2025 System Updates & Enhancements

Inserted columns at the end of the R-404 7/40 overtime report with the following fields:

• Employee Record
• Position Number
• Department Code
• Department Name

Resolved issues on the Extended Absence tab impacting employees under eligibility group ACAYU18

Updated the Quicklinks - payroll configuration page with the following:

1. Systemwide general deduction
2. Local general deduction
3. UCPC earn code list
4. General deduction - special accumulator
5. Earnings codes - special accumulator

Removed the limit on the number of days data is stored in the staging table as part of direct entry.

Activated functionality that notifies employees when their electronic ACA forms are available.

Improved performance on the labor ledger (E-714)

Using "xx/xx/9999" as the Expected Job End Date can cause downstream impacts that affect critical processes, such as benefit eligibility. To ensure smooth processing and avoid errors:

• Do not use "xx/xx/9999" as the Expected Job End Date
• If an employee has an indefinite end date, proceed to leave the field blank. This will help ensure smooth batch runs and prevent errors

By following this best practice, you'll help prevent downstream issues, improve data integrity, and maintain accurate benefit eligibility processing.

Submit on Behalf of Users (SOBO) have access to Enterprise Search in Ask UCPath, where you can easily locate and view all cases you have permission to access. Take advantage of these search features through filtering and refining your searches:

• Filter cases by:
  • Business Unit
  • Requested By
  • Case Status
• Search cases by:
  • Employee ID
  • Employee Name
  • Case Number

Refer to the Submit an Inquiry on Behalf of Employee (SOBO) to UCPath Job Aid for more information.

There is an updated business requirement document (BRD) template. The BRD template, interface templates and configuration templates can be found in UCPath Location Support > Resources > Templates.

2024 W-2s are available. 

• Employees who opted for an electronic version of their W-2 will receive an email notification when their W-2 is available.
• Employees who did not opt-in for an electronic version may still access their W-2 on UCPath and a printed W-2 will be mailed to the home address listed in UCPath no later than January 31, 2025.

Metrics are available in the UCPath Metrics dashboard. These metrics include:

• Case and interaction metrics (opened cases , service target metrics, call stats, customer satisfaction ratings)
• Payroll metrics (Off-cycle transactions, overpayments and adjustments, retro transaction overpayments)
• Workforce Administration metrics (Workforce administration turnaround time, termination submission timeliness, reinstatements after auto terminations)
• Salary cost transfers and direct retro metrics

These metrics can be found in the Location Support Site > Tools > Metrics Dashboard.

Updated eligibility groups that were previously overridden in a recent migration. 

Updated code for I-128 for capturing the number of pay periods for 2025

Resolved the No Success issue for the E-081 Mass PayPath file

Added job code description to the Distribution of Payroll Expenses (R-268) report.

Added Dept. ID and Last Date Worked fields to the Reproductive Loss Leave Report 

Updated the Quicklinks - payroll configuration page with the following:
1. Systemwide general deduction
2. Local general deduction
3. UCPC earn code list
4. General deduction - special accumulator
5. Earnings codes - special accumulator

Created a crosswalk to map labor ledger data to the appropriate accounts and funds in the finance system

Updated the Wildfire Catastrophic Leave Donor form to prevent duplication of hours issues

UCPath has upgraded its automated phone system to provide more efficient and accessible service 24/7! Here are some of the exciting enhancements:

• 24/7 Operation: The automated system can now assist with simple inquiries around the clock
• Easier Access to Repeated Information: Simply request the system to repeat the last message for clarity
• Smarter Assistance: The system now recognizes and responds to a wider range of questions, providing quicker solutions
• Enhanced SOBO Support: Submit-on-behalf-of callers are connected directly to a senior-level agent during business hours for faster support

These improvements help us better serve our customers, ensuring their needs are met efficiently and effectively.

UC locations can submit a UCOP Service Now access request to receive access to the Location Support page. These steps should be followed:

• Log into UCOP Service-Now
  • Navigate to SharePoint form (click link): SPO Intake Form
  • Complete the SPO Intake Form with the following information:
    • Name - It will auto populate with your first and last name.
    • Requested on behalf of yourself or another user.
    • Subject – summary of your request.
    • Urgency - requests are completed within 3 business days.
    • Request Type - defaults to ‘SharePoint Services’.
    • Request Item - select ‘Request New User’.
    • URL - add the URL of the site the user will need access to.
    • Additional comments/notes - add the following information.
      • First and Last name of the person requesting access.
      • UC campus email address.
  • Click Submit
• Complete registration
  • The person will receive an email invitation to join UCOP SharePoint Online requesting to log in using their campus/work email address, ‘campususerid@campus.edu’ and their work password.
  • Once the person successfully logs in using their work credentials, they will be taken to UCOP SharePoint Online home page.

Additional information can be found in the Adding Users to SharePoint Online document.

There is detailed information about how earn codes are configured in UCPath. The file is updated regularly and includes all the earn codes and the various attributes including status, allowable employee types, subject to FICA, etc. Navigate to UCPath > Quicklinks > Payroll Resources > Payroll Configuration Codes > Earn Codes.

Updated the qualifying life event option “Invol Loss of Non-UC Coverage” to “Involuntary Loss of Coverage” in the benefits eForm

Updated the evidence of insurability link on the benefits eform for both Supplemental Life and Dependent Life

Updated the Hire Transaction (R-419) report’s 'Effective Date' column alias to 'Personal Data Effective Date.'

Added the Action Description and Action Reason Description fields to the Hire Transaction (R-419) report

Resolved issues regarding leave assessment reversals not generated for certain salary cost transfers.

You Can Get Answers from UCPath 24/7. UCPath’s automated phone system has an automated SMS service that enables employees to be engaged with artificial intelligence to request text messages through voice commands to receive direct links to additional information or to access UCPath. Employees need to confirm their phone number only once per call session even if they request multiple links. Some links may lead to login pages requiring authentication, ensuring secure access to information.

You can request access to Jira, with your location’s approval. To gain access, submit a request by creating a Jira issue in TnT Jira. Follow these instructions to get started. Once your request is received by the TnT team they will reach out to your location approver.

The Termination Submission Timeliness (R-406) report identifies the number of termination transactions entered after the termination effective date.
To process the final pay requests promptly and stay in compliance, it is imperative that UCPath receives the request to terminate in a timely manner. This report gives more insight into termination request submission vs termination effective date, so locations can take actions where possible to mitigate the delay in submitting the termination request.

UC’s patent policy requires all employees and contractors to sign a patent acknowledgment.

• Location transactors can identify employees and contractors missing the patent acknowledgment electronic signature in UCPath by running the Missing Patent Acknowledgements (R-396) report in Cognos.
• Refer to the patent acknowledgment frequently asked questions for additional information.