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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.

Coming Soon!

New UCPath Common Chart of Accounts Display Order

Starting December 12, 2022, users will see a new common chart of accounts (CCoA) display order in UCPath. This project will better align UCPath chartstring ordering with OFC General Ledger chartstring ordering.

View the Changes

Monthly Pay Cycle
Employee Data Change Deadline: at 3 p.m.
Bi-Weekly Pay Cycle #1
Employee Data Change Deadline: at 3 p.m

 

UCPath Direct Retro Deadlines for Posting


CURRENT
Final Local Approval Deadlines
PREVIOUS
Local Approval Deadlines
  • 12/21 at 5:59 am (W): MO/BW for posting in December
  • 08/19: MO/BW for posting in August
  • 09/19: MO/BW for posting in September
  • 10/17: MO/BW for posting in October
  • 11/21 at 5:59 am (M): MO/BW* for posting in November
    • *Biweekly deadline adjusted due to holiday
*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

  • 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 →

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


Date Description
Every Sunday from 12:00 AM to 6:00 AM UCPath system is shut down for regularly scheduled maintenance.

Where should UCPath transactors go for assistance?


Need a Department HR Contact?

Access our Department HR Contact List below. For corrections or additions to this list, please email ucpathproject@ucsd.edu.

View List

UCPath Training & Events Calendar

View our UCPath Training & Events Calendar!

Click to Access Calendar

Office Hours



Topic Date & Time Click to Join /
Add to Calendar
New CCoA Display Order Drop-In Office Hours 12/12/22 at 1:00 PM - 1:30 PM

Zoom Link

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New CCoA Display Order Drop-In Office Hours

12/13/22 at 11:30 AM - 12:00 PM

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New CCoA Display Order Drop-In Office Hours

12/14/22 at 1:00 PM - 1:30 PM 

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UCPath Transactions

Every other Thursday at 9:00 AM

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Campus Timekeeping Every other Thursday, at 2:00 PM

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Add this recurring meeting to Google Calendar

Graduate Student Employment Find information on the UCPath for Graduate Student Employment Collab page

 

1:1 Appointments



Topic Date & Time Click to Schedule
UCPath HR Transactions Monday through Friday https://calendly.com/ucpathtransactionsupport
UCPath Finance Wednesdays https://calendly.com/ucpathtransactionsupport
Campus Timekeeping Fridays https://calendly.com/ucpathtransactionsupport
Reporting To request a 1:1 session send an email to: ucpathreports@ucsd.edu

 

Upcoming UCPath Topic-Based Zoom Sessions


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

Topic Date & Time Click to Join /
Add to Calendar
Contingent Workers 12/14/22 at 11:00 AM

Zoom Link

Add to Outlook Calendar

Add to Google Calendar

 

 

Updated Job Aids, Quick References, and KBAs


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


New Knowledge Base Article (KBA):