Payroll

Support Contact

415.476.2126
Box 0815

Management Contact

  • All UCSF employees are strongly encouraged to set up electronic direct deposit to receive their payroll earnings by direct deposit to up to three bank accounts on payday. Employees will enjoy several advantages when using this preferred payment method:
  • UCPath is the University of California's human resources, academic personnel, benefits, and payroll system for all UC employees systemwide. UCPath assists the Payroll Office in ensuring that all UCSF employees are paid in a timely and accurate manner that complies with State, Federal and University of California procedures and regulations, and that all payroll and benefit expenses are properly recorded in the University’s accounting systems. UCPath was implemented on June 1, 2020, and replaced UCSF's legacy Online Personnel and Payroll System (OLPPS).
  • An expense transfer is commonly used to correct the recording of a cost from an incorrect to a correct chartstring. There are separate processes for payroll expense transfers and non-payroll expense transfers. In conjunction with the transition to UCPath, UCSF's payroll expense transfer processes have changed.
  • UCSF employees use Huntington Business Systems (HBS) to submit hours and request leave. This guide provides a visual overview of the basic features for all employees, and how to quickly submit timesheets that do not need to be changed in any way.
  • UCSF uses The Work Number to provide employment and income verifications for employees. The Work Number is a secure, automated service providing employees with the ability to quickly deliver proof of employment or income to authorized verifiers. The Work Number is available 24 hours a day, 7 days a week.
  • UCSF Employer Contribution Rates for Employee Benefits Appearing in the Distribution of Payroll Expense Report
  • Governmental Accounting Standards Board (GASB) Statement #47 requires two classification types of termination benefits – voluntary and involuntary. Voluntary termination benefits include inducements to hasten separation from employment or as a result of voluntary termination. Involuntary termination benefits include benefits provided as a direct result of an involuntary termination. These guidelines provide information to help departments assign Description of Service (DOS) codes to voluntary and involuntary termination benefits paid to employees through the Payroll/Personnel System (PPS). The Guidelines apply to termination payments made to employees in all personnel groups, including SMG, MSP, and PSS.
  • Take action UCSF employees use UCPath online to view and make changes to tax withholding allowances, health and welfare benefits, and personal and contact information. You can also view and print your earnings statements and Form W-2s for earnings issued on or after June 1, 2020. At Your Service Online (AYSO) continues to be available to view/print historical (prior to UCPath implementation) paycheck information and W-2 forms.
  • Article Contents E-Verify Background and Implementation Responsibilities of the Federal Contractor Where to Learn More E-Verify Background and Implementation
  • If you lost your paper paycheck, have a damaged paycheck, or have a paycheck more than 180 days old, please contact the Controller’s Office Solution Center for assistance.  Review Options for Receiving Missed Pay if you did not receive your paycheck or were not paid in full.  To Request a Replacement Check Employees that have misplaced a check are asked to wait 2 business days to see if the original check can be found.
  • Paychecks for UCSF employees will be issued from UCPath beginning with the June 1, 2020 payday for monthly employees and the June 10, 2020 payday for biweekly employees. Electronic earnings statements for prior pay issued from UCSF's legacy payroll system continue to be available in At Your Service Online (AYSO). To access your earnings statement using UCPath online:
  • Each month, if a payroll transaction attempts to post to a chartstring that is not at a posting level, the transaction will route to the Payroll Suspense Account. These payroll transactions are commonly referred to as “in suspense”. To keep the General Ledger and Distribution of Payroll Expense (DPE) report in sync, departments must use a salary cost transfer to move salary and benefits in suspense to a valid posting chartstring. Departments are also responsible for working with their Funding Entry Initiator in a timely manner to correct future position funding distributions and prevent continued suspended payroll transactions.
  • UCSF employees use Huntington Business Systems (HBS) to submit hours and request leave. UCSF managers also use HBS to fully review and approve employee timesheets and leave requests. This guide provides an overview of steps to approve or deny timesheets and leave requests. For complete details on acting as an HBS manager, including delegation of approval authority, editing timesheets, and reviewing employee leave balances, refer to the HBS for Managers job aid
  • UCSF employees use Huntington Business Systems (HBS) to submit hours and request leave. Managers, in addition to entering their own time and leave requests, use HBS to review, edit, and approve timesheets and leave requests for their employees, review employee leave balances, and reset passwords. This job aid visually explains completion of these tasks in HBS.
  • This job aid visually explains the methods available to log into HBS.
  • This guide provides a visual overview of the basic features for all employees, and how to quickly submit timesheets that do not need to be changed in any way.
  • This document explains how biweekly paid employees can enter and edit time prior to submitting a timesheet.
  • This job aid details how to request and enter leave on both monthly and biweekly timesheets.
  • UCSF employees use Huntington Business Systems (HBS) to submit hours and request leave. If a timesheet submission deadline is missed, the un-submitted timesheet is retained along with all previously submitted timesheets in HBS History. Employees are paid regardless of approval status of their timesheet at the time the pay period closes. However, employees should still review and submit the timesheet. This job aid explains the process of accessing and submitting an HBS History timesheet for employees. Managers, see the HBS for Managers job aid for information on approving history timesheets once submitted by employees.
  • Huntington Business Systems (HBS) is used by UCSF employees to submit timesheets and leave requests. HBS helps you submit a correct timesheet by providing notifications, errors, and warnings during the submission process. A timesheet containing errors cannot be submitted. Warnings are guidelines, and do not prohibit timesheet submission. This quick reference guide explains the errors, warnings, and notifications in HBS and what to do when encountered.
  • A foreign national is an individual who is not a citizen of the USA. For federal income tax purposes, foreign nationals are classified by the Internal Revenue Service (IRS) as either resident or nonresident aliens. Foreign nationals receiving payments from the University are required to have a GLACIER record. GLACIER is a secure online Nonresident Alien (NRA) tax compliance system that foreign individuals use to provide their immigrant and tax data to UCSF. GLACIER helps determine tax residency, withholding rates, and federal income tax treaty eligibility. GLACIER also manages NRA paperwork, maintains NRA data, and prepares tax forms and required statements.
  • A Salary Key is a single-use, six-digit code that you can provide to a verifier as consent to access your income information. In most cases, your consent is provided at the point of application for a service (for example, when you sign a loan application or similar agreement), and in these cases, a Salary Key is not required. A Salary Key is never required for verification of employment; it may be required for verification of income. If you are asked to provide a Salary Key, use the instructions in this job aid to log on to The Work Number® and generate a Salary Key to provide to your income verifier.
  • Answers to questions about W-2 forms.
  • The goal of this guide is to explain the biweekly payroll accrual process in greater detail, including how to identify biweekly payroll accrual transactions within financial reports.
  • Information for prospective and current postdocs, postdoc alumni, and faculty mentors is available on the Office for Postdoctoral Scholars website.  In the Controller's Office:
  • The Federal Tax Cuts and Jobs Act (P.L. 115-97) signed into law on December 22, 2017 changed the taxability of some non-cash awards and other gifts provided to employees. If an award or gift (or portion of an award or gift) is taxable, applicable income tax withholding and FICA taxes will be deducted from the employee’s paycheck.
  • UCSF uses the web-based application Tracker I-9 Complete for Form I-9 and E-Verify processes for UCSF employees. 
  • All new Form I-9 and I-9 changes must be entered into Tracker I-9 Complete.  You must complete Historical Section 3 in Tracker I-9 Complete when an employee:
  • Occasionally, a department may hire an employee who will be paid by the University yet will not physically work at the University.  Regardless of where employees perform their duties, everyone employed within the United States must complete a Form I-9.  The employee must also complete the University of California State Oath of Allegiance, Patent Policy, and Patent Acknowledgement Form (UPAY 585).
  • University of California employees are not legally entitled to receive more money than they earned for each pay period. When an employee has been overpaid, an overpayment recovery plan is established to provide a method by which the overpayment can be recovered.
  • Complete details on how to review and approve a timesheet with multiple appointments are included in this job aid.
  • Employees, including student employees, who occupy multiple appointments (i.e., have more than one job and/or supervisor) should follow the procedures outlined in this job aid to enter and edit time and to complete (submit) timesheets for approval.
  • UCSF Health departments are open on the Cesar Chavez Day holiday. For Medical Center hospitals and clinics, Personnel Policy for Staff Members (PPSM) and some collective bargaining agreements allocate a floating holiday in lieu of an administrative holiday for Cesar Chavez Day.
  • This job aid explains modifications made to HBS to comply with the arbitration agreement between the University of California (UC) and the California Nurses Association (CNA).
  • Earnings statements for earnings issued prior to UCSF's implementation of UCPath are available online via At Your Service Online (AYSO). Information on how to view, print earnings statements, and reset your AYSO password is available below. Online earnings statements on AYSO provide information for the pay period selected and year to date totals.
  • In UCPath, hourly-paid biweekly MSP Physicians are assigned an individual position number for each base and non-base pay rate on which they were paid in the legacy payroll system. This change will impact how hourly-paid MSP Physicians must record their time in HBS in order to receive correct payment. This job aid contains four important things to consider when completing a biweekly Staff Physician timesheet in HBS after UCPath goes live on June 1, 2020.
  • HBS 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). For questions about the use of HBS pay codes for leave entitlements:
  • For Employees on a Monthly Timesheet
  • Beginning April 3, 2022, nurses covered by the California Nurses Association (CNA) who elect to receive compensatory time in lieu of overtime pay will see a change to when shift differential is paid. In coordination with HR Labor and Employee Relations and CNA, HBS has been modified to pay shift differentials at the time the compensatory time off (CTO) is earned. This change does not apply to comped holidays or comp floating holidays. This reference guide provides examples of how HBS records the shift differential for compensatory time off.
  • Eligible employees earn vacation leave on a biweekly or monthly basis. For employees paid biweekly, vacation pay is recorded in the same earnings period as the leave is taken. For employees paid monthly, vacation pay is recorded in arrears. To accomplish the proper recording of leave for monthly paid employees, the UCPath Prior Period Leave Redistribution program “looks back” to retrieve the funding in effect at the time the leave was taken. The program then charges the corresponding chartstring(s) for the leave and credits the “reg-like” pay chartstring(s).
  • UCSF managers use HBS to fully review and approve employee timesheets and leave requests. Download the Managers' Quick Start Guide for an overview of steps to approve or deny timesheets and leave requests. For complete details on acting as an HBS manager, including delegation of approval authority, editing timesheets, and reviewing employee leave balances, refer to the HBS for Managers job aid.
  • This guide explains how to create sub-TSGs and assign the desired employees and approver to each sub-group.
  • Intercampus appointments are created for UC employees who work at two or more locations (campuses). One location/campus serves as the employee's home campus; other locations/campuses are host campuses. Home campuses pay the employee and use intercampus journals (source code 53X) to transfer costs to the host campus(es). It is important for both home and host campus departments to work closely together to ensure that employees are paid properly and timely.
  • On-cycle Payment Off-cycle Payments Expedited Pay through Pay Card Expedited Pay by Accounts Payable Check
  • Contents How Leave Accruals and Service Credit Are Calculated Monthly Accrual Process Biweekly Accrual Process UCPath vs HBS Leave Balances Understanding Vacation/PTO Maximum Caps Vacation Accrual Timing for Monthly Employees at Their Vacation Maximum Cap Vacation/PTO Maximum Grace Period Exceptions
  • Payroll Processing Schedule Payroll Schedule - Through 2022 Pay Cycle Pay Date Pay Period Begin Pay Period End Funding Entry Deadline (by 7pm) Pay Confirm Accounting Period Journal Posts to the GL Pay Period Available in MyReports Note B1 Wednesday, January 5, 2022 Sunday, December 12, 2021
  • All employees of the UC Regents (except for non-U.S. citizens) are required to complete the State Oath of Allegiance section of the form on or before their first day of employment.  All employees, regardless of their citizenship status are required to complete the Patent Acknowledgement.  Note that while Form I-9s are handled online in Tracker I-9 Complete, you must still complete the State Oath of Allegiance, Patent Policy, and Patent Authorization (UPAY 585) using the paper form.
  • Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the United States.
  • This form is to help UCSF withhold the correct federal income tax from your pay. Consider completing a new Form W-4 each year and when your personal or financial situation changes. You can provide this information electronically by logging into UCPath online.
  • This form is to help UCSF withhold the correct federal income tax from your pay.
  • This form assists Payroll Services in determining the tax withholding for an individual who works and lives in a state other than California.
  • To replace a lost, damaged or stale dated paycheck.
  • California law requires that the University remit final payment of all wages owed, including vacation leave and compensatory time within 72 hours of the date of separation for any employee who voluntarily resigns without advance notice. Employees who separate involuntarily or voluntarily with more than 72 hours notice must receive payment at the time of separation. This form addresses the information needed for the Campus Payroll Office to meet the mandated deadlines. This completed form must be submitted to Campus Payroll via the secure fax number provided below or as an email attachment to the address below at least 5 days prior to employee separation.
  • This form is optional based on departmental procedures to request changes to history timesheets.
  • This form is no longer available. The process for central HR units to request HBS access is managed using PeopleConnect.
  • This form is optional based on departmental procedures to request changes to history timesheets.
  • This form is optional based on departmental procedures to request changes to history timesheets.
  • Used primarily for supplementing time in current pay period due to late or incorrect pay distributions. Employee was hired too late to generate automatic or current pay. Also used to pay intercampus employees for time worked at other campus locations to be paid at home campus.
  • Used primarily for all expense transfers of payroll originating in PPS and contained within the Distribution of Payroll Expense (DPE) Report in MyReports. It cannot be used to transfer charges from a non-capped fund to an NIH-capped fund or to only change the activity period or sub-account. Instructions for use are located in the first tab of the excel file.
  • Used primarily to pay the difference in pay rates only. If there are changes to any other fields, such as chart string, title code, percent/time worked, description of service, period end dates, DO NOT USE THIS FORM.
  • Used primarily for adjusting previous time reporting due to retroactive changes or errors in time submission.
  • A one-time intercampus payment is required when an employee at one campus (home campus) is eligible to receive a payment originating from another campus (host campus) for an event or service of short duration.
  • Required when an employee at one campus (home campus) is eligible to receive a payment originating from another campus (host campus) for a short or long term duration.
  • This form is to be completed upon the death of all active, disabled, medically separated, or retired personnel.
  • Only University employees, including staff, faculty and other academics, are required to sign the Oath
  • Administrative delay rush check payments are to pay employees who did not receive pay on their regularly scheduled payday due to late notice, miscalculated pay or processing errors.
  • Administrative delay rush check payments are to pay employees who did not receive pay on their regularly scheduled payday due to late notice, miscalculated pay or processing errors.
  • This form is no longer available. The process for central HR units to request data updates for HBS is managed using PeopleConnect.
  • UCSF employees now use UCPath online to complete voluntary self-identification information. Review the Guided Self-Identification Information software simulation to see, try, or print the steps needed to complete this information in UCPath online (MyAccess login required). Visit the Get Help page of the UCPath at UCSF website if you need further assistance.
  • The CTO Election Form is used to indicate the employee’s option to ‘bank’ compensatory time; the default is to have compensatory time paid out.
  • Used when transferring payroll expenses from a non-capped to a NIH-capped project. U2C-PETU should not be used to transfer expenses that can currently be transferred using the original PETU
  • Use this form to notify Payroll when an employee receives a taxable non-cash award or gift as described in UC Policy G-41, Employee Non-Cash Awards and Other Gifts.
  • Access to Tracker I-9 Complete should only be requested by employees whose job duties include entering and tracking I-9 forms. Consult your supervisor before submitting a request for Tracker I-9 Complete access. This form must be downloaded and opened in Adobe Acrobat or Adobe Acrobat Reader. The form will not function in a browser window. Follow the instructions on the form carefully to ensure your request is correctly submitted!
  • Used to increase or decrease the total number of hours or change the pay type for UCSF Health employees only.
  • Submit a benefits premium payment by credit card to the UCSF Payroll Office while you are on leave
  • Submit a one-time or installment payment by credit card to the UCSF Payroll Office.
  • The Payroll One-Time Payment Template is used to pay mass non-recurring flat dollar amounts.
  • This template facilitates mass funding uploads to the delivered UCPath Department Budget tables in order to adhere to UC’s academic pay requirements and salary cap regulations. See the Instructions tab in the template for guidance on completing the template.
  • The GLACIER setup Form is used to provide information to GLACIER Admin Team and your foreign individual so that complete and accurate information is entered into the GLACIER system.
  • UCSF's Composite Benefit Rate (CBR) agreement is applicable to all federal and non-federal sponsors, and sponsors should adhere to the full rates. However, a benefit cost transfer may be required when a sponsor has placed restrictions on allowable benefits costs and all — or a portion of — benefits charges must be transferred off of a project.  Due to the limited number of situations currently identified, all benefit cost transfers will be performed initially by Contracts and Grants Accounting.
  • Use this form to obtain employee authorization to receive pay via an Accounts Payable check when the employee did not receive full payment on their scheduled pay date. This pay option may only be used when: an exceptional pay circumstance has been identified, and all other UCPath provided options (on-cycle, off-cycle, instant pay card) have been exhausted, and the employee has been consulted and has given signed consent. For further guidance, review additional information on options for receiving missed pay.
  • 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
  • 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 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.
  • 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. 
  • 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 in Human Resources, Finance, and Information Technology with inquiry, data entry, or approver roles.
  • 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:
  • 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:
  • 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:
  • 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:
  • 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.
  • 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 Chartstrings
  • 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
  • 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:
  • 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:
  • 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
  • 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.
  • 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.
  • 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.
  • This article was updated with the HBS Pay Codes available to record leaves related to the 2022 EPSL program. 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:
  • 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:
  • 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.
  • Update: See table below for new HBS Pay Codes available to record leaves related to COVID-19.
  • All employees can now access their 2021 W-2 in UCPath online.
  • 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.
  • 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:
  • 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.
  • 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
  • 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 Solution Center.
  • 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.
  • 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.
  • 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:
  • 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
  • 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.
  • 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; pay codes for leave entitlement programs will be displayed at the end of the list.