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2023 System Updates & Enhancements

View previously posted UCPath System Updates & Enhancements here.

Pro Tip: To search for a specific update, Click + Expand All below, type Ctrl+F and enter keyword.

January - March Updates

January 2023: Changes & Enhancements

Module Date Change Request Number Summary
Absence Management 01/04/23 UCP-124799 Provided a solution that overrode an error for future-dated Pay for Family Care and Bonding leaves 
General Ledger 01/04/23 UCP-84088 Updated chart fields on all custom online pages that store funding data to follow the new UC-wide chart of accounts (CCOA)
Workforce Administration 01/03/23 UCP-124844 Resolved the error messages transactors received for some employees while processing extended absence requests
Workforce Administration 01/05/23 UCP-124859 Corrected the position data to allow the direct reports table process to run to success
Benefits 01/09/23 UCP-105041 Updated the benefit eligibility program (E-042) to offer and continue health & welfare eligibility for benefits to employees with 0 FTE appointments
Benefits 01/09/23 UCP-116928 Replaced a manual process with an outbound interface to third-party vendor for producing and mailing annual 1095-C forms and for reporting to the IRS and state agencies
Benefits 01/09/23 UCP-103690 Optimized ACA functionality to print 1095-C and 1094-C form(s), submit  1095-C and 1094-C to the IRS and enable employees to access 1095-C forms and instructions, submit consent to receive an electronic 1095-C via self-service
Benefits 01/10/23 UCP-120874 Updated UCPath to replace dependent/beneficiary hybrid SSNs with full SSNs sent via vendor interface
Benefits 01/10/23 UCP-124800 Added the 2023 Benefits Deduction Schedule to the UCPath QuickLinks
Cognos 01/12/23 UCP-114150 Created a new Cognos report that will show a log of all GT forms submitted
Payroll & Compensation 01/08/23 UCP-124092 Implemented tax update 22-E
Workforce Administration 01/06/23 UCP-122257 Retired customization (E-101 PayPath Landing Page) based on the implementation of Improved Navigation
Workforce Administration 01/06/23 UCP-114510 Updated the Excel-to-CI program to place retro position updates in the correct row
Absence Management 01/17/23 UCP-112727 Resolved an issue that was rejecting submitted usage on the time and attendance data inbound interface (I-181) for an invalid absence element
Payroll and Compensation 01/13/23 UCP-125092 Updated the following salary cap rates with a 1/1/2023 effective date:
- Health and Human Services
- National Institute of Food and Agriculture
- National Institute of Justice
- National Multiple Sclerosis Society
- United States Agency for International Development
- Alex’s Lemonade Stand Foundation
Payroll and Compensation 01/13/23 UCP-125174 Updated the Greenwall Foundation salary cap rates with a 1/1/2023 effective date
Payroll and Compensation 01/11/23 UCP-125048 Corrected the Indiana state tax rate
Payroll and Compensation 01/11/23 UCP-124401 Mapped the adoption assistance earning code to W-2 Box 12 with code T (adoption benefits)
Benefits 01/23/23 UCP-116511 Updated the benefits table to allow Post Doc employee to enroll in the Health Net PPO medical plan
Benefits 01/25/23 UCP-123941 & UCP-117762 & UCP-111487 Updated the ACA employee eligibility page to ensure the top row effective date and sequence matches the top row on the ACA evaluation calc details page when manually updated.
Payroll & Compensation 01/24/23 UCP-124503 Updated text to inform employees their W-2 statement is available
Payroll & Compensation 01/24/23 UCP-125487 Discontinued sending files to California Casualty
Payroll & Compensation 01/25/23 UCP-111710 Temporarily turned off direct deposit security questions to allow users to access the direct deposit page
Benefits 01/31/23 UCP-116840 Updated the self-service health savings account page to remove an old date and the Blue Shield plan
Benefits 01/31/23 UCP-120824 Updated the overage event notification template to include information regarding expired disabled dependents' certifications and to change Discovery Benefits to WEX Health
Workforce Administration 01/27/23 UCP-123609 Implemented a 6% across-the-board wage increase effective January 2023 for the NX bargaining unit
Workforce Administration 01/27/23 UCP-123606 Implemented a 2% across-the-board wage increase for accreted behavioral health and optometrist classifications effective January 2023 for the HX bargaining unit

January 2023: Other Updates & Reminders

Week Of Content
01/06/23 - 01/13/23

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.
01/13/22 - 01/20/22

Out-of-state income tax withholding requests can be processed online through self-service
01/20/23 - 01/27/23

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
01/27/23 - 02/03/23 2023 New Hire Benefits Orientation information is available on UCnet. View UCPath Benefits Webinars for upcoming live sessions and recorded webinars, which include closed captions.
01/27/23 - 02/03/23 Users can access updated workforce administration training material. The new job aid Special Training Codes provides a list of special training codes, code definitions, and compliance program owners. The job aid can be found using this link Job Aid – Special Training Codes.
01/27/23 - 02/03/23 Looking for past Did You Know tips? They are now located on the Location Support Site.

February 2023: Changes & Enhancements

Module Date Change Request Number Summary
Benefits 02/01/23 UCP-123841 For a few impacted employees, corrected service credit, salary, and job code on the UCRS (I-146) file
Benefits 02/01/23 UCP-124940 Added Americans with Disabilities Act compliance language to the 1095-C page
Payroll & Compensation 02/01/23 UCP-123740 Updated the employee bank information batch (I-303) to send inactive employees on the file only one-time after they terminate
Workforce Administration 02/01/23 UCP-123825 Fixed the program (E-083) to successfully move limited employees to the career class
Workforce Administration 02/01/23 UCP-121300 Eliminated old salary grades as an option when updating employee position
Workforce Administration 02/01/23 UCP-119842 Updated the position control form (E-804) to allow for more than one security clearance type
Workforce Administration 02/02/23 UCP-105455 Aligned values in the special training code table to with legal and policy requirements and improved the use of the fields in the assignment of training 
Workforce Administration 02/02/23 UCP-105640 Resolved the issue of employees dropping from the LMS feed (I-357) file when a future dated row is added
Workforce Administration 02/02/23 UCP-107949 Fixed the LMS feed (I-357) to include future dated contingent worker hires
Workforce Administration 02/02/23 UCP-114722 Updated the LMS feed (I-357) to include multiple assignments with the same job code in different business units or locations
Absence Management 02/03/23 UCP-112381 Providing postdoc paid time off anniversary awards
Payroll and Compensation 02/03/23 UCP-125792 Updated the January 2023 payroll configuration page Quicklinks with the following lists:
1. Systemwide General Deduction
2. Local General Deduction
3. UCPC Earn Code list
4. General Deduction - Special Accumulator
5. Earnings Codes - Special Accumulator
Benefits 02/27/23 UCP-110615 Added the health benefits exchange notice to the new hire checklist in UCPath
Workforce Administration 02/27/23 UCP-95490 Removed the Individual Tax ID Number (ITIN) option from the smart HR and TAM transaction templates.
Workforce Administration 02/28/23 UCP-125536 Matched the employee disclosures (E-030) to the disclosure matrix for each union code
Workforce Administration 02/28/23 UCP-115724 Ensured the academic duration appointment fields are not carried from one employee record to another
Workforce Administration 02/28/23 UCP-112847 Added the end job automatically box and functionality to the contingent workers (CWR) smart HR templates
Workforce Administration 03/02/23 UCP-125938 Modified the smart HR templates for contingent workers to allow the end job automatically box to be selected

February 2023: Other Updates & Reminders

Week Of Content
02/03/23 - 02/10/23 A new combined multi-location appointment/inter-location one-time payment (MLA/OTP) form is available on UCnet
  • 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
02/03/23 - 02/10/23

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.

payrollcalendardeadline.png
02/10/23 - 02/17/23

Users can access updated Workforce Administration and Payroll materials in UCHelp. The UCPath help site was updated to reflect these changes.
02/10/23 - 02/17/23

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.
02/17/23 - 02/24/23 The link to the combined Inter-Location One-Time Payment and Multi-Location Appointment Form has replaced the Multi Location Appointment form in UCPath > Forms Library > Human Resources.
02/17/23 - 02/24/23 The step-by-step instructions to request pay for catastrophic leave have been updated and posted to the Location Support Site > Operational Alignment > Catastrophic Leave Pay
02/17/23 - 02/24/23

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
02/24/23 - 03/03/23 UCPath launched a new hire pilot process for select users at UC Davis, UC Berkeley, and UC San Francisco. This process will allow location transactors to submit new hires by entering them directly into PeopleSoft. The pilot process is intended to reduce the time to onboard new employees. UCPath will be monitoring the pilot results to determine next steps and will share updates in the coming months.
02/24/23 - 03/03/23

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.

March 2023: Changes & Enhancements

Module Date Change Request Number Summary
Absence Management 03/09/23 UCP-125988 Set the accrual rate for vacation to zero for the ACFYASE eligibility group, effective January 1, 2023
Absence Management 03/03/23 UCP-104288 Set the RA (academic researcher) unit accruals to be table-based and prorated for time on pay in a month or quadri-weekly cycle
Absence Management 03/03/23 UCP-128739 Updated code that enabled users to view the absence review balance page
Absence Management 03/03/23 UCP-115748 Enhanced the process to reinstate sick time when employees are rehired in a different year
Absence Management 03/03/23  UCP-124867 Added a new checkbox to the extended absence request page that allows the ability to override the hard stop when an employee does not have enough Pay for Family Care and Bonding (PFCB) or Unit 18 PFCB Balance
Absence Management 03/13/23 UCP-128850 Resolved issue with calendar lookup on the absence review balance page
Portal 03/14/23 UCP-100468 Resolved an error generated when approving an out of state income tax withholding form
PS: Intelligent Forms 03/14/23 UCP-124691 Updated the system to retain locality data on the Out-of-State Income Tax Withholding form after approvals
Benefits 03/29/23 UCP-113138 Updated the $19 offset (E-033) program to remove discrepancies in managing the cap
Effort Reporting 03/29/23 UCP-129083 Generated additional missing lines for the effort (I-129) report
Portal 03/14/23 UCP-100468 Resolved an error generated when approving an out of state income tax withholding form
Absence Management 04/04/23 UCP-127554 New logic for non-termination vacation payout (VPO) incorporates a new entitlement element, accumulators, variables, formulas and other rules to support UC requirements
Absence Management 04/04/23 UCP-124798 Fixed the absence management calculation program so an employee's vacation balance is not reduced when they are at the max and have subsequent jobs
Absence Management 04/04/23 UCP-124848 & UCP-118980 Resolved the issue of manage accrual process failures when processing medical resident terminal vacation (MTV) transactions
Benefits 04/05/23 UCP-111640 Updated  the benefit eligibility process (E-042) to create the DTA/CHI (Retirement Eligibility) action and insert into JOB only when an employee is UCRP eligible
Benefits 04/03/23 UCP-125599 Modified the Fidelity inbound files for a daily receipt of voluntary employee contributions/deductions to the 457(b) plan
Benefits 04/06/23 UCP-129244 Added a field to the UC Job Code table "Exclude from H/W Eligibility" for benefits processing.
Benefits 04/07/23 UCP-114336 Added a field to exclude without salary (WOS) appointments from being eligible for health and welfare benefits.
Benefits 04/07/23 UCP-114337 Added a field to exclude without salary voluntary (VOL) job codes from being eligible for health and welfare benefits.
Benefits 04/07/23 UCP-129718 Updated the benefit eligibility process (E-042) to consider ineligible health and welfare job codes
Benefits 04/03/23 UCP-11856 Fixed the retirement eligibility (E-042C) process to update the Final Retirement Code and EC9 in job data for monthly employees electing or defaulting into Tier 16 (pension) or DCHOIC (Savings Choice)
Benefits 04/04/23 UCP-125176 Fixed the COBRA (I-138) file to include dependents when coverage is employee plus
Effort Reporting 04/03/23 UCP-116583 Resolved the excess over-the-cap line from being charged to the contract and grants fund block
General Ledger 04/03/23 UCP-122013 Restricted users from entering capped/sponsored funds against the over-the-cap (Y-OTC) rows in the preview page
Payroll and Compensation 04/03/23 UCP-126072 Reviewed queries for retro reports to improve run performance
Workforce Administration 03/30/23 UCP-115801 Implemented functionality to prevent users from deleting completed HR Smart templates
Workforce Administration 04/03/23 UCP-79485 Added the “Terminated with Pay” status to the auto termination process
Workforce Administration 04/05/23 UCP-129400 Hard coded the bargaining unit employee relations code to 'H' defined as student academic title, HEERA for the BR units’ jobs
Workforce Administration 04/06/23 UCP-123237 Defaulted the position management section with the add/update information page instead of position history
Workforce Administration 04/05/23 UCP-127845 Created a new action reason code to capture cubicle/room/suite changes

March 2023: Other Updates & Reminders

Week Of Content
03/03/23 - 03/10/23 The Metrics Dashboard is updated!
  • 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
03/03/23 - 03/10/23

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)
03/03/23 - 03/10/23

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
03/10/23 - 03/17/23

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)
03/17/23 - 03/24/23

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
03/17/23 - 03/24/23

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.
03/17/23 - 03/24/23

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.
03/24/23 - 03/30/23

There is detailed information about how earn codes are configured in UCPath.

  • UCPath updates the file regularly with all earn codes and their attributes including status, allowable employee types, subject to FICA, etc.
  • Navigate to UCPath > Quicklinks > Payroll Resources > Payroll Configuration Codes > Earn Codes
03/30/23 - 04/07/23

UCPath updated the effective date calendar for enrollments and changes to the Voluntary Retirement Savings plans.

  • Employees and location administrators can access the updated calendars for 2023 and view when their updated deductions will take effect.
  • Navigate to UCPath > Quicklinks > Benefit Resources > Savings Plans Enrollment/Change Effective Dates
03/30/23 - 04/07/23

The forms library is updated with the Payroll Adjustment Form template. Access the template by navigating to UCPath > Forms Library > Payroll.
03/30/23 - 04/07/23

Users can access updated workforce administration materials in UCPath Help. The UCPath help site was updated to reflect the new CRS – Cubicle/Room/Suite Changes reason code in the Workforce Administration (PHCMWFAL270: PayPath Transactions) job aids:

  • Job Aid: PayPath Transactions – Action Codes, Reason Codes, and Descriptions (Staff)
  • Job Aid: PayPath Transactions – Action Codes, Reason Codes, and Descriptions (Academic)
03/30/23 - 04/07/23

UCPath works differently for future dated hires.

  • Employees with a future dated hire cannot use UCPath to set up direct deposit until their start date.
  • Future dated hires are not visible in Person Org summary or Job Data until the hire date for locations that have security set up by departments/ORGS (row level security).

April - June Updates

April 2023: Changes & Enhancements

Module Date Change Request Number Summary
Absence Management 04/04/23 UCP-127554 New logic for non-termination vacation payout (VPO) incorporates a new entitlement element, accumulators, variables, formulas and other rules to support UC requirements
Absence Management 04/04/23 UCP-124798 Fixed the absence management calculation program so an employee's vacation balance is not reduced when they are at the max and have subsequent jobs
Absence Management 04/04/23 UCP-124848 & UCP-118980 Resolved the issue of manage accrual process failures when processing medical resident terminal vacation (MTV) transactions
Benefits 04/05/23 UCP-111640 Updated  the benefit eligibility process (E-042) to create the DTA/CHI (Retirement Eligibility) action and insert into JOB only when an employee is UCRP eligible
Benefits 04/03/23 UCP-125599 Modified the Fidelity inbound files for a daily receipt of voluntary employee contributions/deductions to the 457(b) plan
Benefits 04/06/23 UCP-129244 Added a field to the UC Job Code table "Exclude from H/W Eligibility" for benefits processing.
Benefits 04/07/23 UCP-114336 Added a field to exclude without salary (WOS) appointments from being eligible for health and welfare benefits.
Benefits 04/07/23 UCP-114337 Added a field to exclude without salary voluntary (VOL) job codes from being eligible for health and welfare benefits.
Benefits 04/07/23 UCP-129718 Updated the benefit eligibility process (E-042) to consider ineligible health and welfare job codes
Benefits 04/03/23 UCP-11856 Fixed the retirement eligibility (E-042C) process to update the Final Retirement Code and EC9 in job data for monthly employees electing or defaulting into Tier 16 (pension) or DCHOIC (Savings Choice)
Benefits 04/04/23 UCP-125176 Fixed the COBRA (I-138) file to include dependents when coverage is employee plus
Effort Reporting 04/03/23 UCP-116583 Resolved the excess over-the-cap line from being charged to the contract and grants fund block
General Ledger 04/03/23 UCP-122013 Restricted users from entering capped/sponsored funds against the over-the-cap (Y-OTC) rows in the preview page
Payroll and Compensation 04/03/23 UCP-126072 Reviewed queries for retro reports to improve run performance
Workforce Administration 03/30/23 UCP-115801 Implemented functionality to prevent users from deleting completed HR Smart templates
Workforce Administration 04/03/23 UCP-79485 Added the “Terminated with Pay” status to the auto termination process
Workforce Administration 04/05/23 UCP-129400 Hard coded the bargaining unit employee relations code to 'H' defined as student academic title, HEERA for the BR units’ jobs
Workforce Administration 04/06/23 UCP-123237 Defaulted the position management section with the add/update information page instead of position history
Workforce Administration 04/05/23 UCP-127845 Created a new action reason code to capture cubicle/room/suite changes
Benefits 04/12/23 UCP-111019 Simplified the calculation of percent time worked for UCRS (I-146) retirement deductions
Payroll & Compensation 04/12/23 UCP-130016 Updated the Quicklinks - payroll configuration page with the following:
1. Systemwide general deduction
2. Local general deduction
3. UCPC earn code list
4. General deduction - special accumulator
5. Earnings codes - special accumulator
Benefits 04/20/23 UCP-111586 Resolved the issue where the UCRS response message table was using the FICA eligibility date
Cognos Reports 04/21/23 UCP-129193 Resolved issues with the HR transaction template status (R-344) report to ensure all appropriate transactions are included
Portal 04/17/23 UCP-123433 Enhanced the Ask UCPath landing pages for employees and submitters
Salesforce 04/17/23 UCP-112937 Enhanced the Ask UCPath landing page and case submission form for a better user experience.
Salesforce 04/17/23 UCP-122585 Created an employee search page to allow employees to view cases not marked as "do not notify"
Benefits 04/24/23 UCP-111083 Reconciled incorrect rate change for retro pay on the I-146Payroll to UCRS interface
Benefits 04/24/23 UCP-103863 Corrected logic for appointment changes that make an employee ineligible for the Retirement Choice Program
Cognos Reports 04/26/23 UCP-130258 Removed the 1300C fund from the R-389/R-389B report criteria
Workforce Administration 04/25/23 UCP-130200 Corrected the UC half step display inconsistencies in PayPath
Benefits 04/28/23 UCP-121234

Updated the following:

  • Postdoc administrator name and website link on the UCPath portal
  • Long Term Disability premiums on the postdoc newly eligible enrollment form
  • Text on the postdoc newly eligible email that describes the aforementioned changes
Cognos Reports 04/28/23 UCP-120731

Created the overpayment metrics report (R-409) to enable locations to identify job data overpayment transactions and root causes
Payroll and Compensation 04/28/23 UCP-123429

Updated the employee’s pre-note status on the employee bank account information (I-303) file.  Also updated the file to send employee information to the previous business unit when an employee transfers to another business unit
Workforce Administration 04/28/23 UCP-121788

Fixed code that will enable the production team to process UC transfer templates when an employment instance has terminated
Workforce Administration 04/29/23 UCP-121222

Updates made to begin using The Work Number to verify employment for student employees

April 2023: Other Updates & Reminders

Week Of Content
04/07/23 - 04/14/23

UCPath is launching the enhanced "Ask UCPath" site on Monday, April 17, 2023.  

  • All employees will experience a new look and feel. Transactors with "Submit an Inquiry on Behalf of Employee" (SOBO) access will use a new and improved web page to access cases.
  • Check out the "Ask UCPath Overview" video for more information about the enhanced site.
04/07/23 - 04/14/23

The monthly release schedule is no longer available on the Resource Center. The schedule can be found on the Community of Interest page.
04/07/23 - 04/14/23

The following training updates are now available on the UCPath help site:
04/07/23 - 04/14/23

Navigate to UCPath > Quicklinks > Payroll Resources, and click Payroll Processing Schedules & Working Hours to access the following updates:

  • Added the following note to the Employee Data Change section: This includes Recurring Additional Pay entered via PayPath and Self Service Transactions Links via the E-330 batch load process. 
04/07/23 - 04/14/23

UCPath will disposition absence management cases, depending on case type and resolution

ce-absence-mgmt.jpg
04/07/23 - 04/14/23

The Payroll Adjustment form is now available via the UCPath Forms Library.

  • Navigate to the Location Support Site > Operational Alignment to access instructions for completing the adjustment form.
  • The new Payroll Adjustment Scenarios presentation covers 5 scenarios that explain how to fill out the form and submit your case with the appropriate topic and category
04/14/23 - 04/21/23

The following training updates are now available on the UCPath help site for Self Service Users and Location Users.

  • Simulation: Submit an Inquiry to UCPath
  • Simulation: Submit an Inquiry on Behalf of Employee (SOBO) to UCPath
    • Updated to reflect the Ask UCPath enhancements (UCP-123433)
  • Check out the "Ask UCPath Overview" video for more information about the enhanced site.
04/14/23 - 04/21/23

Effective April 1, 2023, a new BR unit (Graduate Student Researchers/International Union, United Automobile, Aerospace and Agricultural Implement Workers of America 2865 (UAW)) was created in UCPath, and academic GSR job codes were mapped to a new salary grade.

  • The new salary grade “1” is mapped to T022 salary admin plan and grade “IV” will be inactivated with an effective date of 04/01/2023.
  • Please remember to update position numbers with new union, grade, employee relations code, and an effective date of April 1, prior to submitting hire transactions.
  • To ensure data integrity, beginning 4/27/2023, template transactions will be canceled if new union details are not provided on template transactions.
  • Useful resource: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/br/index.html
04/14/23 - 04/21/23

The UCPath Reporting Site on SharePoint includes a wealth of information about systemwide Cognos and Peoplesoft reports. 

  • Access the site from the Location Support Site > Reporting
  • The site includes functional design documents (FDDs) for all reports
  • Scroll down to see descriptions of all systemwide reports
  • Authorized users can run Cognos reports from UCPath > Quicklinks > Cognos Reports. 
  • PeopleSoft reports may be requested by submitting a case to UCPath:
    • Topic: Reporting
    • Category: Request a Report
    • Subject: Run <report number & name>
04/24/23 - 04/28/23

Retirement season is just around the corner. The Retirement Processing for July 1 Retirement Date - COLA job aid is a great resource that includes terminology, examples, and guidance on processing retirement transactions in UCPath.
04/28/23 - 05/05/23

Users can access the following updated self service, payroll and absence management materials in the UCPath help site.

  • Self Service Users (PHCMPOR110: Employee Actions: Personal Information):
    • Simulation: Opt Out - Verification of Employment Data File
    • Simulation: Opt In - Verification of Employment Data File
      • Updated to reflect the ability for students to opt out of the employment data file sent to The Work Number (UCP-121222)
  • Payroll (Location Support for Payroll):
    • Job Aid: Review the Payroll Processing Schedule
      • Updated the Employee Data Change List section to match the Payroll Processing Calendar and added text to clarify Recurring Additional Pay entered via PayPath and E-330
  • Absence Management (PHCMABML200: Extended Leaves of Absence):
    • Job Aid: Extended Absence Request Leaves and Description
      • Updated the following leave types and descriptions:
        • LT Family BX/ BR, LT Medical BX/BR, ST Family BX/BR, and ST Medical BX/BR to align BX leave types under the BR benefit program
04/28/23 - 05/05/23

The duration of a job is a key factor in determining the benefit program an employee is eligible for. 

  • When investigating a suspected employee benefits issue, always check FTE and duration before submitting a case to UCPath.
  • Duration is not a field visible in UCPath – it is a calculation determined by looking at the Effective Date of the Action and the Expected End Date of the job.
  • A job with no Expected End Date is considered indefinite.
  • Duration is re-evaluated daily to capture increases in appointment duration when the Effective Date or Expected Job End Date is updated.

May 2023: Changes & Enhancements

Module Date Change Request Number Summary
Absence Management 05/03/23
 UCP-107293
 Extended the online and batch donation process to any campus/medical Center with the employees who accrue medical PTO
Absence Management 05/03/23 UCP-121439 Updated sick leave accrual rules for employees on a leave of absence
Benefits 05/02/23  UCP-122924

Clarified the steps for adding a dependent in UCPath online
General Ledger 05/01/23 UCP-120724

Resolved an issue where locations were not able to submit funding entries for approval
Payroll and Compensation 05/05/23 UCP-131482

Updated the Quicklinks - payroll configuration page with the following:
1. Systemwide general deduction
2. Local general deduction
3. UCPC earn code list
4. General deduction - special accumulator
5. Earnings codes - special accumulator
Benefits 05/17/23 UCP-100933

Made changes to the I-243J Lincoln vendor file to eliminate the weekly manual clean up
General Ledger 05/19/23 UCP-131404

Ran the EIAS-UCRP (I-128) and journal modification (E-714) processes for March off-cycle payroll, 230301M0YL and generated the data for Redwood
Absence Management 05/30/23 UCP-132740

Applied a fix to the “I-299 takes inbound to absence management process – extension process” (E-038) that will identify where the retro takes for a return from leave employee was erroneously applied to the current period
Absence Management 05/30/23 UCP-110190

Updated the review leave balances by

  • Relabeling the “Leave Balances” field in the employee actions screen to “Accruals and Leave Balances” and “Service Months” field in the employee leave balances screen in UCPath to “Employment Service Months”
  • Adding a link below the employment service months section of the leave balances screen to guide employees to UCRAYS, UC Retirement At Your Service
  • Adding text explaining how employment service months and retirement service credits are accrued
General Ledger 05/30/23 UCP-110448

Fixed a problem where a labor ledger process incorrectly calculated the prorated cap rate.

May 2023: Other Updates & Reminders

Week Of Content
05/05/23 - 05/12/23

Navigate to UCPath > Quicklinks > Payroll Resources, and click Payroll Processing Schedules & Working Hours to access the updated 2023 Student FICA I-156 schedule. 
05/05/23 - 05/12/23

The UCPath help site payroll materials have been updated to reflect Improved Time Collection.

  • Payroll (Location Support for Payroll):
    • Job Aid: Timesheet
      • New job aid to provide an overview of the timesheet page
  • Payroll (PHCMPAYL200: Additional Compensation and Payroll Requests):
    • Job Aid: Review Paycheck Summary
      • Updated the Begin Date/End Date and Addl Line Nbr sections for Earnings
    • Job Aid: Review Paycheck
      • Updated the Begin Date/End Date and Addl Line Nbr sections for Earnings
05/05/23 - 05/12/23

FTE changes may have an impact on the maximum amount of vacation employees can accrue.

  • When looking at an employee’s vacation maximum, always review the current and previous FTE values.
  • When there are FTE changes, vacation accrual maximums may be prorated and if the employee has reached the maximum, accruals will be stopped.
05/12/23 - 05/19/23

May 31, 2023 will be the final day the previous multi-location appointment (MLA) form will be available. The new form campus academic personnel offices, human resources offices, and payroll departments should use is the multi-location appointment/inter-location one-time payment (MLA/OTP) form located on UCnet.
05/19/23 - 05/26/23

Benefit premiums are collected in advance.

  • Monthly benefit premiums are deducted the first of the month. For example November benefit premiums will be deducted on the November 1 paycheck.
  • Bi-weekly employees: November benefit premiums will be deducted from the first two paychecks in October
  • If an employee makes an enrollment change that increases or decreases benefits premiums, UCPath will reconcile the change and add an adjustment to an upcoming paycheck as appropriate
  • When employees go on leave without pay and become responsible for paying the employee or total benefit premiums, UCPath will generate bills directly to the employee (known as benefit billing)
05/19/23 - 05/26/23

UCPath online is scheduled to be unavailable during the following dates and times to implement the June release.

Start Time End Time
Friday, June 16, 3:00 p.m. Monday, June 19, 9:00 p.m.
05/19/23 - 05/26/23

To qualify for the inactive cost of living adjustment (COLA) increase, eligible UC Retirement Plan (UCRP) benefit recipients must have 1976 Tier service credit or safety classification and at least one business day break in service before a July 1 retirement.
05/19/23 - 05/26/23

Employees who retire or separate from the University can access pay statements and tax documents for up to 36 months via the Former Employee Portal.

Before Retirement or Separation: Employees should update their primary/home email address in UCPath online by navigating to the following page:

  • Employee Actions > Personal Information > Personal Information Summary > Email Address
  • Employees must list an email address that will be accessible to them after leaving their UC employment

Setting Up a Former Employee Portal Account after separation: As a best practice, employees are asked to clear their cache to avoid receiving errors and stale requests:

  • Navigate to: https://ucpath.universityofcalifornia.edu
  • Select: University of California, Former Employees
  • Select: Create an Account
  • Enter your primary email address (updated above)
  • Enter the last four digits of your social security number
  • Click the “Send me a registration link” button
  • The system will generate an email with further instructions that will walk the employee through completing the registration process and grant them access to the Former Employee Portal
  • If the registration email is not received within an hour, the employee should check their Spam or Trash folders

 Additional Information:

  • Employees without a social security number on file will not be able to gain access to the former employee portal
  • If an employee needs additional support setting up their Former Employee Portal, they can contact UCPath at 1-855-982-7284
05/26/23 - 06/02/23

A new reporting overview has been created outlining the various reporting options available today (e.g. metrics dashboard, Cognos, Reporting instance, etc.). The overview has been posted on the Location Support Site under Other Resources
05/26/23 - 06/02/23

Retroactive changes to job data can take 30 days to re-evaluate benefits

  • Job Data attributes – including FTE, Duration and EMPL Class play a significant role in determining benefits eligibility.
  • When retroactive changes are made to Job Data, the systematic re-evaluation of benefits can take up to 30 days. You can submit a case to UCPath to expedite the re-evaluation of benefits if necessary
    • Example: An employee’s FTE was incorrectly set to 1 and has been updated to 0. Submit a case to have the system re-evaluate the employee’s eligibility for benefits
  • Reference the Benefit Eligibility & Triggers Job Aid for more details  

June 2023: Changes & Enhancements

Module Date Change Request Number Summary
Absence Management 06/01/23
 UCP-125726
 Created a query to eliminate the failure of the “takes inbound to absence management process“ (I-299) process, when the takes hours, is greater than 99.99 and less than -99.99
Benefits 06/07/23 UCP-131551 Updated the benefit eligibility program (E-042B) to apply the accurate benefits coverage loss date for terminated employees
Cognos Reports 06/07/23 UCP-131551 Fixed the position funding report (R-368) to correct the department budget level overriding active position budget level rows
Cognos Reports 06/08/23 UCP-131468 Added a new date prompt selection to the employee listing (R-057) report to allow users to run the report as of current date or select a date range
Payroll and Compensation 06/09/23 UCP-133210 Updated the Quicklinks - payroll configuration page with the following:
1. Systemwide general deduction
2. Local general deduction
3. UCPC earn code list
4. General deduction - special accumulator
5. Earnings codes - special accumulator
Cognos Reports 06/20/23 UCP-133633 Updated configuration to display employee class and HR status options on Cognos reports
Workforce Administration 06/20/23 UCP-133627 Removed the requirement to populate a value in the ExtSyst ID field to complete the rehire template
Workforce Administration 06/20/23 UCP-133630 Fixed code in new hire pilot system process to insert rows in the federal tax table
Workforce Administration 06/20/23 UCP-133639 Resolved incorrect email address for Name change
Cognos Reports 06/26/23 UCP-117715 Converted the R-060 NIFA 5% Cap adjustment report to a Cognos report
Workforce Administration 06/27/23 UCP-133717 Updated configuration to remove the administrator name from name change email notifications
Workforce Administration 06/29/23 UCP-133714 Fixed the cloning functionality error that caused template based hires (TBH) to use the template configuration from prior to the upgrad

June 2023: Other Updates & Reminders

Week Of Content
06/02/23 - 06/09/23

As a reminder, UCPath will implement the following enhancements on June 20, 2023.

  • Lived Name
  • Manage Job Tile
  • Annual UCPath Upgrade enhancements

Please refer to the June Release project space for details and resources.

  • UCPath online is scheduled to be unavailable during the following dates and times to implement the June release.
Start Time End Time
Friday, June 16, 3:00 p.m. Monday, June 19, 9:00 p.m.
  • All transactions must be locally approved and submitted to UCPath no later than June 16, 2023, by 3:00 p.m. or, as instructed by your location project team.
  • Employees who have entered a self-chosen name in the “Preferred Name” field, should review and update their entries, if necessary, prior to June 16, 2023 3:00 p.m.
06/02/23 - 06/09/23

The 2023 UCPath Production Processing Schedule V 06.01.23 has been updated.

  • Revised the processing dates for Run ID Schedules below:
    • 230610B2X - Pay Statements changed from 06/19/23 to 06/20/23.
    • 230708B2X - GL changed from 7/17/2023 to 7/18/2023.
  • Please navigate to UCPath > Quicklinks > Payroll Resources, and click Payroll Processing Schedules & Working Hours to access the schedule.
06/02/23 - 06/09/23

Summer Salary can be paid as additional pay, through a concurrent job or as a primary job depending on different factors.

  • Summer Salary can be paid as additional pay if it is for job-related activities performed during off-duty periods, such as summer or vacation.
    • For Senate faculty, this includes teaching, research and service.
    • For non-senate appointees, the location must determine if the summer activity is job-related.
  • A concurrent job is needed:
    • If the funding source requires effort be tracked
      • For non-instructional appointees and Unix IX Lecturers teaching in Summer Session
  • A new primary job is required if the summer appointment is the only job

Reference the Summer Salary Processing job aid for more details.
06/09/23 - 06/16/23

Users can access updated academic, benefits and workforce administration materials in UCHelp. The UCPath help site reflects these changes:

  • Academic (Location Support for Academic Personnel): *New Folder
    • New job aid to provide an overview of how to manage transactions in UCPath for academic student employees
    • New job aid that provides steps for how to enter the averaged FTE for Unit 18 (IX) appointments
    • New guidelines with best practices for academic job end dates
  • Benefits (Location Support for Benefits):
    • Updated the following sections of the Benefit Eligibility & Triggers job aid
      • Affordable Care Act (ACA) Eligibility Status
      • Modify a Person
      • When to Contact UCPath/Submit a Case
      • Period of Initial Enrollment (PIE) sections
    • Updated the Benefits Administration (Ben Admin) Configuration Fields job aid
      • Reflect the removal of “override” values, a revised name for Elig Fld 7 from Faculty to DC Supplement, and added information for Postdocs who are FSA eligible, specific unions for Elig Fld 5 (union), and Elig Fld 8
  • Workforce Administration (PHCMWFAL270: PayPath Transactions):
    • Updated matrixes and added a new matrix for “Summer Session Teaching: Graduate student employee in summer session (BX)”  in the Summer Salary Processing Job Aid
    • Updated the Retirement Transaction Process for July 1 Retirement Date job aid to include Final TRM Pay Transaction process
06/09/23 - 06/16/23

Two transactions are required for all inter-location transfers and some intra-location transfers.  

  • Inter-location (BU) Transfers: When an employee transfers from one business unit to another business unit, two transactions are required.
  • The releasing BU submits a termination transaction using reason code Inter-location (BU) Transfer
  • The hiring BU submits a hire transaction using the appropriate Transfer-Inter BU, ________reason code.
  • Effective dates must match on the hire and termination transactions, and the transactions should be coordinated so they are submitted at the same time.
  • Intra-location Transfers: When an employee is transferring from one position to another position within the same or related business unit, such as between campus and medical center. 
    • Scenario 1 – Same Employee Record
      • If the employee is transferring within the same Employee record (Staff to Staff or Academic to Academic), then only one transaction is required.
      • The UC_TRANSFER (Intra-Business Unit Transfer- Staff Only or Intra-Business Unit Transfer- Academic Only) template is used to move the employee from one position to the other.
    • Scenario 2 – Multiple Employee Records
      • If the employee is transferring across different Employee Records, two transactions are required.
      • This scenario is used when an employee moves between academic and staff positions or when the departments want to keep the records separate.  
      • The releasing BU should submit a termination transaction using reason code Transfer – Intra Location.
      • The hiring BU should submit a hire or rehire transaction using the appropriate Transfer-Intra Location reason code.
      • Effective dates must match on the hire and termination transactions, and the transactions should be coordinated so they are submitted at the same time.
  • Additional Resources: 
06/16/23 - 06/23/23

The Benefit Eligibility & Triggers Job Aid has been recently updated.

  • Location users will find information outlining the key fields that determine if an employee is eligible for benefits and the benefit package for which they are eligible. The job aid is helpful in troubleshooting employee benefit issues and understanding what areas of an employee’s record trigger benefit eligibility changes.
  • Find the updated job aid by navigating to: Help/FAQ > Location Users > Benefits > Location Support for Benefits > Job Aid: Benefit Eligibility & Triggers
06/16/23 - 06/23/23

Adding a dependent during a birth life event, requires two steps to ensure proper enrollment in eligible plans.

  • Add the dependent in UCPath
  • Enroll the dependent in the appropriate benefit plans (medical, etc.)
  • Review the user guide for more details:
    • Navigation: UCPath > Help/FAQ > Self Service Users > PHCMPOR112: Employee Actions: Benefits Information > Enter Birth Life Event
06/23/23 - 06/30/23

UCPath's general ledger (GL) will be unavailable from Saturday, July 8, 7:00 a.m. to Monday, July 10, 7:00 a.m., to support the Oracle Cloud Financials changes being implemented in the July release.
06/23/23 - 06/30/23

The UCPath training team updated training materials in the UCPath help site to support the Lived Name changes implemented June 20, including Name and Legal Name changes, search page updates, page name changes and navigation changes.
06/23/23 - 06/30/23

An invalid or missing social security number can impact an employee’s health, welfare and retirement benefits

  • Employees can make updates in Employee Self Service by navigating to Employee Actions > Personal Information > Personal Information Summary.
  • Once the change is made and submitted, UCPath will validate the update and validate the employee’s legal name, date of birth and social security number with the Social Security Administration. This process can take 2-3 business days.
  • Employees will receive an approved or denied email notification at their primary email address. If denied, the email will explain the reason. The employee should then validate the number or contact the Social Security Administration for assistance
  • Review the user guide for more details. Navigation: Log in to UCPath > Help/FAQ > Self Service users > PHCMPOR110: Employee Actions: Personal Information > Update My Social Security Number (SSN)
06/30/23 - 07/07/23

UCPath will implement the following changes on July 10, 2023:

  • Automated ACA notifications
  • Automated evidence of insurability form
  • Decommission eLedger
  • Replace online Title Code System
06/30/23 - 07/07/23

Only some payroll statuses are evaluated for benefit eligibility.

  • Employees are evaluated for benefit eligibility if they have a “Payroll Status” of active (A), leave with pay (P), or unpaid leave of absence (L)
  • Employees are enrolled in benefit billing if on an unpaid leave of absence (L)
  • Employees on a short work break (W) are not evaluated for benefits eligibility but may be enrolled in benefit billing
  • Check the employee's "Payroll Status" in job data when troubleshooting suspected benefit issues
  • Additional references:

July - September Updates

July 2023: Changes & Enhancements

Module Date Change Request Number Summary
Benefits 07/03/23
 UCP-130843 Updated the UCPath Enroll in Benefits and Life Events/ Benefit Changes pages with information about the duplicate coverage policy.
Benefits 07/06/23 UCP-130224 Created a job that classifies employees with the concurrent appointments Union Code 87 and a zero FTE as secondary and Medical Resident and FTE greater than zero as primary
Benefits 07/03/23
 UCP-129706 Updated the retirement eligibility (E-042C) process to populate the DC Supplement eligibility code (EC7) field with a faculty flag ('F') when the eligible faculty makes their final retirement election.
Benefits 07/06/23 UCP-108874 Updated the benefits eligibility rule for rehired employees with 26 weeks to comply with the criteria specified in the Group Insurance Regulations (GIRs)
Workforce Administration 07/05/23 UCP-133820 Fixed the department table issue causing an invalid value message when adding a new department
Benefits 07/09/23 UCP-133650 Fixed the benefits eForm to display the transaction log after submitting an approval or denial
Benefits 07/10/23 UCP-125874 Updated text in self-service when an employee selects life insurance coverage that requires an EOI
Cognos Reports 07/12/23 UCP-133780 Fixed the employee listing (R-057) report that reverted back to displaying legal name and not populating data in the Job Data Rate Code and Comp Rate fields.
General Ledger 07/10/23 UCP-121709 Eliminated the error message when there is a mass funding upload for positions with 100% on a single combination code/ chart string
General Ledger 07/12/23 UCP-128813 Applied fix to the enhance FAU validation (I-370) webservice failure due to the response message exceeding 254 characters
Workforce Administration 07/07/23 UCP-133723 Updated the Jira Sharepoint with the latest Mass Hire (E-346) templates
Payroll and Compensation 07/14/23 UCP-134082 Updated the Quicklinks - payroll configuration page with the
following for July:
1. Systemwide general deduction
2. Local general deduction
3. UCPC earn code list
4. General deduction - special accumulator
5. Earnings codes - special accumulator
TCS 07/21/23 UCP-134144 Updated the TCS job code lookup banner description to remove the word "all" from …"This system can be used to view information and rates for all University of California job codes, both academic and non-academic.”
Workforce Administration 07/17/23 UCP-133669 Fixed configuration changes to deliver Excel files in the message logs of queries scheduled to run to Excel
General Ledger 07/25/23 UCP-125210 Implemented GL changes to E-095 and E-034B programs to accommodate improved time collection functionality
Payroll and Compensation 07/26/23 UCP-134521 Corrected the employee and employer ratios for WA FML in the company tax table
Workforce Administration 07/24/23 UCP-132413 Updated the Voluntary Self-Identity Disability form to align with the new requirements
Workforce Administration 07/24/23 UCP-129586 Added the BR bargaining unit jobs to the union roster/change data (I-254) file to allow the disclosure of personal contact information to unions
Salesforce 07/31/23 UCP-115400 Added EMPLID to the search criteria and search results on the Salesforce Case Management for Submit on Behalf of (SOBO) cases

July 2023: Other Updates & Reminders

Week Of Content
07/07/23 - 07/14/23

UCPath updated the mass hire (E-346) template as part of the June release. As of June 20, 2023, UCPath will not accept prior versions of the mass hire template. To avoid processing delays, please use the updated version of the template.

  • If submitting the E-346 file without job position, click here
  • If submitting the E-346 file with job position, click here
07/07/23 - 07/14/23

Employees can access the following new Employee Self Service training materials in the UCPath self service help site.

  • PHCMPOR110: Employee Actions: Personal Information:
    • Updated My Legal Name Simulation
      • Added additional text clarifying that the updated New Legal Name displays last, first, and middle name values in the PS Format- Legal Name Field
  • PHCMPOR111: Employee Actions: Payroll Information:
07/07/23 - 07/14/23

When terminating an employee that is on Short Work Break (SWB) or Leave of Absence (LOA), the last date worked submitted on the HR Termination transaction should align with the last day they reported to work.

  • Example: Employee was placed on SWB effective 04/01/2023
  • Last Day Worked: 03/31/2023
  • Last Day Worked submitted on a termination template should also be 03/31/2023
07/14/23 - 07/21/23

There is a new e-course in the UC Learning Center called, “Gender Recognition & Lived Name: An introduction to gender awareness.” This e-course introduces users to terms and concepts related to gender and nonbinary identities, as well as best practices for name, pronoun, and title usage. The e-course content was adapted from UC San Diego’s “Gender Recognition: A Focus on transgender, nonbinary and intersex awareness.” Contact your UC Learning Center contacts if you have any questions.
07/14/23 - 07/21/23

Effective July 25, 2023, an updated Disability Self-Identification form will be available to UC employees via UCPath self-service and to applicants via Candidate Gateway
07/14/23 - 07/21/23

Navigate to UCPath > Quicklinks > Payroll Resources > Location Users - Administrators to access FAQs for the Overpayment Process.
07/21/23 - 07/28/23

The following changes have been implementedin the UCPath Self-Service Portal:
07/21/23 - 07/28/23

Authorized representatives can contact the Quality Care Unit for urgent cases when an employee’s pay or benefits has been impacted.

  • Location teams may submit an inquiry through UCPath or call the Quality Care Unit phone line (951) 787-5470.
  • To submit an inquiry directly to QCU, an administrator must have the Submit On Behalf security role assigned by the location. 
07/28/23 - 08/04/23

Locations can access the following new training materials in the UCPath help site.

  • (PHCMWFAL100: Employee Data Inquiry):
    • Added new screenshots to reflect new UCPath UI changes and removal of Supervisor ID in Job Information and added new page (location) to the How to Add a Person in UCPath (New Hire Pilot Only) job aid
  • (PHCMWFAL260: Template Transactions – Part II):
    • Added an overview of how to initiate a personal data POI change template transaction to the Initiate Personal Data POI Change Template Transaction (Staff/Acad) simulation
  • (PHCMEPR200: Employee ePerformance Activities):
    • Updated navigation, performance document tables, and add items section screenshot to the Employee ePerformance Activities simulation
  • (PHCMTAM205: Applicant Search and Add ):
    • Updated new Legal name fields screenshots, part of Lived Name to the Create Applicant and Application Information simulation
07/28/23 - 08/04/23

Accrual balance and service credit issues can be submitted to UCPath by different methods.

  • Open a case for: 
    • Payouts or transactions not posted, including Comp Time payout, Vacation payout or reversals
    • Missing accruals due to pay frequency changes
    • Original hire date updates, corrections, or changes
    • Settlement agreements
  • Submit an eForm for:
    • Transfer of balances- moving vacation to a PTO balance (or vice versa) due to an Eligibility Group change
    • Moving Postdoc Sick to regular Sick due to an Eligibility Group change
    • Post doc entitlements if the anniversary date was not updated
    • Prior State Agency service credit processing
    • Vacation Max Override and PTO Overrides to allow over the max accruals
    • Medical Resident entitlements if hired after the entitlement date
  • Locations can find this information on the Accrual and Leave Accrual Service Credit Processing Guide for Locations job aid.

August 2023: Changes & Enhancements

Module Date Change Request Number Summary
Benefits 08/01/23 UCP-125010 Added a “Roth contribution feature” to both the 403(b) and 457(b)
Benefits 08/02/23
 UCP-124891
 Updated the eForms to allow Postdoctoral employees who missed their period of initial eligibility enrollment to use eForms to submit their enrollments/modifications/cancellations
Benefits 08/02/23
 UCP-128816
 Updated the benefits eForm to include options for medical residents and graduate students to enroll in flexible spending accounts
Benefits 08/03/23 UCP-108876 Added eligible postdoctoral employees to the weekly COBRA files sent to WEX
Benefits 08/03/23 UCP-95340 Created a family member eligibility verification file that captures all newly enrolled dependents
Cognos Reports 08/01/23 UCP-129587 Fixed the Employees Missing Patent Acknowledgement report (R-396) to include contingent workers
Workforce Administration 08/02/23 UCP-132843 Changed the output of the new hire pilot project audit reports to be distributed per role in Report Manager
Workforce Administration 08/02/23 UCP-73723 Modified the personal data change template to include persons of interest (POI)
Workforce Administration 08/02/23 UCP-134076 Developed an Excel to CI for a mass update to the telework tables
Workforce Administration 08/02/23 UCP-122579 Resolved an issue preventing EmplIDs from carrying consistently from the Person Org Summary page to the Job Data page
Cognos Reports 08/07/23 UCP-122524 Created a leave accruals (R-412) report that lists all employees and their leave accruals data for each pay run
Payroll and Compensation 08/10/23 UCP-117307 Added the following Time and Labor tables to the reporting instance:
PS_PY_LDTL_TBL
PS_UC_TL_LD_XREF
PS_TL_RPTD_TIME
PS_TL_PAYABLE_TIME
PS_TL_XREF_TBL
PS_TL_EMPL_DATA
PS_TL_TRC_TBL
PS_TL_ERNCD_TBL
Time and Labor 08/10/23 UCP-132848 Resolved an issue with incorrect hourly family leave rates for some biweekly employees
Time and Labor 08/10/23 UCP-132542 & UCP-134277 Implemented changes to prevent paid leave rows from reverting back to time and labor
Title Code System 08/09/23 UCP-135117 Updated code to display the hourly rate for non-exempt jobs on the Non-Academic Details page
Payroll and Compensation 08/16/23 UCP-129759 Implemented Tax Update 23-B
Reporting Instance 08/18/23 UCP-133998 Added an "Include History" prompt to the Funding Position Information (R-368) Cognos report
Cognos Reports 08/23/23 UCP-129768 Created the Eligibility Group Changes Report (R-285) report to capture employees who have a change in eligibility group
Payroll and Compensation 08/18/23 UCP-135927 Updated the Quicklinks - payroll configuration page with the following:
1. Systemwide general deduction
2. Local general deduction
3. UCPC earn code list
4. General deduction - special accumulator
5. Earnings codes - special accumulator
Workforce Administration 08/22/23 UCP-135791 Changed the configuration for audit queries related to the New Hire Project to pull the date as of the day before the current date instead of seven days before.

August 2023: Other Updates & Reminders

Week Of Content
08/04/23 - 08/11/23

Beginning August 14, the new Job Code Lookup System site can be accessed using the original link to the Title Code Web Inquiry System.  The new site improves data accuracy, adheres to accessibility guidelines and provides a user-friendly interface.
08/04/23 - 08/11/23

Employees can access the following new Employee Self-Service training materials in the UCPath self-service help site:

  • PHCMPOR111: Employee Actions: Payroll Information: Added “Income” to the Update My Out-Of-State Income Tax Withholding simulation title and updated the Home Address step
  • A new simulation, titled “Change Existing Out-Of-State Income Tax Withholding” that explains how to change to a new out-of-state income tax withholding
08/04/23 - 08/11/23

Users can access the following new Payroll and Absence Management training materials in the UCPath help site:

  • PHCMPAYL200: Additional Compensation and Payroll Requests: Added an update to the Earnings section, reason field, that includes the new Time and Labor Row in the Review Paycheck Summary job aid
  • PHCMABML201: Employee Accrual Adjustments: Added scenario for Postdoc sick balances when transferring to another position on the Accrual and Leave Accrual Service Credit Processing Guide for Locations job aid
08/11/23 - 08/18/23

New payroll and workforce administration metrics are available on the UCPath Metrics dashboard

  • The final pay metrics report illustrates the processing time for on-cycle and off-cycle final pay transactions. This metric can be viewed by location and by month.
  • The retro transaction overpayments report displays the number of retro transactions that caused an overpayment. The metrics includes the overpayments that have been adjusted (overpayment recovery) and the ones that still need to be recovered.
  • The reinstatements after auto-term report depicts the auto-terminations that resulted in a reinstatement. This metric can be viewed by location and by month.
08/11/23 - 08/18/23

As a reminder, UCPath access for employees is determined by the Location, not by UCPath. For example, an employee that is on an unpaid leave of absence may not have access to UCPath online, due to the Location’s policy.
08/11/23 - 08/18/23

When making changes to position or job, transactors should ensure the pay and compensation “frequency” fields are aligned to avoid negative downstream impacts

  • Pay Frequency is used to calculate the overall compensation rate for pay. 
  • Pay frequency and compensation frequency are on the “Job Data” tab in PayPath and in the  “Salary and Compensation” section in the Manage Job page.
    • Pay frequency options include:
      • H – Hourly
      • LH – Hourly for LBNL/Hastings (SF Law) Only
      • C – Contract
      • B – Biweekly
      • M- Monthly
      • UC912 – UC9/12 AY
      • UC_10 – UC 1/10th Rate
      • UC_11 – UC 1/11th Rate
      • UC_12 – UC 1/12th Rate
      • UC_9M – UC 1/9th Rate
      • UC_FY – UC 12/12 Rate
  • Compensation frequency is used to define the compensation rate code. 
    • Compensation frequency options include:
      • UCHRLY (H - Hourly)
        • The UCHRLY compensation frequency only aligns with “H” pay frequency.
      • UCLHRL (Hastings (SF Law) /LBNL- Hourly Rate)
        • The UCLHRL compensation frequency only aligns with “LH” pay frequency.
      • UCANNL (A - Annual)
        • The UCANNL compensation frequency aligns with all other pay frequencies. (B, M, UC912, UC_10...UC_FY etc)
  • Reminders:
    • The frequency fields on the “Compensation” tab in Job Data determine the pay schedule and how the overall compensation rate is calculated.
    • When submitting position or job code updates, the frequency will default from the job code table.
    • Transactors must review the “Frequency” and “Pay Components” to ensure they are correct.

In the example below, a position and job change resulted in a pay frequency update to “M” while keeping an hourly rate code.  This resulted in the employee moving incorrectly to an “Exempt Monthly” pay group and discrepancies in the employees’ pay.

  • frequency-ce-1.png

Correct compensation alignment below:

  • frequency-ce-2.png

 

Resources are available on the UCPath Help Site:
08/18/23 - 08/25/23

W-2 season is approaching quickly and your help is necessary to ensure that employees receive accurate W-2 forms on time.

  • As a reminder, departments should:
    • Submit retroactive job and additional pay updates promptly
    • Quickly reconcile and submit overpayments and earning adjustments that will impact the 2023 W-2
    • Process imputed income timely to avoid negative pay impacts at the end of the year
  • Employees should review and update their email address and sign up for paperless W-2 in UCPath online
08/25/23 - 09/01/23

As of August 2023, UCPath expanded the use of the eBenefit Enroll forms to Postdoctoral Scholars, Medical Residents, and Graduate Students who are eligible for FSA plans.

  • Postdoctoral Scholars can utilize the eForms to enroll in both newly eligible enrollment Period of Initial Eligibility (PIE) events and life event PIEs. Medical Residents and Graduate Students who are eligible for the Flexible Spending Accounts can enroll in the applicable plan(s)
  • The Employee Benefit Category option has been added as a new drop-down menu to the Benefits Enrollment eForm. Once an employee selects one of the below options, the appropriate eBenefit Form will display:
    • Faculty/Staff Benefits
    • Graduate Student Benefits
    • Medical Resident Benefits
    • Postdoctoral Scholar Benefits
  • Once the employee selects the option from the drop-down menu, the Reason for Request option will populate, and employees can choose the appropriate enrollment PIE. The enrollment PIE options will vary based upon the Employee Benefit Category that is selected. Employees will receive a confirmation email once the eForm has been processed.

September 2023: Changes & Enhancements

Module Date Change Request Number Summary
Benefits 09/01/23 UCP-124762 Updated process rules to disallow enrollment in a health flexible spending account when already enrolled in a health savings plan
Cognos Report 09/01/23
 UCP-132863
 Provided location users the ability to run reports for job data transactions entered using the ‘Manage Job’ tile
Effort Reporting 09/01/23 UCP-129823

Improved the ERS outbound interface (I-129) program (full and missing lines mode) processing by:

  1. Including common chart of accounts cutover date logic for each campus on the fund/project attribute rule (E-061) page for the ERS outbound interface (I-129)
  2. Hosting the common chart of accounts and full accounting unit concatenation strings on a technical configuration page
Workforce Administration 09/01/23 UCP-133008 & UCP-131485

Updated logic for how the primary ethnic group is derived to resolve errors
Absence Management 09/08/23 UCP-132537

Resolved incorrect hours for academic employees due to multiple records for pay period end date 5/31/23
General Ledger 09/01/23 UCP-134053

Updated the eLedger (I-128) interface output mapping:

  • Description is now the journal header, including
    • Business unit
    • Pay period end date
    • Pay cycle

For ANR files, the account on the ARCSUI line is now the account entered into the description field used on the 238014 UCRP NOTE- INTEREST ONLY
Title Code System 09/07/23 UCP-136466

Fixed the job code lookup page to refresh the data when selecting the reset button
Workforce Administration 09/11/23 UCP-133741

Applied a change that will return the cursor to the EMPLID field when a search page is cleared
Workforce Administration 09/12/23 UCP-125968

Resolved the XML error that occurred when navigating within UCPath
Payroll and Compensation 09/20/23 UCP-137221

Updated the Quicklinks - payroll configuration page with the following:
1. Systemwide general deduction
2. Local general deduction
3. UCPC earn code list
4. General deduction - special accumulator
5. Earnings codes - special accumulator
Salesforce 09/19/23 UCP-115608

Replaced the UCPath resource center location monitoring dashboard link with a friendlier URL https://ucpathstatus.universityofcalifornia.edu/
Workforce Administration 09/29/23 UCP-131435

Resolved an issue where UCPath is not deleting business phone numbers from the Identity and Access Management Custom ID (I-262) interface
Workforce Administration 09/29/23 UCP-136495 Updated the Maintain Teleworkers search page to display lived name
Effort Reporting 09/29/23 UCP-137659 Resolved the issue with missing lines in effort reports (I-129) due to FAU strings less than 30 characters
Workforce Administration 09/29/23 UCP-134802 Created a validation rule to prevent record updates when the compensation rate/compensation frequency and the component rate/pay component frequency are misaligned
Workforce Administration 09/29/23 UCP-131435 Enabled location teams to delete business phone and business email address by sending blank values on the I-262 interface for updates to locally managed data
Workforce Administration 09/29/23 UCP-136843 Fixed an issue with the comment box disappearing when a new hire is submitted with an error and then resolved

September 2023: Other Updates & Reminders

Week Of Content
09/01/23 - 09/08/23

UCPath Center will host two webinars to highlight the capabilities of the UCPath Metrics Dashboard. The webinars will provide participants with:

  • An overview of the dashboard
  • A review of each display
  • An explanation of how/why to use each metric
  • A step-by-step explanation of how to export the underlying data

Webinar Details

The webinars will be recorded.  Questions can be sent to the UCPath Training Team at UCPath-Training@UniversityOfCalifornia.edu
09/01/23 - 09/08/23

Once UCPath provides resolution to a case, the submitter will receive an email notification that the case may remain open for five days with a "Pending Closure" status.

  • If the submitter agrees with the resolution, no further action is needed. The case will be automatically closed after five days, and they will receive an email notification.
  • If the submitter does not agree with the resolution or needs more time to review, they can follow these steps within 5 days of receiving the email to keep the case open:
    1. Access the case via Ask UCPath(UCPath online)
    2. Add a comment with details
    3. Click on “Submit comment to UCPath”
    4. Select “Please Keep Case Open” from the pending closure status drop-down
    5. Click save
09/08/23 - 09/15/23

Users can access updated Workforce Administration and Absence Management training material in UCHelp. The UCPath help site was updated to reflect the new following:

  • PHCMABML201: Employee Accrual Adjustments
    • Updated instructions for FY faculty additional compensation vacation adjustment on the “Accrual and Leave Accrual Service Credit Processing Guide for Locations: Adjustment” job aid
09/08/23 - 09/15/23

 

Employees can access the following new Employee Self Service training materials in the UCPath self-service help site

  • PHCMPO112: Employee Actions: Benefits Information: Added a new employee benefit category drop-down to include medical resident benefits and postdoctoral scholar benefits to the following simulations for benefits eForms
    • Submit Form for Newly Eligible - New hire
    • Submit Form for Life Event-Late Enrollment
    • Submit Form to Change AD&D Enrollment
    • Submit Form to Change HSA Enrollment
    • Submit Form to Change Life Insurance Enrollment
    • Submit Form to Change Voluntary Disability Enrollment 
09/08/23 - 09/15/23

Newly appointed faculty members may be eligible for a second initial eligibility period (PIE).

  • Faculty members who were recently appointed and did not enroll in their PIE may be eligible for a second PIE.
  • The second PIE begins on either:
    • the first day of classes for the quarter/semester in which the appointment begins
    • or:
    • the first day the faculty member arrives on campus, whichever happens first
  • To initiate the second PIE event, a case must be submitted requesting the second PIE to enroll in benefits within 31 days from the effective date (either the first day of classes or the first day the faculty member arrives on campus, whichever occurs first).
    • Open a case using the following Topic/Category/Subject Line
      • Topic: Benefits
      • Category: Other Benefits
      • Subject Line: Faculty Second PIE Request
09/08/23 - 09/15/23

As of this morning, there are more than 11,000 employee records scheduled to auto-terminate with an "Expected Job End Date" of September 30, 2023.

  • If an employee's job record reaches the "Expected Job End Date" and the "End Job Automatically" box is checked, UCPath will auto-terminate the job of September 30. 2023.
  • To avoid unintended impacts such as termination, pay discrepancies, termination of benefits, system access interruptions or overpayments, please review employee records with expiring job end dates and take the necessary actions today.
09/08/23 - 09/15/23

The system will automatically terminate an employee’s job when the “End Job Automatically” checkbox is selected.

  • The system will automatically enter a termination row the night of the expected job end date
  • Benefits will automatically terminate at the end of the month of the job end date
  • Examples:
    • A termination row with an effective date of 10/1 will have benefits terminate on 9/30
    • A termination row with an effective date of 10/2 will have benefits terminate on 10/31
  • If an employee's job is terminated and subsequently updated and extended, benefits will require a manual reinstatements.  No case is needed to reinstate benefits. The Production WFA team will reinstate the benefits when the job is reinstated.
09/22/23 - 09/29/23

Starting from January 1, 2024, the invoicing schedule for employees on benefits when on unpaid leave will change. These employees will be invoiced for the current month. Most eligible employees on leave will not receive an invoice in December since UCPath billed for December coverage in November.
09/22/23 - 09/29/23

Both the I-9 process and GLACIER processes are necessary to ensure we are in compliance with administering employees that have a nonresident alien (NRA) status

  • What is a “Tracker”?
    • Tracker is an electronic I-9 solution all UC campuses adopted to create and track I-9 forms, E-Verify and immigration compliance.
  • Who updates GLACIER, and do they get the information from Tracker?
    • When an employee selects “Alien Authorized to Work in the U.S.” on their I-9, the UCPath identification page will update the country to “DEF” and the citizenship status to “Alien Authorized to Work in the U.S.”
    • GLACIER is a separate process. The employee will work with their location GLACIER administrator to complete their GLACIER record.
    • Once the record is updated to complete status by the Glacier Administrator and includes the employee's ID number, the information from GLACIER will populate different fields in UCPath, including country, citizenship status.
  • Do employees upload into UCPath the Foreign Source Income statement and an Out of State Income Tax Withholding form?
  • How do locations request a refund for incorrectly assessed FICA?
    • They can submit a case under Topic: Payroll, Category: Tax Withholding Inquiry
09/29/23 - 10/06/23

Location central accounting office transactors can access updated academic training materials in UCPath Help. The UCPath help site was updated to reflect the new Postdoctoral Scholar Childcare Reimbursement Program job aid for submitting cost recovery forms to UCPath.
09/29/23 - 10/06/23

UCPath added new Benefits eForms to the UCPath Forms Library

  • Postdoctoral Scholar Benefits -  Postdoctoral enrollment for life event and newly eligible employees.
  • Medical Residents Benefits - Medical Residents enrollment for spending accounts for life event
  • UCPath has removed the following PDF forms 9/22/2023 since employees may now use eForms. UCPath can provide the PDF forms in the event Benefits eForms are not available
    • Medical Residents Flexible Spending Account for Life Event (FR.140)
    • Postdoctoral Scholar Health Benefits Enrollment for Life Event (FR.117)
    • Postdoctoral Scholar Health Benefits Enrollment for Newly Eligible Employees (FR.116)

October - December Updates

October 2023: Changes & Enhancements

Module Date Change Request Number Summary
Absence Management 10/05/23 UCP-100202 Cleared out postdoc balances when an employee transferred to a non-postdoc position with the same employee record number
Payroll and Compensation 10/06/23
 UCP-117356
 Developed a report for monitoring overtime compliance associated with the 7/40 rule
Absence Management 10/11/23 UCP-133453

Updated the employee roster (R-272) and AB119 employee union (R-273) files to include additional contact information:

  • Personal Email = Include “Home.”  If no “Home” exists, the order of selection should be 1. Home 2. Campus 3. Dormitory 4. Other
  • Personal Phone = Include “Home.”  If no “Home” exists, the order of selection should be 1. Home 2. Mobile - Personal 
  • Business Phone = Include "Business - Primary.”  If no “Business – Primary” exists, the order of selection should be 1. Business - Primary 2. Mobile - Work 3. Work - Other Location
Salesforce 10/07/23 UCP-134752

Deployed the Winter ’24 release that included the items listed in the UCPath Winter ’24 Release Overview Deck 
Salesforce 10/07/23 UCP-137822

Added a banner in Salesforce to communicate open enrollment dates
Salesforce 10/09/23 UCP-133146

Updated the current category/sub category taxonomy to capture detailed open enrollment inquiry data
Benefits 10/19/23 UCP-133060

Created a Prudential supplemental health eligibility file
Cognos Report 10/16/23 UCP-131603

Created a new systemwide report to track postdoc anniversary dates and experience level increases
Portal 10/18/23 UCP-123973

Deployed a URL to redirect users to the new Fluid page if they were using an outdated bookmarked page saved in their browser
Salesforce 10/17/23 UCP-132673

Moved the open enrollment topic to the top of the option list for standard cases
Benefits 10/20/23 UCP-132349, UCP-132350, UCP-132334

Updated for 2024 the open enrollment email notification sent after elections are submitted by post docs, medical residents and faculty/staff and finalized by UCPath
Benefits 10/23/23 UCP-132685

Updated eForms with the open enrollment benefits event effective date, flexible spending account limits, error messages and terms and conditions to align with 2024 changes 
Benefits 10/24/23 UCP-107795

Created a new process to send and store eligibility notifications for employees who have become eligible for benefits during the standard measurement period (SMP) and those whose eligibility and enrollments will end when the current ACA stability period concludes
Cognos Reports 10/24/23 UCP-134867

Reformatted Cognos reports with the Lived Name field to 'Last Name, First Name

October 2023: Other Updates & Reminders

Week Of Content
10/06/23 - 10/13/2023

In preparation for the November 13, 2023, launch of the salary cost transfer (SCT) tool, transactors must approve or deny pending direct retro and funding transactions by November 3, 2023. Additional important dates:

  • October 1: November 3: Approve or deny direct retro and funding entries
  • November 6: UCPath processes approved direct retro and funding entries
  • November 9 - November 12: Cutover weekend. UCPath will cancel pending direct retros and funding entries and notify transactors of the canceled transactions
10/06/23 - 10/13/2023

A page can only be saved as “Favorite” when accessed through the NavBar.

If adding a favorite page from a tile, the tile itself will be added to the favorites list, not the page. A page can only be saved to favorites if accessed from the NavBar.

  • Saving a favorite page  from a tile, only saves at the tile level
  • Saving a favorite page from the NavBar will save the page
10/13/23 - 10/20/23

Any pending direct retro and funding transactions must be approved or denied by November 3, 2023. In preparation for the November upgrade, UCPath will cancel pending direct retros and funding entries November 9-12 and notify locations of the canceled transactions.
10/13/23 - 10/20/23

 

When submitting a position change via PayPath actions and position administration (e.g.. transfer, reclassification, promotion or demotion) – pay is NOT automatically updated if job data pay components aren’t also updated.

  • If the update is made in PayPath actions and the position is step based, the system will require an update to the salary step on the job data tab which will update the associated pay.
  • The compensation is not automatically updated for range-based employees, and the pay components and the pay frequency are required on the job data tab.
  • If the position update is made in position administration - pay is NOT automatically updated for salary step or range-based employees and a corresponding pay rate change is required to align compensation with new job attributes.
  • If a pay change is to accompany a position update, two rows should be included in the PayPath transaction: a row for the position update on the position tab and a row for the pay change, on the job data tab. This can be done by inserting a second row in the PayPath transaction. The pay rate change row should include an appropriate action reason for the pay rate change.
10/20/23 - 10/27/23

Open enrollment 2024 launched on Thursday, October 26. Employees can enroll for 2024 benefits through 5:00 pm PT on Friday, November 17. For more information, visit the open enrollment website.
10/20/23 - 10/27/23

The UCPath General Ledger will be unavailable from Monday, November 6 @ 12:01 am to Monday, November 13 @ 12:01 am, and transactors will not be able to view or submit direct retros or funding entries during this time.
10/20/23 - 10/27/23

UCPath Center spent $541,000 in printing and postage cost for 1095-C forms, W-2 forms and paychecks in fiscal year 2022-2023.  That’s about $1.51 in printing and postage cost per item!

  • You can help reduce costs by signing up for and promoting electronic delivery.  In UCPath select Employee Actions > Income and Taxes. From there, go to:
  • Employees must sign up before January 1, 2024, to receive their 2023 1095-C electronically and before January 12, 2024, to receive their 2023 W-2 statement electronically.

November 2023: Changes & Enhancements

Module Date Change Request Number Summary
Benefits 11/08/23 UCP-133724 Corrected an event that caused the batch process to display two rows for the same short work break-partial year career furlough (SFR) event
Benefits 11/03/23 UCP-134484 Updated the current language in the benefits submission and confirmation statement to inform employees that supplemental life plans will not be available during open enrollment
Benefits 11/03/23 UCP-134048 Updated the terms and conditions for the 2024 open enrollment submission and confirmation statements
Benefits 11/03/23 UCP-133019 Updated the terms and conditions within the UCPath portal open enrollment and life events pages
Security 11/06/23 UCP-120158

Created a location role that provides “read-only” access to various pages within the AWE, Benefits, GL, and WFA modules

  • ULSHR_AWE_CONFIG_INQ
  • ULSHR_BN_CONFIG_INQ
  • ULSHR_GL_CONFIG_INQ
  • ULSHR_WFA_CONFIG_INQ
Workforce Administration 11/05/23 UCP-136721

Prevented under and overpayments by creating a hard stop when compensation rates/frequencies and pay component rates/frequencies are misaligned
Workforce Administration 11/04/23 UCP-137633

Populated the external system ID on the external system table when a new hire is added to the activity guide

November 2023: Other Updates & Reminders

Week Of Content
11/03/23 - 11/09/23

The new salary cost transfer (SCT) tool launches on November 13, 2023. During cutover weekend, November 9-12, UCPath will cancel pending direct retro and funding entries and notify location teams about the canceled transactions. 

  • While the existing direct retro tool will remain active for updates to records entered before October 4, 2021, transactors must enter payroll data after October 3, 2021, utilizing the new salary cost transfer tool.
11/03/23 - 11/09/23

UCPath deactivates systemwide general deductions, additional pay, stipends, and active direct deposits 60 days after termination for employees without active appointments.

  • The deactivations do not apply to garnishments and locally managed deductions.
11/09/23 - 11/17/23

The UCPath help site was updated to reflect changes in General Ledger, Workforce Administration and Payroll training material.

  • Updated PHCMGENL202: Direct Retro Funding Updates: Enter Direct Retro Funding Updates and Enter Direct Retro Funding Updates – MCOP simulations with new identification columns, images and text to distinguish direct retro from salary cost transfer 
  • Added simulations and job aids within a new salary cost transfer folder to demonstrate entering salary cost transfers for unrestricted funds, restricted funds, work-study funds and approving salary cost transfer transactions.
  • Updated the PHCMWFAL100: Employee Data Inquiry job aids:
    • How to Add a Person in UCPath (New Hire Pilot Only) was renamed How to Add an Employee In UCPath and new screenshots were created to reflect the label change
    • How to Add a New Hire Contingent Worker in UCPath was updated with language to describe how UCPath handles the Expected Job End Date for a contingent worker (CWR) with an End Job Automatically flag.
  • Updated PHCMWFAL270: PayPath transactions Initiate Position Data + Job Data + Additional Pay Change PayPath Transaction (Acad) and Initiate Position Data + Job Data + Additional Pay Change PayPath Transaction (Staff) simulations with new name fields screenshots for lived name and an update to search results.
  • Updated the navigation screenshots for the PHCMPAYL200: Additional Compensation and Payroll Requests simulation Submit One-Time Payment Request
11/09/23 - 11/17/23

Update for the 2024 UCPath Production Processing Schedule V 11.07.23 is available on UCPath

  • Beginning with the 231111B2X pay cycle, UCPath has extended the available processing days for locations utilizing the direct entry (previously referred to as “Hire Pilot”) functionality. The new deadlines provide additional processing days for each pay cycle.
  • The payroll processing schedules posted in UCPath have been updated with a new column to reflect the new deadlines. Additional updates are in progress to make the direct entry blackout dates more clear
11/09/23 - 11/17/23

Employment service credit is used to determine vacation accrual rate and eligibility for service awards

  • Monthly employees accrue when they are on a pay status of at least 50% of their monthly working hours based on FTE for six or more months
  • Biweekly employees accrue on the last pay cycle of each month (B3X or B2X if there is no B3X) when they are on pay status at least 50% of the applicable hours.
  • Employees do not accrue employment service credit for months in which they are on pay status less than 50% of the time.
  • Leave with pay or leave without pay due to a work-related injury or illness are counted towards the employment service credit calculation.
  • Employment service credit calculation does not include other leaves without pay.
  • Policy-covered staff employees can reference the Absence from Work policy for more details.
  • Policies for Academic appointees and represented employees covered by Bargaining Unit Contracts may differ.