Alignment of Leave Accrual Schedules Prior to UCPath Go-Live

During preparation for the UCPath go-live for UCSF on June 1, 2020, a timing difference was discovered between the current quadri-weekly leave accrual schedule and the proposed UCPath quadri-weekly leave accrual schedule. In order to prevent errors in leave accrual transfers from HBS during conversion to UCPath, the University needs to move the existing accrual schedule up by two weeks and align with the UCPath schedule.

This change impacts employees who are paid bi-weekly only. For those employees represented by a union, this issue is under discussion with the unions.

Background

As biweekly pay cycles do not evenly align with monthly calendars, leave is accrued every four weeks according to an established quadri-weekly schedule. There is a two-week gap between when leave accrual occurs in HBS currently and when it is programmed to occur in UCPath.

As an example:

Quadri-Weekly Cycle Current UCSF Leave Accrual Schedule Is Based On Pay Periods Ending UCPath Leave Accrual Schedule Is Based On Pay Periods Ending
January 2020
  • January 11, 2020
  • January 25, 2020
  • December 28, 2019
  • January 11, 2020
February 2020
  • February 8, 2020
  • February 22, 2020
  • January 25, 2020
  • February 8, 2020

Adjustment to the Quadri-Weekly Accrual Schedule

In order to align schedules, the University needs to move the existing accrual schedule up by two weeks. To do so, the University will divide one quadri-weekly cycle in half, resulting in employees to accrue half of their earned leave two weeks early. The next accrual will take place according to the UCPath schedule.

The University will follow the following timeline to reconcile the existing accrual schedule with the UCPath schedule:

Date Employee Leaves Accrue for the Following Pay Periods Leave Is Available in HBS On

January 25, 2020

Employee leaves accrue according to existing schedule, for pay periods ending January 11, 2020 and January 25, 2020. January 30, 2020

February 8, 2020

Employee leaves accrue for only pay period ending February 8, 2020, two weeks earlier than under the existing schedule.

February 15, 2020

March 7, 2020

Employee leaves accrue for pay periods ending February 22, 2020 and March 7, 2020, which is the first leave accrual schedule aligning with UCPath.

March 14, 2020

Aligning the leave accrual schedules prior to the go-live date will allow the University to ensure that all employees are on the correct accrual schedule and that employees’ leave accruals are accurate. The established pay periods and pay dates will not change.

If you have questions, please contact the Controller's Office Solution Center.