2023 System Updates & Enhancements

Terminations with Additional Pay

• When terminating a job where the employee has additional pay that should also be terminated, users need to make sure the additional pay end date matches the termination date of the job.

Out-of-state income tax withholding requests can be processed online through self-service

• The Out‑of‑State Income Tax Withholding eForm  is available in UCPath (UCPath > Forms Library > Access Form > Payroll > Out-of-State Income Withholding)
• For step-by-step instructions view the job aid Update My Out-of-State Tax Withholding

Some benefit plans (HMO plans) require the employee live or work inside a specific service area to qualify for the plan.

• If both the home and work address in UCPath fall outside the service area, the employee will no longer be eligible for the plan
• If the employee is no longer eligible for the plan, the system will notify the employee via email and advise the employee to log into UCPath and select a new plan
• Example:
  • A post doc is currently enrolled in an HMO Plan
  • The employee’s work address is set to remote with a zip code of 00000
  • The employee relocated to Texas and updated their home address in UCPath
  • Both the work address zip code of 00000 and the Texas zip code are outside the service area of the HMO plan, so the system will automatically remove the employee from the plan and advise the employee to select a new plan

• The form is effective March 1, 2023, with a grace period through May 31, 2023
• UCPath will continue to accept the previous MLA form during the grace period

Some retroactive changes will trigger the retro module and generate pay on the next on-cycle payroll, including:

• Increases in comp rate
• Changes to comp frequency
• Increases in additional pay
• Changes to the earnings end date

Submit changes through PayPath or Smart HR templates by the deadline outlined in the Payroll Processing Schedule.

Users can access updated Workforce Administration and Payroll materials in UCHelp. The UCPath help site was updated to reflect these changes.

• Workforce Administration (PHCMWFAL270: PayPath Transactions):
  • Job Aid: PayPath Transactions – Action Codes, Reason Codes and Descriptions (Academic)
    • Added a description for UNX – University Extension
• Payroll (Location Support for Payroll):
  • Job Aid: Review the Payroll Processing Schedule
    • Updated the GL post confirm column headings and clarified Mass PayPath pay frequencies in the stop processing PayPath column

Requests to exceed the maximum vacation accrual limit must have CHRO and COE approval.

• From June 1, 2020 through June 30, 2022, the requirement in Section III.B.5 of the Absence from Work Policy (PPSM-2.210) was temporarily lifted to allow policy-covered staff more time to use their accrued vacation leave to bring their accruals below the maximum.
• Starting July 1, 2022, policy-covered staff who are over their maximum vacation leave accrual limit — and who were provided with at least an additional four months within which to take vacation leave during the temporary change period — will no longer accrue additional vacation leave until they bring their vacation leave balance below their maximum.
• Once a staff member has brought their balance down below the maximum, vacation will accrue again. If an employee’s vacation accruals subsequently go back above the maximum, and a location wishes to request another four-month extension for that individual, a request for an exception to Section III.B.5 of the Absence from Work policy must be submitted by a location’s CHRO to Systemwide HR.
• If the exception request is approved by Systemwide HR, it should then be attached to the eForm.

Non-Resident Alien (NRA) employees received an email on February 10, 2023 with the link to their 1042-S year-end tax form including earnings such as scholarship, fellowship, royalties or honoraria payments.

If employees have questions about their UCPath 1042-S form, they can navigate to UCPath and click “Ask UCPath” to submit an inquiry using the following selections:

• Subject: UCPath 1042-S form
• Topic: Payroll
• Category: Tax Withholding Inquiry

• The new Job Aid: How to Add a Person in UCPath has been created to provide guidance for pilot locations on how to enter new hires with the new functionality.

Did you know? There are more than 16,529 employee records and 471 contingent worker (CWR) records with an "Expected Job End Date" of March 31, 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 (R-103) and Escalation/Reminder of Approaching Job End Dates (R-384) reports and review records scheduled to terminate automatically.

• Payroll and workforce administration metrics are now shown in separate windows. The payroll window includes tabs for off-cycle and overpayment/ adjustment activity. The workforce administration window includes tabs for transaction volume/ turnaround and termination timeliness.
• Users may select date ranges and normalize data (per 1,000 employees) for most volume metrics.
• The two UCPath internal off-cycle turnaround measures have been combined into a single “UCPath” turnaround time.
• The overpayments and adjustment tab includes two view options, one that shows systemwide volumes and one that shows overpayment volume by location. The location view now includes totals by location and month.
• The terminations tab includes options for multiple views: by location, by month and by the number of days (after effective date).
• Users can access the dashboard by navigating to Location Support Site > UCPath Metrics Dashboard under Tools

Users can access updated workforce administration and payroll training materials in UCHelp. The UCPath help site was updated to reflect these changes:

• Workforce Administration (WFA215: Mass Hires)
  • Job Aid: Complete the CSV File Templates for Mass Hires
    • Updated template table to include Auto_End_FLG for CWR Jobs
• The following training simulations were updated to reflect the Automatically End Job check box for CWRs:
  • Workforce Administration (WFAL260: Template Transactions – Part II):
    • Initiate Extend Contingent Worker (With Position) Template Transaction
    • Initiate Add Contingent Worker (No Position) Template Transaction
    • Initiate Renew Contingent Worker (No Position) Template Transaction
    • Initiate Extend Contingent Worker (No Position) Template Transaction
    • Initiate Renew Contingent Worker (With Position) Template Transaction
    • Initiate Add Contingent Worker (With Position) Template Transaction
    • Initiate Update Contingent Worker (No Position) Template Transaction
  • Payroll (PHCMPAYL200: Additional Compensation and Payroll Requests) and Workforce Administration (WFAL250: Template Transactions – Part I)
    • Job Aid: Interlocation One-Time Additional Pay
      • Updated to reflect the new combined form name: Multi-Location Appointment/Interlocation One-Time Payment (MLA/OTP)

When a retiree is rehired, UCPath has logic to reinstate up to 80 sick hours. The system uses the action and effective date combination to determine when to reinstate sick hours

• Action and effective date is 181 days or more = no sick hours reinstated
• Action and effective date is 90-180 days = up to 80 sick hours reinstated
• Action and effective date is less than 90 days (89 days or fewer) = all sick leave reinstated
• If a retiree should not have their sick hours reinstated, an eForm should be submitted to UCPath

Note: Reinstatement rules may vary if the retiree is represented

Retroactive changes have a significant impact on employee job and position data.

• Retroactive job changes will be placed in the correct sequence in the job data stack – and will update all subsequent rows which may change or remove data
• Always use the Workforce Job Summary link to review existing job rows
• If data corrections are required, submit an inquiry with the appropriate form (Position Update or Job Data Update)

The Benefits Resources page was updated to reflect the following changes:

• Added 2023 benefits billing calendars: de-enrollment and processing
• Moved 2021 benefits billing calendars to archived: de-enrollment and processing
• Access the content by navigating to UCPath > Quicklinks > Benefits Resources > section Location Users – Administrators > Benefits Billing Calendars

Users can access updated absence management training materials in UCHelp. The UCPath help site was updated to reflect these changes:

• Absence Management (ABML200: Extended Leaves of Absence):
  • Job Aid: Pay for Family Care and Bonding (PFCB)
    • Updated job aid includes new screenshots to reflect the new PFCB override group box. This function allows locations to override PFCB when usage exceeds available balances.
  • Job Aid: Pay for Family Care and Bonding Unit 18 (PFCB)
    • Updated job aid includes new screenshots to reflect new PFCB override group box. This function allows locations to override PFCB when usage exceeds available balances.

Employees can generate their own verification of employment documents directly from UCPath > Income and Taxes > Verification of Employment > Generate Summary Report

• Instructions on the page explain how verifiers (such as banks, employers or leasing agents) can verify employment using UC’s third-party partner, The Work Number.
• Student employees should refer verifiers (such as banks, employers or leasing agents) to UCPath to complete employment and income verifications (phone: 855-982-7284 or email: ucpath@universityofcalifornia.edu)
• Refer to UCnet for more details.