Redistribution of Prior Period Leave Usage in UCPath

As of January 2021, UCPath will change the way that funding is redistributed for leave taken in a prior period. Prior period leave transactions will be redistributed using the funding source in effect on the earnings end date of the leave transaction recorded in HBS. Prior to this change, UCPath redistributed prior period leave transactions based on funding distributions that were in effect for the current payroll processing cycle.

Examples of commonly used earnings codes to be redistributed for leave taken include:

  • ADM - Administrative Leave -Salaried
  • LNF - Leave-No Pay-FMLA Salaried
  • LNP - Leave-No Pay Salaried
  • RGC - REG Paid Leave-Salaried
  • EPS - Emergency Paid Sick Leave
  • SKL - Sick Leave Paid - Salaried
  • VAC - Vacation Leave-Used Salaried

The updated program will check for funding changes since the original payroll cycle in order to identify the most relevant funding for the prior period. This will include funding changes applied as a result of completed salary cost transfers and as a result of salary cost transfers in completed or approved status that are still pending posting to the General Ledger.

Here's what to expect with this change:

  • The program is being deployed only for monthly payroll and only for future payroll processing of prior period leave transactions.
  • It will apply to employees who receive regular earnings and employees with multiple components of pay (MCOP).
  • Salary costs will be distributed to the chartstrings established for reg-like earnings that were in effect when the leave was taken.
  • Negative offsets of the reg-like earnings will be generated based on the total leave earnings multiplied by the distribution percent.
  • Leave takes and negative offsets will be reported by day.

The change will be migrated to UCPath in advance of the January monthly payroll journal posting on February 2. The potential to transfer prior period leave usage posted to the General Ledger since our deployment in May 2020 is currently under review.

Example

The following example illustrates the change in the way prior period leave usage is redistributed. Transactions resulting from the former and new leave redistribution processes are provided for leave recorded in HBS using the RGC pay code for the following days:

  • 1/8/2021
  • 1/15/2021
  • 1/22/2021
  • 1/29/2021

The former leave redistribution process would yield transactions similar to the following:

Example: Former UCPath Leave Redistribution Process
Fiscal Year Acct Period Chartstring Earnings End Date Earnings Code Earnings Transaction Type

2021

1

AAAA

31-Jan-21

REG

1799.48

Regular earnings from the leave taken period

2021

1

BBBB

31-Jan-21

REG

1799.48

2021

1

CCCC

31-Jan-21

REG

5398.44

2021

2

BBBB

31-Jan-21

REG

-101.38

Negative off-set transactions

2021

2

DDDD

31-Jan-21

REG

-101.38

2021

2

AAAA

31-Jan-21

REG

-405.52

2021

2

EEEE

31-Jan-21

REG

-1419.32

2021

2

BBBB

31-Jan-21

RGC

101.38

January leave reported in February earnings period

2021

2

DDDD

31-Jan-21

RGC

101.38

2021

2

AAAA

31-Jan-21

RGC

405.52

2021

2

EEEE

31-Jan-21

RGC

1419.32

2021

2

BBBB

28-Feb-21

REG

573.31

February period earnings

2021

2

DDDD

28-Feb-21

REG

573.37

2021

2

AAAA

28-Feb-21

REG

2293.32

2021

2

EEEE

28-Feb-21

REG

8026.67

The new leave redistribution process will yield transactions similar to the following:

Example: New UCPath Leave Redistribution Process

Fiscal Year

Acct Period

Chartstring

Earnings End Date

Earnings Code

Earnings

Transaction Type

2021

1

AAAA

31-Jan-21

REG

1799.48

Regular earnings from the leave taken period

2021

1

BBBB

31-Jan-21

REG

1799.48

2021

1

CCCC

31-Jan-21

REG

5398.44

2021

2

CCCC

8-Jan-21

REG

-304.14

Negative off-set transactions

2021

2

AAAA

8-Jan-21

REG

-101.38

2021

2

BBBB

8-Jan-21

REG

-101.38

2021

2

CCCC

15-Jan-21

REG

-304.14

2021

2

BBBB

15-Jan-21

REG

-101.38

2021

2

AAAA

15-Jan-21

REG

-101.38

2021

2

CCCC

22-Jan-21

REG

-304.14

2021

2

AAAA

22-Jan-21

REG

-101.38

2021

2

BBBB

22-Jan-21

REG

-101.38

2021

2

CCCC

29-Jan-21

REG

-304.14

2021

2

AAAA

29-Jan-21

REG

-101.38

2021

2

BBBB

29-Jan-21

REG

-101.38

2021

2

AAAA

8-Jan-21

RGC

101.38

January leave reported in February earnings period

2021

2

BBBB

8-Jan-21

RGC

101.38

2021

2

CCCC

8-Jan-21

RGC

304.14

2021

2

AAAA

15-Jan-21

RGC

101.38

2021

2

BBBB

15-Jan-21

RGC

101.38

2021

2

CCCC

15-Jan-21

RGC

304.14

2021

2

AAAA

22-Jan-21

RGC

101.38

2021

2

BBBB

22-Jan-21

RGC

101.38

2021

2

CCCC

22-Jan-21

RGC

304.14

2021

2

AAAA

29-Jan-21

RGC

101.38

2021

2

BBBB

29-Jan-21

RGC

101.38

2021

2

CCCC

29-Jan-21

RGC

304.14

2021

2

BBBB

28-Feb-21

REG

573.31

February period earnings

2021

2

DDDD

28-Feb-21

REG

573.37

2021

2

AAAA

28-Feb-21

REG

2293.32

2021

2

EEEE

28-Feb-21

REG

8026.67

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