UCPath Time and Labor Module Brings Changes to Earnings Statements, Direct Retros, and Reports

Update: the UCPath Center has postponed this implementation, originally scheduled for April 2023. This announcement has been updated to include the current implementation timeline, now planned for May 2023. After additional testing, the UCPath Center has also confirmed that there will be no change to the look and feel of earnings statements for non-exempt employees.

The UCPath Center has set a tentative date of May 7, 2023, to implement a new Time and Labor module with the goal to simplify and improve the time collection process from campus locations by using PeopleSoft delivered functionality. While this UCPath Roadmap Project mostly brings behind-the-scenes changes to central UCPath operations, the UCSF community will see the following changes. Please note that UCSF employees will continue to use HBS to record time and leave.

Earnings Statements

Earnings statements for non-exempt employees will continue to list all earning descriptions by FLSA week.

Leave Redistribution Details in Direct Retro Transactions and Distribution of Payroll Expense Data

Financial administrators will see a change in the level of detail for the redistribution of paid leave transactions (e.g., vacation and sick leave) in UCPath and MyReports for monthly exempt employees. For each combination of chartstring, earnings code, and earnings period:

  • The new process will summarize total hours for leave earnings codes by month end date (currently distribution lines are not aggregated, and a new distribution line is created for each day that a leave is taken).
  • Distribution lines for vacation/leave offsets to Regular pay (REG and REG-like earnings codes) will also be summarized by month end date.

Example: a monthly-paid employee records vacation taken on January 3 and 4, 2023.

Current state: leave earnings distribution rows and corresponding offsets are displayed for each day of leave recorded.

Fiscal Year Accounting Period Bus Unit Fund Dept ID Project Activity Period Function Flexfield Account Retro Earn Begin Date Earn End Date Pay End Date Paycheck Date ERN/DOS Hours Amount
2023 8 SFCMP 5000 123456 1111111   72   50417 L 1/1/23 1/31/23 2/28/23 3/1/23 VAC 8 500.00
2023 8 SFCMP 5000 123456 1111111   72   50417 L 1/1/23 1/31/23 2/28/23 3/1/23 VAC 8 500.00
2023 8 SFCMP 5000 123456 1111111   72   50403 L 1/1/23 1/31/23 2/28/23 3/1/23 REG -8 -500.00
2023 8 SFCMP 5000 123456 1111111   72   50403 L 1/1/23 1/31/23 2/28/23 3/1/23 REG -8 -500.00

Future state: leave earnings distribution rows and corresponding offsets will be summarized for each earnings code and chartstring by earnings end date for the month reported.

Fiscal Year Accounting Period Bus Unit Fund Dept ID Project Activity Period Function Flexfield Account Retro Earn Begin Date Earn End Date Pay End Date Paycheck Date ERN/DOS Hours Amount
2023 8 SFCMP 5000 123456 1111111   72   50417 L 1/1/23 1/31/23 2/28/23 3/1/23 VAC 16 1000.00
2023 8 SFCMP 5000 123456 1111111   72   50403 L 1/1/23 1/31/23 2/28/23 3/1/23 REG -16 -1000.00

Salary Cost Transfer Initiators and Approvers will see these changes in Direct Retro pages for paychecks beginning with the May 31, 2023, pay end date. This change will significantly reduce the number of transactions rows when working with Old Data and New Data sections. MyReports users with access to the Transaction Detail Report (TDR) and Distribution of Payroll Expense (DPE) reports by Account or Alt Account will see the same reduction in the number of transaction rows in report outputs.

If you have questions about this change, contact the Controller’s Office Solution Center.