New HBS Pay Codes for Leave Entitlements

New HBS pay codes will be added in September to enable UCSF to more effectively track and administer leave entitlements and usage under federal and state protected leave regulations. To use the new leave codes, the leave of absence (LOA) must be approved and designated as a protected LOA (i.e., California Family Rights Act (CFRA), Pregnancy Disability Leave Law (PDLL), Kin Care). HR Leave Administrators will provide guidance and support on which HBS pay codes are applicable based on the employee's approved leave status.

  • Health managers can view leave records and HBS leave coding in HR Umbrella. An approved, designated leave record in HR Umbrella is required before using one of the new HBS pay codes.
  • Campus managers can review Leave of Absence guidance in PeopleConnect.

What is changing?

Prior to the addition of the new pay codes, all protected leave entitlements were recorded in HBS using the Family Medical Leave Act (FMLA) designated code. Leave usage under FMLA, CFRA, and PDLL must be reported in accordance with recent changes and expansions in federal and state protected leave laws. Leave codes should now be selected with the granularity that reflects the type of leave entitlement being taken.

Click here to review a comprehensive list of new HBS pay codes and corresponding UCPath earnings codes. Earnings codes are visible on employee earnings statements and the Distribution of Payroll Expense (DPE) reports in MyReports. Note that pay codes are tailored to timesheet groups which are determined by your collective bargaining unit, campus or UCSF Health affiliation, FLSA status (non-exempt or exempt) and pay frequency (monthly or biweekly).

Who should I contact with questions about which HBS Pay Code to use?