Transactors

Transactional users are the backbone of UCPath. Their day-to-day processing of payroll, benefits and HR information is foundational to the workings of UC San Diego. This area contains resources and information to aid in their success.

UCPath Direct Retro Deadlines for Posting

*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.

ANNOUNCEMENTS

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Reminders

• UCPath Biweekly email schedule: The next update email will be on 11/30
  
• Reminders:
  
  • Next Topic-Based Zoom: 12/14 @ 11:00 am (Contingent Workers, Zoom Link | Add to Outlook Calendar | Add to Google Calendar)
  • The next Default Day is: 12/02
  • 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
  • Previously posted 2022 System Updates & Enhancements are now back on our website
  • This is the final week to submit open enrollment benefit elections. Open enrollment ends at 5:00 pm on Friday, November 18, 2022

• 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?

• 2022 Year-End Overpayment Recovery Deadlines
  • The Internal Revenue Service (IRS) states that repayment of a payroll overpayment must occur in the same year as the overpayment. This repayment ensures that the employee's earnings and taxes for the current year are correctly reflected in their W-2 issued in January.
    
    • Important Deadlines:
      • Please submit adjustment requests for overpayments occurring from January 1 through November 15, 2022, by Friday, November 18, 2022. UCPath may not be able to process requests received after November 30, 2022, before year-end
      • Employees must repay the net amount of the overpayment (gross earnings less taxes and deductions) by Saturday, December 31, 2022. If payment is not received by December 31, 2022, the employee's W-2 will include the amount overpaid and applicable federal and state withholding taxes
  • Read the full update here →
    
    

• 2023 Payroll Calendars
  • The following payroll calendars for 2023 are now live!
    • 2023 UCPath Payroll Processing Calendar
      • The Payroll Processing Calendar can be found on our Transactors page.
    • BW/MO Payroll Calendars
      • The following calendars can be found on our Payroll page:
        • Biweekly Payroll Calendar 2023
        • Monthly Payroll Calendar 2023
        • Monthly Working Hours 2023
          
          

Back to Basics

In UCPath, the Effective Date field will default to today’s date (which is usually not the effective date of your transaction). This should be the first field you update on most transactions in UCPath. If you forget to enter the correct date in the Effective Date field there may be downstream impacts and may require data and pay corrections.

For more information on Effective Date considerations for each of the modules in UCPath, refer to the Using Effective Dates in UCPath Quick Reference Guide.

• Example: An employee receives approval for a retroactive increase in Pay Rate with an Effective Date of 01/01/22. Today is 11/15/22.
  • Scenario 1: Susie submits a retroactive increase in Pay Rate but accidentally leaves the Effective Date field defaulted to the current date.
    • On the 12/1/22 paycheck, retro pay for 01/01/-10/31 is not triggered and the employee receives pay for 11/01-11/14 at the old rate and 11/15-11/30 at the new rate. The employee is upset because they were expecting the retro pay and confused why half of the month was at the old rate and half of the month was at the new rate.
    • Susie is sad and will need to enter another PayPath transaction with the correct Effective Date before the deadline for the next on cycle paycheck. If the transaction is entered in time, the employee will receive retro pay for 01/01-11/14 on the next on cycle paycheck.
  • Scenario 2: Peter submits a retroactive increase in Pay Rate and remembers to change the Effective Date field to 01/01/22.
    • On the 12/1/22 paycheck, the employee receives the retro pay for the difference in pay rate for 01/01-10/31 and the employee receives pay for 11/01-11/30 at the correct increased rate. Everyone is happy and no further action is necessary.

SYSTEM OUTAGE

Where should UCPath transactors go for assistance?

• Missing paycheck or concerns regarding benefit eligibility? Contact UCPath Employee Services directly at 855-982-7284 (Monday - Friday: 8:00 AM - 5:00 PM)
• Looking for news and updates? Make sure you are on our Mailing List
• Have general questions? See the office hours schedule below.
• Need step-by-step instructions for a transaction? Find a Local Job Aid or Quick Reference
• Want to see a transaction simulation or additional Job Aids? Access the System-Wide Help Site
• Looking for a Knowledge Article? Browse our KBAs
• Need help starting/completing a specific transaction? Book a 15 min 1:1 “How To” appointment
• Have a time-sensitive, pay-impacting issue? Have a complex transaction scenario? Need assistance with other issues? Submit a ticket to UCPath Support

Office Hours

1:1 Appointments

Upcoming UCPath Topic-Based Zoom Sessions

Find recordings of past sessions on the Review & Reinforcement page.

Updated Job Aids, Quick References, and KBAs

Local Job Aid and Quick References updates as of 11/16/22:

• How to Submit One-Time and Recurring Additional Pay
  • Removed step adding comments to Job Data tab to align with UPK and removed outdated guidance on the day before Employee Data Change Deadline
• Review the Payroll Processing Schedule
  • Updated the Employee Data Change section to match Payroll Processing Calendar and removed notes on the E-084 inbound file

New Knowledge Base Article (KBA):

• How to Request a Department Configuration Change
  • Updated KBA with new guidance for filling out the Department Configuration BRD form
    
    

UC-Wide Updated Resources