It’s been one year since the UCPath Center implemented the redesigned salary cost transfer (SCT) process. This initiative aimed to streamline and improve the previous direct retro (DR) process and introduced several key enhancements designed to benefit transactors across the University of California system.
Upon the initial launch, a backlog of enhancement requests was identified for a future phase. In response, UCPath initiated Phase 2 of the SCT redesign in September 2024. The primary goal of this phase is to further enhance the SCT solution to be more user-friendly and to address deferred...
Sign up before Jan. 1, 2025, to receive your 2024 1095-C and your 2024 W-2 statements electronically.
Now is a great time to update your settings in UCPath online to receive your 1095-C and W-2 tax forms electronically. And, if you’re still getting your paycheck in the mail, you can sign up for direct deposit as well.
Going paperless provides a more sustainable way to maintain secure digital access to your tax information, and signing up for direct deposit may qualify you for incentives at your bank.
Go Paperless Today: Here’s How
In UCPath online (opens in new window), select Employee...
The UCPath Center has established early payroll processing deadlines to allow for sufficient time to run their processes during the holiday season.
For the biweekly pay period ending November 23, 2024, timesheets must be entered and approved by Sunday, November 24, at 11:59 p.m.
For the biweekly pay period ending December 21, 2024, timesheets must be entered and approved by Sunday, December 22, at 11:59 p.m. Departments implementing December holiday closure or curtailment periods may need to establish and communicate earlier deadlines to ensure accurate timesheets are submitted and approved...
UCSF Health employees who earn paid time off (PTO) and have a balance that is above 75 percent of their maximum accrual will receive a payout in December 2024. The maximum accrual is two times an employee's annual accrual rate; the payout will return eligible employees to 75 percent of their maximum. The payout will be based on each employee's PTO balance as of December 7, 2024. It will not consider future committed leave.
The UCPath Center has established early payroll processing deadlines to allow for sufficient time to run their processes during the holiday season.
For the biweekly pay period ending December 21, 2024, timesheets must be entered and approved by Sunday, December 22, at 11:59 p.m.
Departments implementing holiday closure or curtailment periods may need to establish and communicate earlier deadlines to ensure accurate timesheets are submitted and approved prior to any closure. Please inform employees and supervisors of the early timekeeping deadlines and plan accordingly.
UCPath will begin processing 2024 W-2 statements in January. Get a head start on ensuring you are ready for tax season. Here are four actions you can take now to confirm your information in UCPath is complete and accurate.
Go paperless There are many good reasons to go paperless. To submit your consent to receive your tax forms electronically, log into UCPath online and navigate to the following pages.
W-2 forms: select Employee Actions > Income and Taxes > Enroll to Receive Online W-2 (job aid (opens in new window))
1095 forms: select Employee Actions > Income...
The next biannual compensatory time payout will occur at the end of October. Managers with employees who should not be paid out their comp time off (CTO) and holiday comp time (CTU) balances must complete the procedures below by 5 p.m. on October 4, 2024.
HBS Leave Requests
The compensatory time payout will not include approved CTO/CTU leave requests for future-dated leaves. Leave requests made through the HBS Leave Request page must be approved by 5 p.m. on October 4, 2024, to ensure that those hours are not paid out.
Non HBS Leave Requests – includes Clairvia/OnOrOff/other Scheduling...
UCSF Health employees who earn paid time off (PTO) and maintain a balance exceeding 75 percent of their maximum accrual will receive a payout in December 2024. The maximum accrual is twice an employee's annual accrual rate, and the payout will adjust eligible employees’ balances to 75 percent of their maximum. The payout will be calculated based on each employee's PTO balance as of December 7, 2024. It will not consider future committed leave.
UCSF is deploying a new state-of-the-art system in early 2025 called MyTime that will bring streamlined timekeeping and scheduling capabilities to UCSF and UCSF Health. MyTime will modernize the way we manage timekeeping and scheduling tasks across the campus and health system by easing manual processes and creating a better user experience.
In August, all employees received an update calling out the following timekeeping changes in conjunction with the MyTime implementation in 2025:
All non-exempt (hourly) employees will be expected to clock in and out for scheduled shifts and meal...
In July, UCPath changed how benefits expenses are recorded for retroactive pay. This change impacts the "Earn End Date" values you will see in the Distribution of Payroll Expense (DPE) reports in MyReports.
Background
Previously, retroactive charges for benefits - including consolidated benefit rates (CBRs), vacation leave assessments (VLA), and General Automobile and Employee Liability (GAEL) insurance - were incorrectly associated with the earnings period in which they were processed rather than the earnings period in which they were generated. This made it challenging for departments to...
As part of the July 2024 release, UCPath introduced enhanced features that align with the University of California Gender Recognition and Lived Name (GRLN) policy. These updates support our diversity initiatives and are designed to better represent and respect gender identity, sexual orientation, and pronouns across our university system.
Upon your first login to UCPath on or after July 15, 2024, you will be directed through a process to verify and update your personal identification preferences. Employees must update their selections or decline self-identification before accessing self-...
Effective July 1, 2024, payment processing for Graduate Student Researchers (GSR) Fellows and Trainees transitioned from the Controller's Office student stipend desk to UCPath. As part of this transition, UCPath has been configured so that Composite Benefit Rate (CBR) assessments will not be calculated for payments to GSRs in the following job codes:
003142 GSR-FELLOW-PAID DIR-NO REM
003143 GSR-FELLOW-PAID DIR-TUIT REM
003144 GSR-FELLOW-NO REM
003145 GSR-FELLOW-TUIT REM
003152 GSR-TRAINEE-PAID DIR-NO REM
003153 GSR-TRAINEE-PAID DIR-TUIT REM
003154 GSR-TRAINEE-NO REM
003155 GSR-...
Due to upcoming system updates, UCPath will be unavailable from 5 p.m. on Friday, July 12, 2024, through 6 a.m. on Monday, July 15, 2024. During this period, UCPath will not be available to all employees, managers, and transactors.
The UCPath Center advises that transactors complete all necessary UCPath transactions by 3 p.m. on July 12 to ensure timely processing. Funding Entry and Salary Cost Transfer Initiators and Approvers should continue to follow established transaction processing deadlines posted in the Payroll Processing Calendar.
Beginning August 1, 2024, the Controller’s Office will stop providing regular office hours for Funding Entry and Salary Cost Transfer Initiators and Approvers. The Controller's Office has conducted regular weekly office hours since June 2020, when UCSF went live on UCPath. Office hours provide the opportunity to ask questions in a group setting and to benefit from the answers to questions asked by colleagues.
We have reached a stable point following the Salary Cost Transfer Redesign go-live in November 2023, in which several longstanding defects and transactor pain points were resolved...
Funding Entry Initiators can consult a new job aid (opens in new window) that addresses two common scenarios for handling funding entry for Health Sciences Compensation Plan (HSCP) faculty supported by 19xx state funds.
UCSF guidelines restrict the use of state sources for salary support above Scale 0 for HSCP faculty. UCPath does not currently provide warnings or error messages to enforce this restriction, and departments are responsible for ensuring that funding entry is correct and allowable at the time of funding entry and approval.
Access the job aid and additional training resources...
Note the following UCPath year-end processing timelines.
Final Fiscal Year 2023-24 Salary Cost Transfer/Direct Retro Processing
The UCPath Center deadline to approve all direct retros in UCPath is 5 p.m. on Thursday, July 4, 2024, and the deadline to approve all salary cost transfers is 8 p.m. on Sunday, July 7, 2024, in order for transactions to be recorded in fiscal year 2023-24.
Salary Cost Transfer/Direct Retro Initiators and Approvers are advised to submit and approve any required Salary Cost Transfers/Direct Retros as early as possible. The Payroll Processing Calendar on the...
We are pleased to announce that UCSF will deploy a new integrated timekeeping and scheduling system called MyTime. This solution, expected to go live in early 2025, aims to improve workforce management using advanced technology that is secure, easy to use and mobile friendly. Read the May announcement (opens in new window) on the Finance and Administrative Services website. More information will be shared as the project progresses. Employees and managers are encouraged to stay informed by visiting the MyTime project web page (opens in new window).
The fiscal year-end funding rollover program is scheduled to run at the end of June 2024. This process requires a "freeze" period during which Funding Entry Initiators and Approvers cannot enter, update, submit, or approve funding transactions in UCPath. Review important dates, deadlines, and actions below, as well as how to get help during this year’s rollover activities.
About the Fiscal Year-End Funding Rollover Process
Funding for the distribution of payroll expenses is entered and recorded in UCPath on a fiscal year basis. At fiscal year-end, central processing units at the UCPath...
Department Salary Cost Transfer Initiators and Approvers should start preparing now for fiscal year-end close. In order to be recorded in Fiscal Year 2023-24, all salary cost transfers must be approved in UCPath by 8 p.m. on Sunday, July 7, 2024, and all direct retros must be approved in UCPath by 5 p.m. on Thursday, July 4, 2024.
The Payroll Processing Calendar on the Controller’s Office website includes additional updates to salary cost transfer and direct retro batch processing during fiscal year end.
Review the following reminders to help minimize processing delays in UCPath in...
In September 2023, the UCPath Center reported that certain payroll adjustment transactions were backlogged due to unanticipated vacancies and volume.
The UCPath Center provided the following update as of March 22, 2024, for payroll adjustments that will result in a change to an employee’s 2023 wage information and a corrected W-2 form (W-2C) for the 2023 tax year.
For adjustments submitted to UCPath Center by the November 17, 2023, deadline:
Electronic W-2Cs will be available by April 1, 2024
UCPath notified 89 UCSF employees about their W-2Cs via email on March 13, 2024; those...
UPDATE: This announcement was updated to reflect corrected pay dates and deadlines. The compensatory time payout will occur on April 18, 2024. All leave requests must be approved in HBS or submitted using the SmartSheet request form by 5 p.m. on April 10. If you need further assistance, contact the Controller's Office Solution Center.
The next twice yearly compensatory time payout will occur on April 18 as a separate off-cycle payment. The payout will be based on each employee's comp time off (CTO)/holiday comp time (CTU) balance as of March 30.
CNA employees will be paid down to 36...
Due to upcoming system updates, UCPath will be unavailable from 12 p.m. on Friday, March 8, 2024, through 6 a.m. on Monday, March 11, 2024. UCPath will not be available to all employees, managers, and transactors.
The UCPath Center advises that transactors complete all necessary UCPath transactions by 3 p.m. on March 7 to ensure timely processing. Funding entry and salary cost transfer initiators and approvers should follow established processing deadlines posted in the Payroll Processing Calendar.
With the March updates, UCPath will make several improvements to the Ask...
When funding information is missing or invalid, UCPath posts corresponding payroll expenses to a department default chartstring. While this practice reduces the occurrence of payroll suspense items and gives greater visibility to identify and fix funding distribution issues, additional effort is required by departments to perform corrections using the UCPath Salary Cost Transfer/Direct Retro process.
The quick reference guide, Understanding Department Default and Catch-All Funding Sources (opens in new window) (MyAccess login required), contains guidance for Funding Entry Initiators...
Important announcements from the HBS Processing Center:
The UCSF Health Floating Holiday for the César Chávez Day holiday (March 29) is scheduled to post on March 7, 2024, for employees in the following collective bargaining units:
Clerical & Allied Services – CX
Registered Nurses – NX
Skilled Craft – K2
Technical - TX
Non-Represented – 99
For details about the availability of this floating holiday visit the Controller’s Office website.
Members of the Registered Nurses - NX collective...
Human Resources and Payroll developed a new timesheet change form for requesting changes to campus employee timesheets after the pay period has closed in HBS. The new form is available on the Controller’s Office website.
The prior forms will only be accepted through March. If you have bookmarked the prior forms or have a copy of the form saved locally, please update your systems with the new form.
You can submit completed forms to Human Resources by submitting an HBS Timekeeping case in PeopleConnect (opens in new window) and attaching the completed form.
Features of the new form include...
The 2024 Payroll Processing Calendar is now available on the Controller’s Office website. It reflects current payroll journal posting dates for on-cycle batches through December. Included in the calendar are local processing deadlines to initiate and approve funding entry transactions in time for each posting date. Salary cost transfer deadlines and direct retro processing dates are available for the month of January.
You can access up-to-date schedules directly on the Payroll Processing Calendar page. As a best practice, consult the current schedule rather than printing or saving a copy...
The Controller’s Office conducted 23 instructor-led training classes between October and December to help Salary Cost Transfer Initiators and Approvers prepare for the redesigned salary cost transfer process that went live on November 13, 2023.
This month, training will transition to a new eLearning course available in the UC Learning Center. The new course (opens in new window), UCPath Salary Cost Transfer Entry and Approval Process, is required before new Salary Cost Transfer Initiators and Salary Cost Transfer Approvers can be granted access and enter or approve cost transfers in UCPath...
Due to upcoming planned maintenance, all UCPath general ledger (GL) pages will be unavailable from 12 a.m. on Thursday, January 4, 2023, through 12 p.m. on Monday, January 8, 2023.
This outage will include access to all UCPath pages for funding entry, salary cost transfers, direct retros, and benefit cost transfers. Transactors cannot view or submit funding entry, salary cost transfer, benefits cost transfer or budget distribution transactions during this downtime. Please complete all necessary UCPath transactions before the outage begins.
With the start of the new calendar year, all employees should review these important deadlines related to pay, taxes, and benefits and take action as needed.
January 12, 2024: Tax information deadline
UCPath will begin to process W-2s in late January. To ensure the information on your W-2 is complete, accurate, and reaches you, take the following steps by January 12, 2024:
Opt-in for electronic W-2. The secure and convenient way to receive your W-2. To sign up, log in to UCPath online, then select Employee Actions > Income and Taxes > Enroll to Receive Online W-2.
Verify personal...
To safeguard employee data, UCPath now sends an email notification to employees whose direct deposit information has been updated.
This verification email is legitimate and is part of UCPath’s enhanced security protocols. If you authorized this change, no further action is required. If you did not make this change, or if you're uncertain, it's important to contact UCPath right away to verify that your account is still accurate. Contact UCPath at (855) 982-7284, Monday to Friday, 8:00 a.m. - 5:00 p.m.
UCPath is introducing this new security measure in response to recent phishing attempts....
The UCPath Center has established early payroll processing deadlines to allow for sufficient time to run their processes during the holiday season.
For the biweekly pay period ending December 23, 2023, timesheets must be entered and approved by Saturday, December 23, at 11:59 p.m.
Departments implementing holiday closure or curtailment periods may need to establish and communicate earlier deadlines to ensure accurate timesheets are submitted and approved prior to any closure. Please inform employees and supervisors of the early timekeeping deadlines and plan accordingly.
The deadlines to sign up for electronic tax forms are before Jan. 1, 2024, to receive your 2023 1095-C electronically and before Jan. 12, 2024, to receive your 2023 W-2 statement electronically.
Now is a great time to update your settings in UCPath online to receive your 1095-C and W-2 tax forms electronically. And, if you’re still getting your paycheck in the mail, you can sign up for direct deposit as well.
Going paperless provides a more sustainable way to maintain secure digital access to your tax information, and signing up for direct deposit may qualify you for incentives at your bank...
On November 13, the UCPath Center successfully completed the implementation of the redesigned Salary Cost Transfer process.
Accessing Salary Cost Transfer Pages
Moving forward, Salary Cost Transfer Initiators and Approvers can access the new salary cost transfer pages from the Direct Retro folder within General Ledger Administration. You may want to create new favorites for these pages for quick access if you haven’t already.
All transfers required on paychecks prior to October 2021 should be reviewed and completed as soon as possible. The existing direct retro pages will remain available...
UCPath will begin processing 2023 W-2 statements in January. Get a head start on ensuring you are ready for tax season. Here are four actions you can take now to confirm your information in UCPath is complete and accurate.
Go paperless. There are many good reasons to go paperless. To submit your consent to receive your tax forms electronically, log into UCPath online and navigate to the following pages.
W-2 forms: select Employee Actions > Income and Taxes > Enroll to Receive Online W-2 (opens in new window)
1095 forms: select Employee Actions > Income and Taxes >...
The UCPath Center has established early payroll processing deadlines to allow for sufficient time to run their processes during the holiday season.
For the biweekly pay period ending December 23, 2023, timesheets must be entered and approved by Saturday, December 23, at 11:59 p.m.
Departments implementing holiday closure or curtailment periods may need to establish and communicate earlier deadlines to ensure accurate timesheets are submitted and approved prior to any closure. Please inform employees and supervisors of the early timekeeping deadlines and plan accordingly.
UCPath’s new Salary Cost Transfer (SCT) process is launching on November 13, 2023. It will streamline the existing Direct Retro process, resolve existing defects, and provide improved data accuracy.
Here’s how to prepare for the go-live. Please contact the Controller’s Office Solution Center with any questions.
Required Training
All Salary Cost Transfer Initiators and Approvers should attend an instructor-led Zoom training session on the new tool to prepare for go-live. Current users will find a link to register for The Redesigned Salary Cost Transfer Entry and Approval Process (...
UCSF Health employees who earn paid time off (PTO) and have a balance that is above 75 percent of their maximum accrual will receive a payout in December 2023. The maximum accrual is two times an employee's annual accrual rate; the payout will return eligible employees to 75 percent of their maximum. The payout will be based on each employee's PTO balance as of December 9, 2023. It will not consider future committed leave.
Effective October 1, 2023, members of the Postdoctoral Scholars Unit (PX) systemwide bargaining unit are eligible for reimbursement of up to $2,500 annually for qualifying childcare expenses. Details about this benefit, eligibility, submission requirements, and the reimbursement process are available in a new resource, Childcare Benefits for Postdoctoral Scholars (opens in new window) on the UCSF Human Resources website.
Departments are responsible for tracking childcare related expenses and ensuring employees do not exceed annual reimbursement levels provided for in the contract. While all...
UCSF Health employees who earn paid time off (PTO) and have a balance that is above 75 percent of their maximum accrual will receive a payout in December 2023. The maximum accrual is two times an employee's annual accrual rate, and the payout will return eligible employees to 75 percent of their maximum. The payout will be based on each employee's PTO balance as of December 9, 2023. It will not consider future committed leave.
The next twice-yearly compensatory time payout (opens in new window) will occur at the end of October. Managers with employees who should not be paid out their comp time off (CTO) and holiday comp time (CTU) balances must complete the procedures below by 5 p.m. on October 11, 2023.
HBS Leave Requests
Approved CTO/CTU leave requests for future-dated leaves will not be included in the compensatory time payout. Leave requests made through the HBS Leave Request page must be in an approved state by 5 p.m. on October 11, 2023, to ensure that those hours are not paid out.
Non HBS Leave Requests...
In September, the UCPath Center reported that certain payroll adjustment transactions are backlogged due to unanticipated vacancies and volume. The affected transactions include:
FICA/retirement adjustments
Out-of-state adjustments
Overpayments
Earn code reclassifications
Check reissues
While working to fill vacancies, UCPath is reassigning other resources to address the backlog and expects to reduce it by 50 percent within 90 days. UCPath will provide updates on the transaction backlog as they are available.
If you need assistance checking on the status of a pending payroll...
The UCPath Center kicked off a new project in August that aims to improve general ledger (GL) assessment data accuracy and reduce data duplication through UCPath process, page, and configuration enhancements.
The Rewrite GL Assessment project will enable UCPath to scale back on current customizations and leverage existing PeopleSoft functionality. UC campus locations will benefit by receiving additional detail in the labor ledger to enhance financial reporting and reconciliation.
According to the current project timeline, UCPath is planning for a July 2024 go-live. The UCPath project team...
On September 28, 2023, Funding Entry Initiators and Approvers were notified via email about the recent completion of October 2023 faculty range adjustments in UCPath. These adjustments resulted in compensation changes for employees, effective 10/1/2023. In some cases, an employee’s total compensation changed. In other cases, the total compensation remained the same but there was a change to individual pay component amounts (e.g., HSR, HSP, HSN).
When an employee receives a compensation change, Funding Entry Initiators are responsible to align the employee’s funding distributions to match the...
UPDATE: The UCPath Center moved the implementation date to November 13, 2023, one week earlier than previously announced. Salary Cost Transfer and Funding Entry Initiators and Approvers were notified of the change by email on October 12, 2023. The following announcement has been updated to reflect the information shared by email, including transaction processing deadlines prior to the implementation. The Controller’s Office will continue to keep all Salary Cost Transfer Initiators and Approvers informed via the UCPath-Users listserv as information becomes available.
Please review the details...
UCPath’s redesigned salary cost transfer process is scheduled to go live on November 19, 2023. After extending the timeline, the UCPath Center selected the November date based on input from all UC locations. UCSF has since kicked off our user acceptance testing phase on August 3, 2023, with over 50 participants from across campus departments and central processing teams.
The redesigned process aims to improve on the current process by:
Reducing data entry and processing complexity
Providing greater flexibility to transfer individual distribution lines
Allowing users to save transactions...
As part of the UC Gender Recognition and Lived Name Policy (opens in new window), UCPath is being upgraded to display an employee’s lived name throughout the system.
Beginning on June 20, 2023, an employee's lived name recorded in UCPath will display in “Name” fields throughout the system and will be visible to the employee, managers, UCSF transactors, and UCPath Center staff. Legal names will only be visible to authorized users and on pages where the use of a legal name is required.
Learn more about how UCSF has begun to implement the Gender Recognition and Lived Name Policy (opens in new...
On June 20, 2023, the HBS timekeeping system will display an employee’s full lived name when one is recorded in UCPath. After a prior enhancement in May 2021, HBS currently displays a lived or preferred first name on timesheets when one is recorded in UCPath. HBS will align with the June UCPath Lived Name implementation to display the full lived name on all screens across the timekeeping system.
Searching by name in HBS will search an employee’s lived name as it is recorded in UCPath. Enhanced HBS search functionality will enable users to search for employees using either their last name,...
UCPath is upgrading the underlying Oracle PeopleSoft Human Capital Management (HCM) platform from version 37 to version 44. This upgrade will address several defects and will enable future improvements. In conjunction with the upgrade, some UCPath users will experience new enhancements to the Fluid User Interface (UI) navigation in UCPath.
Who Is Affected by This Change?
Only users with a transactor role will see improved navigation changes in UCPath. Transactors include campus department Funding Entry and Salary Cost Transfer Initiators and Approvers, and central teams in Human...
Note the following UCPath year-end processing timelines, including a revised deadline to submit salary cost transfers for fiscal year 2022-23.
Final Fiscal Year 2022-23 Salary Cost Transfer Processing
The UCPath Center has extended the deadline to approve all salary cost transfers (Direct Retros) in UCPath until 5 p.m. on Friday, July 7, 2023, in order to be recorded in fiscal year 2022-23. The final salary cost transfer batch of the fiscal year will be executed by the UCPath Center after 5 p.m. on July 7.
Salary Cost Transfer Initiators and Approvers are advised to submit and...
The fiscal year-end funding rollover program is scheduled to run at the end of June 2023. This process requires a "freeze" period during which Funding Entry Initiators and Approvers cannot enter, update, submit, or approve funding transactions in UCPath. Review important dates, deadlines, and actions below, as well as how to get help during this year’s rollover activities.
About the Fiscal Year-End Funding Rollover Process
Funding for the distribution of payroll expenses is entered and recorded in UCPath on a fiscal year basis. At fiscal year-end, central processing units at the UCPath...
Monday, May 29, 2023, is the last day for managers to approve timesheets for the biweekly pay period ending May 27. As this deadline falls on a UCSF holiday, encourage employees to submit timesheets with enough time for managers to review and submit approvals before the period closes to editing.
Employees and managers who want to avoid submitting and approving timesheets on the holiday should be sure that timesheets are approved by May 26.
Update: this announcement was updated to reflect the UCPath Center's decision to extend the final salary cost transfer processing deadline from July 3 to July 7.
Department salary cost transfers users should start preparing now for fiscal year-end close. All salary cost transfers (Direct Retros) must be approved in UCPath by 5 p.m. on Friday, July 7, 2023, in order to be recorded in fiscal year 2022-23. The final salary cost transfer batch of the fiscal year will be executed by the UCPath Center after 5 p.m. on July 7. The Payroll Processing Calendar on the Controller’s Office website...
On April 30, 2023, the University of California began using The Work Number, a third-party employment verification vendor, to verify employment and income for student employees. Student employees no longer need to contact the UCPath Center for employment verification.
The UCPath Center notified student employees by email and provided instructions for opting out and managing data stored in The Work Number. Student employees may opt out (opens in new window) using UCPath online.
For student employees opting out by 5 p.m. on April 30, no information will be submitted to The Work Number....
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...
In response to managers’ requests and to support ongoing efforts to ensure timely timesheet approval, HBS has recently enabled the following reports for all managers and timesheet approvers:
BW Completion/Approval – displays completed (submitted) and approved biweekly (BW) timesheets by individual employee
MO Completion/Approval – displays completed (submitted) and approved monthly (MO) timesheets by individual employee
Completion/Approval Compliance by TSG – displays percentage of completed (submitted) and approved timesheets by Timesheet Group (TSG)
Completion/Approval Compliance by...
The UCPath Center announced a new go-live date of November 19, 2023, for the redesigned salary cost transfer (SCT) process. In December, the UCPath Center announced they were reevaluating the March 2023 go-live date for the SCT Redesign project and that the system integration phase of the project would be extended. With the additional time, the UCPath Center completed a focused analysis to understand inconsistencies in percent of effort calculations across UCPath pages and processes. These inconsistencies require manual reconciliation by users in order to tie Distribution of Payroll Expense (...
In July 2019, UCSF implemented a policy to provide Health Sciences Compensation Plan (HSCP) faculty a 12-week childbearing and childrearing (CB/CR) leave benefit. To support CB/CR leaves the campus applies an assessment to HCOMP faculty salaries. Salary and benefit expenses incurred while on a CB/CR leave are charged to the faculty’s normal department funding and are reimbursed from the CB/CR assessment pool.
Relief to department funding for CB/CR leaves has been completed by salary cost transfer since 2019. This relief method has been inconsistent and slow since the transition to UCPath,...
Update: a previous version of this announcement did not include the go-live date. The announcement was also updated to include a training video link.
On April 17, 2023, UCPath will update the Ask UCPath support site with a new design that improves access to information for all employees submitting an inquiry to the UCPath Center. Users will experience a redesigned landing page with the following features:
Enhanced "Quick Search" for fast access to frequently requested content
A list of trending topics with commonly requested items like tax forms
A frequently asked questions (FAQ)...
UCSF is enhancing the HBS Timekeeping System to address invalid chartstring values, also known as FAU (Full Accounting Unit) values. Effective as of the biweekly pay period ending February 4, 2023, this enhancement prevents the transmission of invalid chartstrings from UCPath and removes existing invalid and expired chartstrings.
HBS users can expect to see the following changes:
Current Timesheets
Upon clicking <FAU Look Up> on the current timesheet, the Chart String Lookup functionality will search for and display only valid and chargeable chartstrings. A UCPath account code has...
Effective January 1, 2023, Senate Bill 1334 changed the rules about mandated meal and rest periods for public employers, including the University of California. SB 1334 applies to non-exempt employees of the University who provide direct patient care or support direct patient care in a general acute care hospital, clinic, or public health setting. Covered employees are entitled to one unpaid 30-minute meal period on shifts over five hours, and a second meal period on shifts over 10 hours. Employees are also entitled to one paid 10-minute rest break per four hours worked.
UCSF Human Resources...
To ensure UCSF complies with applicable federal, state, and local laws and regulations, as well as UC policy and labor agreements, managers and timesheet approvers must approve timesheets in a timely manner. Approving timesheets by established deadlines is necessary for UCSF to ensure that employees receive a correct paycheck for each pay period and the correct accruals for the month. Failure to approve timesheets by the established deadline for each pay period may result in your employee being over- or underpaid.
Established timelines for timesheet submission and approval are as follows...
The UCPath Center is reevaluating the recently announced March 18, 2023 go-live for the Salary Cost Transfer (SCT) Redesign project. The integration testing phase of the project uncovered systemic defects related to inconsistent dollar and effort percent results during GL processing. The UCPath Center is assessing options for remediation and working with campus Controllers to determine a new go-live date.
More information will be shared as a new timeline is finalized.
UCPath begins processing 2022 W-2 statements in late January. Employees from all UC locations will receive one W-2 statement from UCPath.
Please take the following steps by January 13, 2023, to ensure the information on your W-2 is complete and accurate.
Verify your personal email and home address in UCPath online. Even if you elect to receive an electronic W-2, it’s important to keep your personal information up to date (opens in new window).
Verify your dependents. The Affordable Care Act (ACA) requires UC to make reasonable efforts to obtain Social Security numbers for employees,...
The Pay for Family Care and Bonding (PFCB) program introduced in July 2021 is expanding (opens in new window). In 2023, the income replacement offered by PFCB will increase from 70% to 100% of eligible earnings. The increase is effective Jan. 1, 2023, for employees paid on a monthly basis and December 25, 2022, for employees paid on a biweekly basis and is available for up to eight workweeks per calendar year.
Required changes to support the expanded program in HBS are underway and are expected to be delivered in January 2023. Expected changes on HBS timesheets are as follows:
Some...
In December, HBS was enhanced to apply new daily overtime rules for employees in the Clerical and Allied Services Unit. Employees covered under the Clerical and Allied Services Unit contract earn overtime when work hours exceed the hours of a full-time employee’s regular daily schedule on pay status or when hours exceed forty hours on pay status in a work week. The new daily overtime provision allows that an employee whose work hours exceed their regular scheduled shift of eight hours, or more, a day will earn overtime.
Overtime hours for hours worked in excess of eight hours are...
The UCPath Center announced a new go-live date of March 18, 2023, for the redesigned salary cost transfer (SCT) process. As previously announced, the timeline is being extended due to delays in development and the need for significant defect remediation. The UCPath Center and UC campus Controllers selected the new timeline to ensure sufficient time for testing and preparing location users for this change.
This month, UCSF’s project team will begin user acceptance testing, which will include testing activities by campus department transactors nominated by our UCPath Customer Advisory Board....
As previously announced, UCPath is changing the chartfield order displayed on several pages, including Direct Retro and Funding Entry inquiry and data entry screens. Beginning December 12, transactors in UCPath will need to enter chartstrings following the order of the new systemwide Common Chart of Accounts (CCOA).
This change will be a visual update only to align UCPath with the CCOA chartfield order. Chartfield labels will continue to match UCSF’s chart of accounts, only in a different order. Transactors can download the new UCPath Common Chart of Accounts Display Order (opens in new...
Monday, December 26 is the last day for managers to approve timesheets for the biweekly pay period ending December 24. As UCSF holidays on Friday, December 23 and Monday, December 26 overlap with the close date for the pay period, encourage employees to submit timesheets with enough time for managers to review and submit approvals before the period closes to editing.
Employees and managers who want to avoid submitting and approving timesheets on the holiday should be sure that timesheets are approved by December 22.
In December, UCPath will change the chartfield order displayed on several pages, including Direct Retro and Funding Entry inquiry and data entry screens.
The UC Office of the President (UCOP) recently established a new systemwide Common Chart of Accounts (CCOA) for use within all UC systemwide financial applications in order to create a consistent financial reporting structure at the UC systemwide level. As part of this effort, UCPath is updating the chartfield order to allow for the uniform display and entry of chartstrings across all UC locations.
UCSF will continue to maintain our local...
The UCPath roadmap project to improve the user experience and reduce the complexity of the salary cost transfer process is delayed. The timeline is being extended due to delays in development and the need for significant defect remediation. The extended timeline will also ensure sufficient time for testing and to prepare system users for this change. A new go-live date is under discussion between locations and the UCPath Center.
While the delay means we must continue to work within the limitations of the current Direct Retro tool a bit longer, the new timeline will allow for more time for...
On October 12, UCPath introduced virtual agents to its phone service. Employees calling UCPath now experience the following:
After authenticating their identity, callers will be greeted by a virtual agent.
The virtual agent can answer several common questions, such as questions about W-2s, paychecks, vacation and sick accruals, direct deposit, employment verification, and Public Service Loan Forgiveness forms.
Callers will still hear the average wait time while on hold to speak with an agent.
The virtual agent feature will continue to be updated over time to handle a broader range of...
In November, the UCPath Center will implement an automated process to deactivate systemwide general deductions, additional pay, active stipends, and active direct deposits for terminated employees with no active appointments 60 days after their separation date. The automated process does not apply to garnishments or locally managed deductions (i.e., parking/transit, resident benefits). This change represents best payroll practice and ensures up-to-date employee records, reducing the risk of incorrect or invalid payments.
To ensure delivery of tax forms and any payments due after separation,...
On October 15, 2022, UCPath implemented the PeopleSoft Fluid User Interface (UI). Users with transactor and inquiry roles now navigate to lookup and data entry pages using the new PeopleSoft Homepage menu and Fluid navigation tiles.
Transactors should note that session timeouts on the PeopleSoft Homepages are controlled by timeouts on the main UCPath online portal. If you have a UCPath online portal page open in a separate tab or window while actively working in the application, your session will end if one of these periods of inactivity is reached:
60 minutes of inactivity on the UCPath...
UCSF Health employees who earn paid time off (PTO) and have a balance that is above 75 percent of their maximum accrual will receive a payout in December 2022. The maximum accrual is two times an employee's annual accrual rate, and the payout will return eligible employees to 75 percent of their maximum. The payout will be based on each employee's PTO balance as of December 10, 2022. It will not consider future committed leave.
The next twice-yearly compensatory time payout will occur at the end of October 2022. Managers with employees who should not be paid out their comp time off (CTO) and holiday comp time (CTU) balances must complete the procedures below by 5 p.m. on October 11, 2022.
HBS Leave Requests
Approved CTO/CTU leave requests for future-dated leaves will not be included in the compensatory time payout. Leave requests made through the HBS Leave Request page must be in an approved state by 5 p.m. on October 11 to ensure that those hours are not paid out.
Leave Requests through Clairvia, OnOrOff, and...
The UCPath Fluid User Interface (UI) will arrive on October 15, 2022, one week earlier than previously announced. The UCPath Center moved the go-live date to minimize impacts to the established payroll processing schedule.
Several resources are now available to help you prepare for using the Fluid UI in UCPath. Review the resources below and take any necessary actions by the dates indicated.
Who Is Affected by this Change?
Only users with a transactor or inquiry role will see a change in UCPath. This includes campus department Funding Entry and Salary Cost Transfer Initiators and...
UCPath is on track to deliver a significantly redesigned Salary Cost Transfer process to UC campus locations. The redesigned process aims to improve the UCPath experience for the more than 600 Salary Cost Transfer Initiators and Approvers at UCSF by:
Reducing the complexity of current data entry and processing steps
Addressing data accuracy, page performance, and processing performance issues
Allowing greater flexibility to transfer distribution lines by earnings end date without paycheck restrictions
Adding system logic to enforce validation only for distribution lines being...
Update: an earlier version of this announcement stated this change will be implemented on October 22, 2022. It has been updated to reflect a revised implementation date by the UCPath Center of October 15, 2022.
On October 15, 2022, UCPath will implement PeopleSoft's Fluid User Interface (UI), bringing a simplified way for users with transactor roles to navigate within UCPath.
Who is affected by this change?
Only users with a transactor role will see a change in UCPath. Transactors include campus department Funding Entry and Salary Cost Transfer Initiators and Approvers, and central teams...
Starting October 1, 2022, employees will receive most supplemental payments on their regularly scheduled (on-cycle) payday instead of receiving an off-cycle payment. Supplemental payments to be paid on-cycle include clinical incentives and SPOT awards; moonlight payments will continue to be paid off-cycle.
This change increases the timeliness of supplemental payments for UCSF employees and aligns with the broader UC standard processing for supplemental payments.
Read more on UCSF’s Human Resources website (opens in new window), including guidance on updating your tax withholdings in...
A technical issue resulted in several delayed or missed HBS notifications between April and August. We are happy to report that all HBS notifications are now working as expected. We apologize for the inconvenience the missed notifications have caused.
Beginning this month, HBS will email new alerts to help employees, timesheet group owners, and supervisors monitor vacation and PTO balances. The following monthly notifications will be sent when UCPath balances transmitted to HBS for the most recent accrual period are approaching or exceed the accrual limit:
Approaching Maximum Alert: Sent...
Audit & Advisory Services recently added six metrics to the Financial Management Dashboard (opens in new window), including two new metrics to help departments identify payroll transactions requiring corrections:
Payroll Default Chartstrings: Identifies campus payroll transactions requiring correction after posting to department default chartstrings due to invalid funding setup
Payroll Transactions in Suspense: Identifies campus payroll transactions requiring correction after posting to payroll suspense due to invalid funding setup
As a best practice, departments should regularly...
A new reference guide is available to help you understand key topics related to your vacation and paid time off (PTO) leave. Understanding Leave Balances in HBS and UCPath addresses:
How and when leave accruals and service credits are calculated
Differences between viewing leave balances in UCPath and HBS
Understanding vacation/PTO maximum caps
Requesting vacation/pto maximum grace period exceptions
We know that navigating your leave balance information can be complicated, as different policies apply based on an employee's applicable policy or collective bargaining agreement. Do you...
The fiscal year-end funding rollover program is scheduled to run at the end of June 2022. This process requires a "freeze" period during which Funding Entry Initiators and Approvers cannot enter, update, submit, or approve funding transactions in UCPath. Review important dates, deadlines, and actions below, as well as how to get help during this year’s rollover activities.
About the Fiscal Year-End Funding Rollover Process
Funding for the distribution of payroll expenses is entered and recorded in UCPath on a fiscal year basis. At fiscal year-end, central processing units at the UCPath...
All salary cost transfers (Direct Retros) for payroll that originated in UCPath must be approved by 5 p.m. on July 5 in order to be recorded in fiscal year 2021-22. The final salary cost transfer batch of the fiscal year will be executed by the UCPath Center after 5 p.m. on July 5. The Payroll Processing Calendar on the Controller’s Office website includes additional updates to salary cost transfer batch processing during fiscal year end.
Review the following reminders to help minimize delays in processing salary cost transfers in UCPath in preparation for year-end close.
Confirming Valid...
The temporary extension (opens in new window) allowing policy-covered staff employees additional time to take vacation/PTO leave, in order to bring their accrual balances below the maximum, ends on June 30, 2022.
Effective July 1, 2022, an employee whose balance exceeds the maximum vacation/PTO accrual limit will no longer accrue additional vacation/PTO hours until the balance is reduced below the maximum. The employee will not lose accrued vacation hours; any hours accrued by June 30, 2022, will remain in the employee’s balance, but the employee will not accrue additional hours until their...
The Mass Funding Upload Template for UCPath Funding Entry was updated recently to streamline processing. This template provides the option to update funding through a mass file upload for multiple employees who are not funded using the Salary Cap/MCOP Funding Worksheet.
Users should download the latest version of the template with each submission and review instructions in the first tab. It is important to note the following guidelines:
Data provided for each position must represent a complete funding entry. All rows for each ERN code must total 100% (as is required when entering funding...
At the end of April, the UCPath Center resolved an intermittent UCPath defect (opens in new window) impacting the total compensation displayed within the Funding Entry Inquiry page. First identified in 2020, the defect resulted in the incorrect monthly salary amount in the Compensation Data Snapshot of the Salary Cap/MCOP Funding Worksheet page when accessed from Funding Entry Inquiry.
The Compensation Data Snapshot allows a user to review the employee’s current and previously effective compensation, based on the employee’s history of job changes. It was updated to display the most recent...
To help plan for fiscal year-end, finance administrators should note these upcoming UCPath activities. Look for further information to prepare for key payroll processing deadlines in the June edition of the Controller's Office Newsletter.
Fiscal Year-End Funding Rollover
The UCPath fiscal year-end funding rollover program is scheduled to run at the end of June 2022. This process requires a freeze period during which all Funding Entry Initiators and Approvers cannot enter, update, submit, or approve funding transactions in UCPath. The UCPath Center has announced that the freeze period for...
In April, we introduced UCPath Finance at a Glance, a new monthly communication for UCSF’s community of UCPath transactors and finance administrators. Born out of feedback from UCSF's UCPath Customer Advisory Board (opens in new window) on how to improve communications to department transactors, it provides a monthly digest of recent news, updates to known issues, and enhancement initiatives relevant to our finance community.
UCPath Finance at a Glance is distributed by email to individuals on the UCPath-Users listserv and is also available as an opt-in mailing list. If you are not on the...
Human Resources, the Office of the Registrar, and the Controller’s Office have updated administrative holiday dates to align with the UC-wide holiday calendar established in UCPath. UCSF's observed December and early January holidays will be:
Friday, December 23, 2022
Monday, December 26, 2022
Friday, December 30, 2022
Monday, January 2, 2023
Check relevant calendars and schedules as they may have changed to align with the new dates:
Campus Human Resources Transactional Services Unit (TSU) processing calendar (opens in new window) (login required)
Office of the Registrar’s...
A UCPath defect (opens in new window) that has resulted in incorrect hours, pay percentages, and effort percentages on the Distribution of Payroll Expense (DPE) reports since October 2021 will be resolved this month. The defect is observed on leave earnings distribution lines and the corresponding “Reg-like” offsetting lines where the lines do not have equal and opposite hours and effort percent. When running the DPE by earnings end date, the effort percent and hours will be slightly off. Paycheck amounts were not impacted.
The defect was partially resolved with the posting of the...
In December, we identified a UCPath defect (opens in new window) resulting in extra distribution lines with zero dollar amounts in the Old Data and New Data sections of the Direct Retro page. Initially, users were able to delete these lines in order to submit transactions. Beginning in March, we observed an increase in the number of users who were not able to delete these lines and encountered an invalid chartstring error that prevented submission of the Direct Retro transaction.
At the end of March, the UCPath Center implemented a partial solution that:
Prevents the creation of zero...
After closing the December 2021 pay period in HBS, a system error prevented some leave reported in HBS from being sent to UCPath.
This error affected monthly employees who reported leave on their December timesheet prior to the timesheet close on January 7, 2022. As a result:
Impacted monthly employees who were at or approaching their vacation max in UCPath did not accrue leave.
Leave balances of impacted employees are incorrect in UCPath.
To resolve this issue, the UCSF Payroll Office will send a separate time file to UCPath containing the missing leave, as part of the March monthly...
UPDATE: the University has extended the time to use any remaining 2022 EPSL or 2021 EPSL entitlement from September 30, 2022, to December 31, 2022. Read additional details about this change on UCnet (opens in new window). See the 2022 Emergency Paid Sick Leave (EPSL) Notice and Request Form (opens in new window) for details about how to request EPSL.
The UC Office of the President (UCOP) announced additional Emergency Paid Sick Leave hours for 2022 (2022 EPSL) (opens in new window) on February 23, 2022. Here are the highlights:
Full-time employees are eligible for up to 80 hours of paid...
Beginning in February UCPath transactors will be able to enter funding subject to a salary cap for a biweekly paid employee directly in the main Funding Entry and Direct Retro pages without being routed to the Salary Cap/MCOP Worksheet. The existing Salary Cap/MCOP Worksheet was designed to enforce salary cap compliance for salaried employees paid monthly and cannot correctly calculate salary cap compliance for hourly employees paid biweekly. The requirement to use the MCOP Worksheet was removed for hourly paid employees to allow transactors to complete their entries more easily.
A new...
The UCSF chartstring validation interface with UCPath will be updated later this month to allow for more flexibility when validating sponsored award chartstrings on Funding Entry and Salary Cost Transfer pages in UCPath. Currently, Funding Entry and Salary Cost Transfer Initiators encounter combo edit errors when entering chartstrings where:
A future effective dated funding entry distribution contains a project with an activity period status that is inactive or pending for that future period.
A project or activity period is inactive on a paycheck for which a salary cost transfer is being...
In October 2021, we identified a UCPath defect resulting in missing leave expense transactions in the Distribution of Payroll Expense (DPE) reports and the General Ledger (GL). The defect was the result of the UCPath GL process marking leave expense lines and the offsetting reversing regular earning expense lines as “do not post” when the net impact of the lines summed to zero at the chartstring level.
Example: Leave expense and regular pay offsetting lines summing to zero at the chartstring level
Bus Unit
Fund
Dept ID
Project
Function
UCOP Account
Earn Begin Date...
All employees can now access their 2021 W-2 in UCPath online.
Employees who requested an electronic version of their W-2 received an email notifying them of the online availability.
Employees who did not select an electronic version may still access their W-2 in UCPath online and will also be mailed a printed W-2 no later than January 31, 2022.
To access your W-2, log into UCPath using MyAccess and click on Employee Actions > Income and Taxes > View Online W-2/W-2C. Training materials for reviewing your online W-2 and understanding your W-2 are available on UCPath's help site (...
Update: See table below for new HBS Pay Codes available to record leaves related to COVID-19.
In October 2021, President Drake approved an extension to the time allowed to use Emergency Paid Sick Leave (EPSL). The University’s 2021 EPSL expired on September 30, 2021, but eligible employees can use any remaining hours as Extended Emergency Paid Sick Leave (Extended EPSL) through June 30, 2022. This is a reminder that the University’s Extended EPSL is available to employees hired on or before September 30, 2021, who did not exhaust their 2021 EPSL entitlement. Read the announcement on UCnet...
The COVID-19 Paid Administrative Leave Program, authorized by former President Napolitano and extended by President Drake, ended on June 30, 2021. Effective July 1, 2021, the HBS Timekeeping System has zeroed out all unused hours. Paid administrative leave usage information previously displayed in the Time Off section of the "Balances" tab has been moved to a new Historical Program section to maintain an audit trail of all reported usage and the final balance at the end of the program.
Employees and Timesheet Approvers can view leave usage details by clicking "COVID-19 Paid Admin...
Read these important reminders and mark your calendar for upcoming deadlines where action may be required. To ensure timely receipt of tax forms, employees should verify their personal email and home address in UCPath online by January 10.
Form W-2, Wage and Tax Statement
UCPath will begin to process 2021 W-2s in late January. Employees will be notified via email when their electronic form W-2 is available for secure retrieval from UCPath online. Employees who have not signed up to receive their W-2 electronically may do so through UCPath online until January 10.
For employees electing to...
The Controller’s Office is pleased to announce the release of a revised UCPath Funding Entry training course in the UC Learning Center. The redesigned course for Funding Entry Initiators and Approvers includes the following enhancements:
Streamlined curriculum. The new course combines topics from three previous courses: UCSF Position Funding Entry and Updates, UCPath Position Basics and Funding Entry Concepts, and UCPath Basics and Navigation.
Improved learner experience. The course is divided into 4 sections and 25 lesson topics. Learners can follow a prescribed learning path or use the...
The 2022 Payroll Processing Calendar is now available on the Controller’s Office website. It reflects current payroll journal posting dates for on-cycle and salary cost transfer batches through December. Included in the calendar are local processing deadlines to initiate and approve funding entry transactions in time for each posting date. Salary cost transfer deadlines and processing dates for the first calendar quarter of 2022 are not yet available.
You can access up-to-date schedules directly on the Payroll Processing Calendar page. As a best practice, consult the current...
As previously announced, UCPath will not be available to any employees or transactors from noon on Friday, December 10, to 6 a.m. on Monday, December 13.
During this outage window, the UCPath Center will perform a technical upgrade to the underlying Oracle PeopleSoft HCM platform. UCSF employees, managers, and department transactors will see minimal to no changes to their experience using UCPath as a result of the upgrade.
Review and follow the deadlines and additional actions below to minimize impacts resulting from the upgrade and outage period. If you need further assistance, select...
Update: an earlier version of this announcement stated the prospective change will be implemented in January 2022. It has been updated to reflect a revised implementation by the UC Office of the President in February 2022.
A recent review of UCPath earnings codes revealed that 111 codes (and their variant codes) not eligible for the vacation leave assessment (VLA) accrual are being assessed for VLA. Vacation leave assessment accruals for eligible regular earnings generate a reserve against which vacation leave is taken.
A prospective change will be implemented in February 2022 to no longer...
As a result of the holiday closure on December 30, 2021, the pay confirm for the biweekly pay period ending December 25, 2021, will occur in UCPath on Wednesday, December 29. In order to meet the UCPath timekeeping file submission deadline due to the early pay confirm, the December 25 pay period will close early in HBS.
The HBS system will close for all users (employees, managers, and Human Resources) at 9 a.m. on Monday, December 27. Please review your HBS data as soon as possible but no later than the December 27 deadline.
If you have questions about HBS, contact the Controller's Office...
As announced in the September Controller's Office Newsletter, new HBS leave pay codes will be added to enable UCSF to more effectively track and administer leave entitlements and usage under federal and state protected leave regulations. Originally scheduled for September, the implementation date has been extended to improve the sort order of pay codes listed in biweekly and monthly timesheets. With the addition of 47 new leave pay codes, the sort order of pay codes displayed in the bi-weekly and monthly timesheet will be modified so that more frequently used pay codes are displayed first;...
UCSF assesses departments and funds for employer expenses associated with most benefits based on a fixed percentage of an employee’s salary, known as a Composite Benefit Rate (CBR). Certain benefit expenses are assessed in addition to the CBR. These individual employer contribution rates are assessed through both UCPath and the General Ledger. Refer to Employer Contribution Rates for Employee Benefits to review benefit rate information for individual benefit charges and links to benefit rate tables maintained outside of the Controller’s Office.
Over the last several months, we have experienced a number of issues with the Prior Period Leave Redistribution process in UCPath. At UCSF, these issues primarily impact our Health Sciences Compensation Plan (HSCP) members.
Understanding the Issues
During payroll processing, the leave redistribution program looks back to retrieve prior period funding in effect at the time the leave was taken. If prior period funding cannot be identified, the program skips the paycheck. As a result, the leave transactions are charged to the default distribution established using the blank/catch-all...
Effective October 1, 2021, the UCPath Center implemented changes to the process of determining and communicating expected case resolution dates for inquiries.
To align with UCPath working hours, service targets used to determine expected resolution dates now exclude weekends and holidays.
Example
For a case opened on Friday, 10/1, with a five-day service target:
Following the former process, the expected resolution date is Wednesday, 10/6.
Following the new process, the expected resolution date is Friday, 10/8.
The case submitter will receive an email confirmation for each...
In December, the UCPath Center will perform a technical upgrade of the underlying Oracle PeopleSoft HCM platform. Known as the UCPath PeopleSoft Update Manager (PUM) Upgrade Project, it will bring the platform to the current version and aims to improve system stability, implement required new functionality, and deliver bug fixes. This project is being managed by the UCPath Center and the UC Office of the President.
UCSF employees, managers, and department transactors will see minimal to no changes to their experience using UCPath online. However, the upgrade process will require a cutover...
You can view the following recent updates to the Payroll Processing Calendar on the Controller's Office website:
Salary Cost Transfer submission deadlines and processing dates for October through December are now posted.
December payroll processing dates, including funding entry deadlines, were updated to reflect a planned UCPath upgrade.
Access schedules directly on the Payroll Processing Calendar page. As a best practice, consult the current schedule rather than printing or saving a copy. If you have questions, contact the Controller's Office Solution Center.
UC President Drake approved the request to extend the temporary increase to the grace period for vacation leave/PTO accrual maximums for eligible staff, through June 30, 2022.
Effective June 1, 2020 through June 30, 2022, Policy-covered staff (PPSM-2.210) will automatically receive up to an additional 25 months (instead of the previous 15-month extension with an end date of September 30, 2021) within which to take vacation/PTO leave in order to bring the employee’s balance below the maximum. Policy-covered staff who are close to their vacation leave/PTO accrual maximum will not have to...
The UCPath Center identified an issue where monthly employees on Pay for Family Care and Bonding leave are not accruing hours for vacation and sick leave for earnings recorded using the PFL - Paid Family Care & Bonding Leave earnings code. UCPath expects to resolve this issue by October 18, 2021. Accrual balances will be updated as part of the resolution; no further action is required to request accrual updates.
For future updates on this issue, consult the known issues log on the UCPath at UCSF website. If you need further assistance, contact the Controller's Office Solution Center.
UCSF Health employees who earn paid time off (PTO) and have a balance that is above 75 percent of their maximum accrual will receive a payout in December 2021. The maximum accrual is two times an employee's annual accrual rate, and the payout will return eligible employees to 75 percent of their maximum. The payout will be based on each employee's PTO balance as of December 11, 2021. It will not consider future committed leave.
The next twice-yearly compensatory time payout will occur at the end of October. Managers with employees who should not be paid out their comp time off (CTO) and holiday comp time (CTU) balances must complete the procedures below by 5 p.m. on October 13, 2021.
HBS Leave Requests
Approved CTO/CTU leave requests for future-dated leaves will not be included in the compensatory time payout. Leave requests made through the HBS Leave Request page must be in an approved state by 5 p.m. on October 13, 2021, to ensure that those hours are not paid out.
Clairvia or OnOrOff Scheduling Systems...
The Pay for Family Care and Bonding (PFCB) Program, effective July 1, 2021, gives employees the option to replace some of the income they would otherwise lose during their approved leave. The cost of PFCB payments is an element of the Composite Benefit Rate (CBR) pool. As such, the salary will be charged to the employee’s normal department funding but will be reimbursed through a financial journal and charged to the CBR pool. The financial journal will be processed on a monthly basis and will reimburse PFCB earnings charged in the prior month.
Review answers to common questions below. If you...
Update, September 17, 2021:
UC President Drake approved the request to extend the temporary increase to the grace period for vacation leave/PTO accrual maximums for eligible staff, through June 30, 2022.
Effective June 1, 2020 through June 30, 2022, Policy-covered staff (PPSM-2.210) will automatically receive up to an additional 25 months (instead of the previous 15-month extension with an end date of September 30, 2021) within which to take vacation/PTO leave in order to bring the employee’s balance below the maximum. Policy-covered staff who are close to their vacation leave/PTO accrual...
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...
HBS will be unavailable on Saturday, September 11, 2021, from 8 a.m. – 3 p.m. due to a scheduled database upgrade. During this maintenance window, users will not be able to log into HBS via MyAccess or using the direct HBS link, https://hbsweb.ucsfmedicalcenter.org.
HBS WebClock and badge readers will continue to function during the scheduled maintenance window. If you have questions, contact the Controller's Office Solution Center.
UCPath governance structures help ensure that the system and service center meet the needs of UC employees. These structures include multiple groups across the UC system and UCSF charged with collecting and consolidating feedback to help optimize UCPath and inform leadership of trends, improvement opportunities, and ongoing support needs.
Central to governing UCPath at UCSF, a new Customer Advisory Board convened in July. The group’s mission is to help ensure that the entire UCSF community has a voice in providing feedback on the UC-wide UCPath system. The Customer Advisory Board is a...
UPDATE: The availability of the new Pay for Family Care and Bonding (PFCB) codes in HBS is delayed until July 14. Human Resources and Payroll will coordinate to manually enter the PFCB earnings in UCPath for the biweekly pay period ending July 10. Employees and timesheet approvers should follow these steps for the pay period ending July 10:
Leave the dates of PFCB usage blank on the employee’s HBS timesheet when submitted/approved.
Once the PFCB codes are available in HBS, a history timesheet will be completed by Payroll to populate the PFCB usage.
New HBS Pay Codes are now available to...
All salary cost transfers (Direct Retros) for payroll that originated in UCPath must be approved by 5 p.m. on July 6 in order to be recorded in Fiscal Year 2020-21. The final salary cost transfer batch of the fiscal year will be executed by the UCPath Center after 5 p.m. on July 6. The 2021 Payroll Processing Calendar on the Controller’s Office website includes additional updates to salary cost transfer batch processing during fiscal year end.
Review the following reminders to help minimize delays in processing salary cost transfers in UCPath in preparation for year-end close.
Confirming...
UC President Drake recently approved the request to extend the temporary increase to the four-month grace period for vacation leave/PTO accrual maximums for eligible staff, through September 30, 2021.
Effective June 1, 2020 through September 30, 2021, Policy-covered staff (PPSM-2.210) will automatically receive up to an additional 15 months (instead of up to an additional four months upon request) within which to take vacation/PTO leave in order to bring the employee’s balance below the maximum. Policy-covered staff who are close to their vacation leave/PTO accrual maximum will not have to...
The fiscal year-end funding rollover program is scheduled to run at the end of June 2021. This process requires a freeze period during which all Funding Entry Initiators and Approvers cannot enter, update, submit, or approve funding transactions in UCPath. Review important dates, deadlines, and actions below, as well as how to get help during this year’s rollover activities.
About the Fiscal Year-End Funding Rollover Process
Funding for the distribution of payroll expenses is entered and recorded in UCPath on a fiscal year basis. At fiscal year end, central processing units at the UCPath...
Important announcements from the HBS Processing Center:
Payout of the UCSF Health Floating Holiday for César Chávez Day (March) is scheduled to post on May 6, 2021, for employees in the EX -Patient Care Technical and SX -Service collective bargaining units. For details on this policy visit the Controller’s Office Website.
Effective April 19, 2021, HBS timesheets display an employee’s lived first name as set up in UCPath. A lived name is a self-chosen or personal and/or preferred professional name used instead of a legal name. Updates to lived names can be made using Employee Self-...
Last month’s decision to remove UCSF from the enhanced process to redistribute prior period leave resulted in the incorrect distribution of leave across position funding established using the Salary Cap/MCOP Funding Worksheet. The issue impacted members of the Health Sciences Compensation Plan (HSCP) who had leave reported on the March 31, 2021 paycheck. Leave transactions were charged to the default distribution established using the blank/catch-all chartstring (often using Project ID 2222222) instead of to the distributions established for HSR/HSP/HSN components of pay. In addition, salary...
New HBS Pay Codes are now available to record leaves related to COVID-19. The table below lists Pay Codes by leave type and maps them to the corresponding UCPath Earnings Codes used for payroll processing.
Leave Type: FFCRA Emergency Paid Sick Leave (EPSL)
HBS Pay Code
UCPath Earnings Code
COVID-19 EPSL – Employee 2021
Salaried: EPS (Emergency Paid Sick Leave - EE)
Hourly: ESN (Emergency Paid Sick Leave - EE)
COVID-19 EPSL – Family 2021
COVID-19 EPSL – Family FMLA 2021...
Human Resources, the Office of the Registrar, and the Controller’s Office have aligned on administrative holiday dates for 2021 to resolve December conflicts. The observed December holidays will be:
Thursday, December 23, 2021
Friday, December 24, 2021
Thursday, December 30, 2021
Friday, December 31, 2021
Please check relevant calendars and schedules as they may have changed in order to align with the new dates.
Campus Human Resources Transactional Services Unit (TSU) processing calendar
Office of the Registrar’s Academic and Administrative Calendar
Controller’s Office Payroll...
Since our UCPath implementation we have been experiencing several defects that have resulted in inflated vacation leave assessment (VLA) and residual benefit amounts remaining for VLA and UCRP Supplemental (UCRP-S) interest following a salary cost transfer. The underlining system defects have been resolved by the UCPath Center. In April, the Payroll Office will complete the historical cleanup of the General Ledger to clear residual benefit amounts and correct leave assessments.
The historical cleanup will be completed by financial journal and will not be reflected in the Distribution of...
On March 2, 2021, The UCPath Center implemented a new case closing process to provide case submitters additional time to review the case resolution. Once the UCPath Center provides a resolution, the submitter will receive an email notification that the case will remain open for five days with a "Pending Closure" status.
The case submitter will have the following options:
If the case submitter agrees with the resolution, no further action is needed. The case will automatically close after five days, and they will receive a case closure email notification.
If the case submitter does not...
As previously reported, we are experiencing several defects as a result of the recent enhancement to redistribute prior period leave transactions using the funding source in effect on the earnings end date of the leave transaction recorded in HBS. Due to these defects, we have made the decision to remove UCSF from the enhanced process. We are working with the UCPath Center to address all defects related to this enhancement and hope to opt back into the process once they are resolved.
UCSF will be removed from the enhanced process as of the March 2021 monthly pay cycle. When performing salary...
The 2021 Payroll Processing Calendar has been updated on the Controller’s Office website. Updates reflect current payroll journal posting dates for on-cycle and salary cost transfer batches. Also included in the update are second quarter processing deadlines to initiate and approve salary cost transfer transactions in time for each posting date.
Anticipated dates for posting to the General Ledger and availability in MyReports are based on representative timing provided by the UCPath Center for when locations will receive labor ledger data. If you have questions, contact the Controller’s...
When funding information is missing or invalid, UCPath posts corresponding payroll expenses to a department default chartstring. While this practice reduces the occurrence of payroll suspense items and gives greater visibility to identify and fix funding distribution issues, additional effort is required by departments to perform corrections using the UCPath salary cost transfer process.
The quick reference guide, Understanding Department Default and Catch-All Funding Sources, has been updated to help Funding Entry Initiators proactively address funding entry issues that may result in...
