. If your department has positions incorrectly over-allocated, follow these steps: 1. Pick an employee to move out of the over-allocated position. 2. Create a new position(s) with an effective date *prior* to that employee s hire date. 3. After the new position is approved, submit a UC_Transfer template to move employee to the new position. a) Employee data, empl record, & history will be preserved. b) Please be sure to double check employee s additional pay, FLSA, pay frequency, & other attributes before transfer. Use the Position Audit Report to determine if any positions in your department are over-allocated. 15
Reminders Please be sure to add appropriate funding to position when transferring employee due to over-allocation, or general intra-location transfer. After an employee has been transferred to a new position, please ensure position & job details are correct. If employee needs to be assigned a different pay group because of a job reclassification, please submit a job data update form to the UCPath Center. 16
Did You Know? FTE changes may impact the maximum amount of vacation employees can accrue When looking at an employee s vacation maximum, always review the current and previous FTE values. When there are FTE changes, vacation accrual maximums may be prorated and if the employee has reached the maximum, accruals will be stopped. Note: eligible employees will continue accruing vacation leave through June 30, 2022, even when over the usual maximum accrual per the article on UCnet. 18
