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Preventing Transactions During Payroll Processing FAQs

 

UCPath is implementing a system change to prevent specific transactions from being submitted during critical payroll processing times - between the “Stop” and “Resume” dates/times listed on the payroll processing schedule.

When is the change happening?

The change will begin on July 27, 2021, at 5 pm when processing begins for the August B1 pay cycle and will be used for every pay cycle going forward.

Why are we making this change?

Every pay period has transactions come in during payroll processing causing errors and delays. This change will prevent transactions from PayPath and Mass PayPath from disrupting payroll processing. Fewer delays and issues should lead to overall faster payroll processing.

How do I know when the critical processing time is?

UCPath processes multiple payrolls each month: 2-3 biweekly and 1 monthly for the UC overall and a separate payroll for LBNL and the critical processing time is different for each.

Refer to the UCPath Payroll Processing Schedule for the critical "Stop" and "Resume" dates and times for each pay cycle.

payroll-calendar

What activities cannot be submitted during critical processing time?

  • PayPath transactions that impact employees in the current pay cycle.
    • This includes reports to changes, position number, employee relations code, rate, etc.

  • Approval of Mass PayPath transactions

  • Position management (administration)
    • Note: though the system will not prevent position management changes, it is critical users NOT submit these transactions during critical payroll processing

Why shouldn’t these activities be submitted at this time?

Every pay period has transactions come in during payroll processing causing errors and delays. This change will prevent transactions from PayPath and Mass PayPath from disrupting payroll processing. Fewer delays and issues should lead to overall faster payroll processing.

How will the system work?

During critical payroll processing:

  • PayPath transactions will be displayed as "read-only" for any employee being processed in the current pay cycle.
  • The Mass PayPath Approval page will be displayed as "read-only"

Important Note: position administration activities should NOT be submitted during critical payroll processing even though the system will allow them to be submitted. These changes cause payroll errors and may cause the impacted employee’s paycheck to be delayed.

Can I still submit future dated transactions that do not impact the current payroll?

  • You cannot submit any transactions (past, present, or future-dated) for employees in the pay cycle being processed.

  • You can submit PayPath transactions (past, present, and future dated) for employees that are not part of the pay cycle being processed.
    • For example, you can submit a transaction for a monthly employee during bi-weekly payroll processing and vice versa.

  • You can submit Mass PayPath transactions at any time. Mass PayPath approvals will not be allowed during critical payroll processing

What if I have an urgent change – can UCPath submit the change on my behalf?

  • No, any transactions submitted by anyone during this time will disrupt payroll processing. The change should be submitted once processing is complete - after the Resume date/time on the processing schedule
  • Transactions that require immediate attention should be escalated through normal processes. Note: no changes can be made during processing so any issues will be addressed after processing is complete

The calendar says the critical processing times are different for biweekly or monthly, will the system know the difference for a Mass PayPath transaction (E-081 file)?

For users with access to Mass PayPath, transactions can be submitted at any time. The Mass PayPath Approval page will be displayed as "read-only" during critical payroll processing

Can we still process hires during critical payroll processing time?

  • Yes, hires can be completed, including all Smart HR Templates (i.e. rehires, concurrent hire templates, transfers, etc.)
  • Retroactive hires can also be submitted but UCPath will not process until after payroll processing is complete

Does this change apply to all locations?

Yes, this change applies to all locations.

 

What activities CAN be done during critical processing?

  • Hires
  • HR Smart Templates
  • Extended Absence Requests
  • PayPath transactions for employees not in the pay cycle being processed