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Payroll

Three Ways to Get Paid


Direct Deposit

  • Your pay is automatically deposited in your U.S. bank account and available on payday
  • No waiting for a check to arrive to your home address
  • With UCPath, you will have the option to split your earnings across 3 different accounts

UC Pay Card

  • Get a debit card without establishing a bank account
  • Your earnings are loaded onto your card every payday (with funds available that day)
  • You can use your card anywhere Visa cards are accepted

Mailed Paper Paycheck

  • Paper paychecks are not delivered to campus departments
  • Your paycheck is mailed to your home address via United States Postal Service
  • It could take 2 to 3 days for a paper paycheck to arrive at your home address

 

Pay Issues

What Employees Should Do

Who to Contact 

  • Your Supervisor or Department HR/Academic Personnel Contact 

Be Ready to Answer These Questions 

  • Did you submit your timesheet by the deadline? 
  • Are you paid via Direct Deposit or by Paper Paycheck? 
  • Is your paycheck missing, lost, or incorrect? 
  • Have you already submitted a case, if so what is the case number? 
  • Did you check that your home address listed in the UCPath online portal is correct? 
  • Is this issue creating an urgent financial hardship? 

What to Expect 

  • Your Dept HR Contact will verify that your job is set up correctly in UCPath and your home address is correct 
  • If time entered and pay was issued, but paper paycheck was not received or was lost:  
    • If the address is correct and it's been more than 5 days since payday, you will be asked to notify UCPC to re-issue the check, by submitting a case via Ask UCPath” on the UCPath online portal 
  • If time entered and pay was not issued 
    • Your Dept HR Contact will submit an Off-Cycle Request for missed pay. This transaction will process a check on the next available pay cycle 
  • For all other scenarios: 
    • Your Dept HR Contact will submit a case to your Local Central Office HHR/ARC/Central-HR or CCP to resolve the issue. 
  • If you are experiencing an urgent financial hardship, you will be offered the option of an Expedited Pay Card. This requires coordination between you and the CCP (Payroll) Office. Expedited Pay Cards require a social security number, act like a debit card, and are accepted anywhere Visa-logo cards are accepted.  An Expedited Pay Card Consent Form and Agreement must be completed and signed by you. Expedited Pay Cards are normally available for local pickup within 24-48 hours.   

What Department HR & Payroll Contacts Should Do

Gather the following information: 

  • Verify that the employee’s job is setup correctly in UCPath  
  • Ask the employee if pay is via Direct Deposit or Paper Paycheck  
  • For Positive pay employees, verify the employee submitted their timesheet on time and the supervisor approved on time  
  • If pay is missing, ask if the employee can wait until the next regular paycheck. If not, instruct them to call, 858-298-2732, the expedited pay issue phone line to talk to CCP (Payroll) directly 

 What to Do with the information: 

  • If time entered and pay was issued, but paper paycheck was not received or was lost: Have the employee verify their address in UCPath Online Portal.  If the address is correct and it's been more than 5 days since payday, notify UCPC to re-issue the paycheck: 
    • Encourage the employee to access UCPath online and submit a case via “ask UCPath” or  
    • Submit a case on behalf of the employee (SOBO) using the “Ask UCPath” button on the portal (SOBO simulation)   
  •  If time entered and pay was not issued: Submit an Off-Cycle Request, E078 – Payroll Request for missed pay.  
  • For all other scenarios, submit a case to your Local Central Office HHR/ARC/Central-HR via https://support.ucsd.edu. Include the detail of the issue, the Employee Name, and Employee ID. 

NOTEExpedited Pay Cards may be available in cases of financial hardship.  This requires coordination with CCP and Employee. Expedited Pay Cards require a social security number, act like a debit card, and are accepted anywhere Visa-logo cards are accepted.  An Expedited Pay Card Consent Form and Agreement must be completed and signed by the employee. Expedited Pay Cards are available for local pickup within 24-48 hours.   

Payroll Calendars

Payroll Resources

UCPath Pay Statement

How do I Enroll in Direct Deposit?

  1. Login to UCPath online
  2. Select Direct Deposit under 'Income and Taxes'
  3. Add, update, or delete direct deposit information.
  4. To add direct deposit information: enter the bank routing number, the account type, the account number, and the direct deposit amount or percentage.

The initial Direct Deposit set-up may take up to two weeks to become effective.

How do I Apply for a UC Pay Card?

Enrollment in the UC Pay Card is available to non-represented employees and certain represented employees. Unions currently participating in UC Pay Card option: BX, CX, NX, PX, and K6.

Find instructions, the application form, and a link to FAQs here pdf link

How will My W-2’s for 2020 Earnings be Handled?

You will receive two W-2s for 2020 earnings: one for earnings before UCPath deployment (found in At Your Service Online AYSO) and one for earnings after UCPath deployment which can be found at UCPath online.

Important security reminder for employees: UC does not send W-2 statements by email or text. If you receive an email or text with a link or an attachment for viewing a W-2, it is a phishing scam designed to gain your private information. Do not open attachments or click email links that claim to provide access to your W-2s, always use a safe/known link.

Where can I find my earnings statements for Jan – May 2020?

Earnings Statements for January – May 2020 remain on At Your Service Online (AYSO). As of June 1, 2020, earnings statements display on UCPath online.

Who should I contact if I have questions about AYSO?

Users should contact our payroll office for login issues, missing statements, or questions regarding earnings or tax statements. Contact details can be found by clicking the Contact Us link at the bottom of the new AYSO Main Menu.

Where do I report a pay discrepancy?

  • First, check with your timekeeper or Department HR representative to ensure hours were submitted correctly and on time.
  • Once confirmed, log in to UCPath online and submit a case to UCPath Center via the "Ask UCPath" button.

What Happens if my Paycheck Doesn’t Arrive in the Mail?

  • Go into UCPath online to view your pay statement and ensure a paycheck was generated for the pay period. Delays in timecard submissions could result in pay not being calculated on time.
  • If you still have not received your paper paycheck within five calendar days of payday, log in to UCPath online and submit a ticket to the UCPath Center via the "Ask UCPath" button.
  • The UCPath Center will need to do a Stop Payment and issue a new check. This could result in a significant delay.

Do you get paid earlier if you bank at a credit union?

Currently, we do not anticipate that UC San Diego’s Credit Union, will be receiving funds before payday. It is our current understanding that USE will have the same status as other banks receiving direct deposit funds, and will get them on payday.

Can I set up Direct Deposit to a non-U.S. Bank?

No, Direct Deposit can only be set up with U.S. financial institutions.

Will final checks be mailed to the employee’s home address? Can employees receive the funds via Direct Deposit?

For represented employees voluntarily separating, final wages will be paid in accordance with their bargaining unit stipulations. For non-represented employees, final wages will be disbursed in the same manner they were paid while an employee. If they received a paper paycheck, their final check will be mailed to their home. If they were enrolled in Direct Deposit, the final wages will be paid via Direct Deposit.

Can employees elect to be paid overtime by pay cycle, rather than once a year?

No; an annual selection is for budgeting purposes. Departments must be able to anticipate expenses, and employees changing options by pay cycle makes budgeting more difficult.

What is an Off-Cycle check?

An Off-Cycle check is any payment that is not paid on the employee’s regular “on-cycle” pay cycle (either monthly or biweekly).

Are there any special tax forms required if I work out-of-state or internationally?

Yes. Any employee who works outside of the US or outside California, for any reason, is required to complete an electronic Foreign Source Income Statement and/or an Out-of-State Income Tax Withholding form in UCPath, in order to update their tax profile. Employees who are US citizens, Permanent Resident Aliens and/or Resident aliens, for tax purposes, are subject to all US income tax. Employees who are not in the above categories are not subject to any income taxes and their gross pay equals their net pay. Find more information and instructions here.

Can I print an Employment Verification Letter from UCPath?

Click on Employment Verification for instructions on how to print an Employment Verification letter in UCPath.

Timekeeping

Campus Ecotime is a payroll reporting tool that is integrated with UCPath for pay and leave reporting.
Find a more extensive list of FAQs related to Timekeeping.

Is it true that if we don’t complete/submit our timesheets, we will not get paid until the next pay cycle?

Employees who fail to report hours in time to meet the payroll deadline will be paid on the next available pay cycle.

If this will create a financial hardship call UCPath Local Support (CCP: Payroll) 858-298-2732, Mon-Fri 8 am-4 pm; phone reserved for "missed pay" expedited access only or submit a ticket.

How do employees with multiple jobs report their time?

For employees with multiple jobs, reporting hours accurately is critical. Each job has its own record and hours must be recorded for each one separately. When hours worked are not allocated correctly, incorrect funding sources are charged, benefits could be impacted and extra work is created to correct and adjust entries, as well as reconcile funding. Campus Ecotime requires employees to select the position BEFORE they are allowed to make any time entries, complete their timesheet and submit it for supervisor approval. This appointment (Position ID) selection is required for employees holding multiple positions and will auto-select for those with a single position. Employees need to double-check they have the correct position selected before they enter hours worked or exceptions to ensure that time entries are associated with the correct position.

How do employees report Shift Differential hours?

In Ecotime this is a calculated rate. It is not reported as hours worked by the employee selecting a dropdown value. If an eligible employee works hours over the evening, night, or weekend, the Ecotime system evaluates if they are eligible for shift differential based on title code. If you don’t think the calculation is correct, contact the Ecotime team by submitting a ticket to UCPath Support.

How does my exempt employee report time worked while on an intermittent leave?

As long as the employee is active or on paid leave status they can enter hours in Ecotime. Exempt employees fall under two categories: exception reporting and positive reporting. Positive reporting employees have to report hours in order to get paid. Exception reporting employees get paid a salary and use Ecotime ONLY to report exceptions. In this case, they would need to choose leave with or without pay for those non-working days.

Why is an employee’s timesheet locked when the approval deadline has not yet come?

There are three situations in which a timesheet would be locked:

  1. The employee completes it
  2. The supervisor/approver/timekeeper approves it
  3. The timekeeping deadline has passed

Sometimes supervisors/approvers/ timekeepers might erroneously approve a timesheet that is not yet complete; in that case, the employee needs to go back to the approver and ask them to un-approve it.

I submitted a retro timesheet, why didn’t it payout?

Timesheet adjustments from prior pay periods MUST be completed and approved in order to be processed. If these two steps are not done, the timesheet is stuck in limbo. If you completed the retro timesheet and it didn’t pay out, check with your supervisor or timekeeper to be sure it was approved.

Is there a calendar that lists Campus Ecotime Deadlines?

Yes. To access the Campus Ecotime Deadline view the Payroll Timekeeping Deadline Schedule on Blink.

Absence Management

Our leave balances display in EcoTime and on the UCPath Online Portal. Which is the most accurate?

UCPath is the official system of record for leave balances. For the most accurate leave balances, consult the UCPath online.

How often do leave balances update?

On UCPath, bi-weekly employees’ leave balances update with every other bi-weekly pay cycle. Monthly employee leave balances still update monthly.

Will employees without enough leave hours to cover the holiday break be able to utilize vacation leave in advance of accrual?

Yes. Employees can use vacation time, even if not yet accrued, during the holiday mandatory campus closure.