Upcoming Payroll Deadlines

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

 * = 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.

Direct Retro Deadlines

*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.

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Reminders

• UCPath Biweekly Newsletter Schedule: The next newsletter will be sent on 06/07
  
• Campus Timekeeping Office Hours have been cancelled until further notice
• Next Topic Based Zoom: Preparing for Fiscal Year End in UCPath, 06/07/23 @ 11:00 a.m. - 12:00 p.m.
  • Zoom Link
  • Add to Outlook Calendar
  • Add to Google Calendar
• The next Default Day will be: 06/02
• 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
• As of April 17, the UCPath Center has deployed the enhanced Ask UCPath landing page. Review the changes here.
• The 05/24/2023 Topic Based Zoom, Retirement & Final Pay, has been posted to our Review and Reinforcements page
  • View PowerPoint slides
  • Watch recording
• The 05/31/2023 Topic Based Zoom, UCPath Projects: June Release, has been posted to our Review and 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?

• UCPath System Downtime: June Release
  • The UCPath system will be unavailable from Friday, June 16 @ 3:00 pm – Monday, June 19 @ 9:00 pm to implement the changes for the June Release projects (Lived Name, Manage Job tile, Annual UCPath Upgrade). During the scheduled downtime, employees, managers, and transactors will not have access to the system. Please plan for this downtime and complete necessary UCPath activities prior to the outage.
  • Note: Dates and times listed below are subject to change.

  • Pre-Cutover	Cutover	Post-Cutover
    Ensure that all local transactions are approved. The goal is to have 0 transactions requiring approval by 06/12/23.	The UCPath system will be unavailable from 06/16/23 @ 3:00 pm – 06/19/23 @ 9:00 pm.	All transactors will need to have a plan to manually keep a record of all data entered in UCPath from 06/01/23 – 06/12/23.

• Reminder: Improve Time Collection is Live
  
  • As of May 8, 2023, the Improve Time Collection project is now live. Employees may observe rounding differences in pay issued starting May 24, 2023, and in all future pay.
    • UCPath will now calculate time on a weekly basis instead of a daily basis, which may result in slight rounding differences on some employee paychecks to better align with best practices established by the Fair Labor Standards Act (FLSA). This will not result in other changes to the pay advice statement or paystub.
    • The Review Paycheck Summary page will also no longer display the employee's time by day. Each pay period will be displayed on a separate row that will include the pay period begin and end dates, total earnings, and hours.
  • A new, view-only Timesheet page will be available for those with the ability to approve time files or have access to the PREPSHUP Review pages.
  • Read the full announcement here.
    
    
• Job Record End Date Monitoring
  
  • There are more than 81,200 employee records and over 2,700 contingent worker (CWR) records with an "Expected Job End Date" of June 30, 2023. Upon reaching the "Expected Job End Date," UCPath will terminate all employees with expired jobs for which the "End Job Automatically" box is selected.
  • To avoid unintended impacts, run the Jobs with Approaching End Dates report, review records, and extend, check the end job automatically box, or terminate records as appropriate.
    
    
• Retirement is Just Around the Corner!
  • The following job aids below are great resources that include terminology, examples, and guidance on processing retirement transactions in UCPath. Be sure to refer to these as retirement season approaches!
    
    • Job Aid: Retirement Processing for July 1 Retirement Date - COLA
    • Job Aid: Emeriti Processing for July 1 Retirement Date

UCPath: Back to Basics

A final pay transaction needs to be entered in the system for the following scenarios:

1. Involuntary Terminations (except reason: Appointment Expired)
2. Employee is represented (except if contract does not require off cycle final pay)
3. Employee has accruals to be paid out
4. Employee is unable to report all hours worked/leave used in timekeeping system

If none of the scenarios above apply, then you do not need to enter a final pay transaction, the employee’s final pay will be issued on their last on cycle paycheck.

Reminder: An employee must be on active payroll status for paychecks to be issued in the system. If an employee is on an unpaid leave or short work break they must be returned from leave/SWB with an Effective Date that is equal to the Effective Date of the Termination template.

For step by step instructions on how to submit a final pay request refer to these Job Aids:

• How to Request Final Pay for Exempt Employees
• How to Request Final Pay for Non-Exempt Employees

Updated Job Aids, Quick References, and KBAs

Local Job Aid and Quick References Updates as of 05/24/23:

• Processing Final Pay for 7/1 Retirees
  • Updated with 2023 guidance
• How to Request Final Pay for Exempt Employees
  • Updated to align with UPK
• How to Request Final Pay for Non-Exempt Employees
  • Updated to align with UPK

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.

UC-Wide Updated Resources