Payroll How-To Guides

  • UCSF Biweekly Pay Calendar

  • Payroll Processing Calendar

    Payroll Processing Schedule Payroll Schedule - 2025 Pay Cycle Pay Date Pay Period Begin Pay Period End Funding Entry Deadline (by 7pm) Pay Confirm Accounting Period Journal Posts to the GL

  • W-2 Frequently Asked Questions

    Answers to questions about W-2 forms.

  • Verification of Employment (or Income)

    UCSF uses The Work Number to provide employment and income verifications for employees. The Work Number is a secure, automated service providing employees with the ability to quickly deliver proof of employment or income to authorized verifiers. The Work Number is available 24 hours a day,...

  • Payroll Guidance for Employees

    Take action UCSF employees use UCPath online to view and make changes to tax withholding allowances, health and welfare benefits, and personal and contact information. You can also view and print your earnings statements and Form W-2s for earnings issued on or after June 1, 2020.

  • Using GLACIER for Non-Resident Alien Tax Compliance

    A foreign national is an individual who is not a citizen of the USA. For federal income tax purposes, foreign nationals are classified by the Internal Revenue Service (IRS) as either resident or nonresident aliens.

  • Understanding the Taxability of Employee Non-Cash Awards and Gifts

    The Federal Tax Cuts and Jobs Act (P.L. 115-97) signed into law on December 22, 2017 changed the taxability of some non-cash awards and other gifts provided to employees. If an award or gift (or portion of an award or gift) is taxable, applicable income tax withholding and FICA taxes will be...

  • Sign Up for Direct Deposit

    All UCSF employees are strongly encouraged to set up electronic direct deposit to receive their payroll earnings by direct deposit to up to three bank accounts on payday. Employees will enjoy several advantages when using this preferred payment method:

  • Accessing and Understanding Earnings Statements

    Paychecks for UCSF employees will be issued from UCPath beginning with the June 1, 2020 payday for monthly employees and the June 10, 2020 payday for biweekly employees. Electronic earnings statements for prior pay issued from UCSF's legacy payroll system continue to be available in At Your...

  • Payroll Overpayments

    University of California employees are not legally entitled to receive more money than they earned for each pay period. When an employee has been overpaid, an overpayment recovery plan is established to provide a method by which the overpayment can be recovered.

  • UCSF Employer Contribution Rates for Employee Benefits

    UCSF Employer Contribution Rates for Employee Benefits Appearing in the Distribution of Payroll Expense Report

  • Replace a Paper Paycheck

    If you lost your paper paycheck, have a damaged paycheck, or have a paycheck more than 180 days old, please contact the Controller’s Office Solution Center for assistance.  Review Options for Receiving Missed Pay if you did not receive your paycheck or were not paid in full. 

  • Understanding Biweekly Payroll Accruals

    The goal of this guide is to explain the biweekly payroll accrual process in greater detail, including how to identify biweekly payroll accrual transactions within financial reports.

  • Monthly Working Hours and Leave Accrual Factors

    For Employees on a Monthly Timesheet

  • Payroll Expense Transfers (PET): Moving Payroll Between Chartstrings

    An expense transfer is commonly used to correct the recording of a cost from an incorrect to a correct chartstring. There are separate processes for payroll expense transfers and non-payroll expense transfers. In conjunction with the transition to UCPath, UCSF's payroll expense transfer processes...

  • Resources for Administrators

  • Intercampus/Multi-campus Appointments

    Intercampus appointments are created for UC employees who work at two or more locations (campuses). One location/campus serves as the employee's home campus; other locations/campuses are host campuses. Home campuses pay the employee and use intercampus journals (source code 53X) to transfer costs...

  • UCSF Administrative and Clerical Staff Title Codes

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  • Using Tracker I-9 Complete

    UCSF uses the web-based application Tracker I-9 Complete for Form I-9 and E-Verify processes for UCSF employees. 

  • Clearing Salary and Benefit Expenses in Payroll Suspense

    Each month, if a payroll transaction attempts to post to a chartstring that is not at a posting level, the transaction will route to the Payroll Suspense Account. These payroll transactions are commonly referred to as “in suspense”. To keep the General Ledger and Distribution of Payroll Expense (...

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