Upcoming Payroll Deadlines

Always refer to the 2023 UCPath Payroll Processing Schedule for important dates & deadlines.

View the 2024 UCPath Payroll Processing Schedule here.

 * = Dates adjusted due to holiday payroll processing

View Payroll Processing Schedule Information here. | View a graphic to help you understand Deadlines & Non-transaction Days here.

Funding Entry Deadlines

Direct Retro & Salary Cost Transfer Deadlines

As of Monday, November 13, 2023, there will be separate deadlines for Direct Retro (old tool) processing and SCT (new tool) processing each month.

*Direct Retro Note: A DR that is final approved after DR deadline but before end of calendar month may result in mismatch between Acctg Period and Run ID.

Subscribe to the UCPath Biweekly Newsletter to stay up-to-date on all things UCPath.

Reminders

• Upcoming Planned Maintenance: UCPath will be unavailable on Friday, December 29, 2023 from 12:00 am to 6:00 am to perform tax updates
• UCPath Biweekly Newsletter Schedule: The next newsletter will be sent on 12/06
  
• The next Default Day will be: 12/04
• Make sure to review your paycheck in UCPath
• Looking for UCPath metrics? View the UCPath Metrics Dashboard
• You can now add the Topic-Based Zooms to your calendar from our website
• UCPath Holiday Dates: UC San Diego has four (4) university paid holidays (December 25, 26, and January 1, and 2, 2024) during the Holiday/Winter period. View the locally updated calendars here
• The previous Topic Based Zoom, Using the New Salary Cost Transfer Tool in UCPath, has been posted to our Review & Reinforcements page
  • View PowerPoint slides
  • Watch recording
• Overpayment Process:
  • If you are responsible for processing overpayments, please make sure to include the submitter's email, name, and EMPLID in the comments section.
  • Example:
    • Submitter: John Know
    • Email: jknow7@ucsd.edu
    • EMPLID: 10000000

Did You Know?

• Go Paperless! Important Tax Deadlines for 2024
  • Going paperless is easy! Navigate to the following pages in UCPath to receive the 1095-C and W-2 forms electronically:
    
    • For the 1095-C Form: Log in to UCPath > Navigate to Employee Actions > Income and Taxes > Online 1095-C Consent
    • For the W-2 Form: Log in to UCPath > Navigate to Employee Actions > Income and Taxes > Enroll to receive online W-2
  • Important Deadlines
    • Sign up before January 1, 2024, to receive your 2023 1095-C electronically.
    • Sign up before January 12, 2024, to receive your 2023 W-2 statement electronically.
  • Click here to read the full message.
    
    
• Resources for the New Salary Cost Transfer Tool
  • Thank you to those who were able to attend the Using the New Salary Cost Transfer Tool in UCPath Topic Based Zoom! For those who were not able to join the call, the recording is available here for review. In the future, we will be hosting multiple Topic Based Zooms sessions if needed.
  • Below are resources related to the new Salary Cost Transfer tool:
    • Try a hands-on Salary Cost Transfer simulation for Unrestricted Funds, Restricted Funds, and Work-Study
      • Have feedback about the simulation? Take a quick 3-question survey!
    • View a list of new Salary Cost Transfer Job Aids and Knowledge Base Articles
    • Bring any questions you may have about the new Salary Cost Transfer tool to the Drop-In November Release Office Hours
  • Questions about the new Salary Cost Transfer tool and the new chartstring validation method should be submitted to the Payroll Financial Management team via Services & Support.
    
    
• UCPath Projects: November Release
  • The November Release projects are scheduled to go-live next week, on Monday, November 13, 2023. Watch a recording of today's UCPath Projects: November Release Topic Based Zoom here.
    
    • Salary Cost Transfer Redesign
      • A new Salary Cost Transfer tool is now live, with one consolidated entry page that changes fields depending on the type of funding.
    • Hire Pilot
      • If you currently have access to the Smart HR Templates today, continue to use Smart HR Templates until the pilot phase is complete.
    • Chartstring Validation
      • Please ensure that the chartstring segments are accurate before validation. Refer to the Chartstring Validation in UCPath Guide for best practices.
  • Drop-in office hours will be available for you to bring any questions you have about the projects listed above. Add the November Release Office Hours to your calendars here.
    
    
• Supplemental Health Plans End-of-Year Enrollment Process
  
  • Newly-eligible employees hired from November 1 to December 31, 2023, and eligible employees experiencing a qualifying life event during this time, who wish to enroll in or change elections in Hospital Indemnity, Accident and/or Critical Illness Insurance for the 2023 plan year, will need to complete a Benefits eForm before the end of their 31-day Period of Initial Eligibility (PIE).
  • These plans will not be available for elections through the UCPath Self-Service from November 1 through December 31, 2023. The deadline for 2023 enrollment is Friday, December 8, 2023.
  • Read the full communication here.

Back to Basics

The UC_TRANSFER Template is used to transfer an employee from a position to another without a break in service using the same Empl Record.  This transaction will end the previous job and use the same Empl Record for the new job. Do not process a Termination Template.

Note: Employee needs to be Active status to transfer. If the employee is on a Short Work Break, return from Short Work Break prior to transfer. If the employee auto termed, rehire/reinstate first and then transfer into a new position.

The UC_TRANSFER Template is used in three instances:

• For staff employees moving from one position to another via an open recruitment within the same department
• Staff employees moving from VCHS* to another campus department
  • *VCHS refers to Health Sciences & Medical Center.
• UC_TRANSFER_AC template for permanent transfers of academic employees from one department to another in the same series/title and when a new EMPL class is not appropriate

Review the Templates Action and Reason Codes job aid to ensure you use the correct Action Reason code. For more details refer to Job Aid: How to Initiate an Intra-Location Transfer.

Updated Job Aids, Quick References, and KBAs

Local Job Aid and Quick References Updates as of 11/22/23

• Resolving FLSA Conflicts
  • Updated guidance on 6MH override
• How to Generate Retro Pay
  • Added note about HCOMP scenarios and link to Retro Pay Matrix
• New Salary Cost Transfer Job Aids:
  • How to Submit a Salary Cost Transfer (Unrestricted Funds)
    
    • This job aid describes how to process a Salary Cost Transfer (SCT) for Unrestricted Funds.
  • How to Submit a Salary Cost Transfer (Restricted Funds)
    
    • This job aid describes how to process a Salary Cost Transfer (SCT) for Restricted Funds.
  • How to Submit a Salary Cost Transfer (Work-Study)
    
    • This job aid describes how to process a Salary Cost Transfer for Work Study funding for earnings dates within the current Work Study eligibility period.
• Chartstring Validation in UCPath Guide
  • This quick reference outlines best practices for chartstring validation in UCPath.

UCPC Job Aid Updates as of 11/22/23:

• Approve Salary Cost Transfer Transaction
• Salary Cost Transfer for Unrestricted Funds
• Salary Cost Transfer for Restricted Funds
• Salary Cost Transfer for Work Study Funds
• Simulation: Enter a Salary Cost Transfer for Unrestricted Funds
• Simulation: Enter a Salary Cost Transfer for Restricted Funds
• Simulation: Enter a Salary Cost Transfer for Work Study Funds - Apply WS
• Simulation: Enter a Salary Cost Transfer for Work Study Funds - Leave As Is

Knowledge Base Article (KBA) Updates as of 11/22/23

• UCPath Salary Cost Transfer Troubleshooting Guide
• UCPath Funding Entry Troubleshooting Guide
• Troubleshooting UCPath Chartstring Validation Errors in OFC

Bring Your Questions to an Office Hours Session

View the UCPath Training & Events Calendar here.

Book a 1:1 "How-To" Appointment

Reporting: Request a 1-on-1 session by emailing ucpathreports@ucsd.edu

Attend a Topic-Based Zoom

View previously posted PowerPoints, Recordings & Micro Learning Videos here.

*Dates are subject to change.

UC-Wide Updated Resources