Financial Services Director - Payroll
Payroll
Management Contact
Payroll Operations Manager
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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
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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.
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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.
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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:
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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).
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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.
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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.
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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.
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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.
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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.
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Article Contents E-Verify Background and Implementation Responsibilities of the Federal Contractor Where to Learn More E-Verify Background and Implementation
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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.
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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:
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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.
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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.
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This guide explains how to create sub-TSGs and assign the desired employees and approver to each sub-group.
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This job aid visually explains the methods available to log into HBS.
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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.
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This document explains how biweekly paid employees can enter and edit time prior to submitting a timesheet.
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This job aid details how to request and enter leave on both monthly and biweekly timesheets.
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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.
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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.
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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.
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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.
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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.
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Answers to questions about W-2 forms.
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This job aid is a reference for determining payroll pre-approval and audit trail requirements.
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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:
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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.
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UCSF uses the web-based application Tracker I-9 Complete for Form I-9 and E-Verify processes for UCSF employees.
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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:
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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).
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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.
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Complete details on how to review and approve a timesheet with multiple appointments are included in this job aid.
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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.
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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.
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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).
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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.
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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.
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On-cycle Payment Off-cycle Payments Expedited Pay through Pay Card Expedited Pay by Accounts Payable Check
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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:
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For Employees on a Monthly Timesheet
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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.
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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).
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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
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Beginning January 1, 2023 Senate Bill 1334 (SB 1334) introduced new missed meal and missed break rules for employees providing direct patient care or supporting direct patient care in general acute care hospitals, clinics, or public health settings. This job aid explains the HBS Pay Codes used for missed meals and breaks, and how to enter them in HBS.
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This guide explains how timesheet approvers and managers can use HBS Manager Reports to monitor timesheet completion and approval within their assigned Timesheet Groups (TSG) and/or Management Groups (MG).
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This introduction to the UCPath PeopleSoft Fluid User Interface (Fluid UI) provides a general navigation overview for all UCPath transactors and demonstrates the features you can use to navigate to the menus and pages most commonly used by those with UCPath initiator, approver, and inquiry roles at UCSF. Duration: 10 Minutes
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This course provides an overview of the UCPath Help site. It explains how to access the site, as well as how to navigate and search the site to locate learning and support resources for the UCPath.
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This course prepares Funding Entry Initiators to look up, enter, update, and submit funding distributions using UCPath. It also prepares Funding Entry Approvers to review and approve funding entry transactions.
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This course introduces two key UCPath concepts: Positions and Funding Entry. It is intended for department managers, administrators, and anyone interested in learning more about key UCPath concepts.
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This course prepares Salary Cost Transfer Initiators to look up, enter, and submit salary cost transfers using UCPath. It also prepares Salary Cost Transfer Approvers to review and approve salary cost transfer transactions.
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UCSF Employer Contribution Rates for Employee Benefits Appearing in the Distribution of Payroll Expense Report
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This course provides an overview of all standard functionality in UCPath. It is intended as a prerequisite for all new transactional users of the UCPath system, including funding entry and salary cost transfer users.
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Payroll Processing Schedule Payroll Schedule - Through 2023 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 MO Thursday, December 1, 2022 Tuesday, November 1, 2022
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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.
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Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the United States.
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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.
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This form is to help UCSF withhold the correct federal income tax from your pay.
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This form assists Payroll Services in determining the tax withholding for an individual who works and lives in a state other than California.
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To replace a lost, damaged or stale dated paycheck.
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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.
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This form is optional based on departmental procedures to request changes to history timesheets.
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This form is no longer available. The process for central HR units to request HBS access is managed using PeopleConnect.
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This form is optional based on departmental procedures to request changes to history timesheets.
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This form is optional based on departmental procedures to request changes to history timesheets.
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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.
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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.
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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.
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Used primarily for adjusting previous time reporting due to retroactive changes or errors in time submission.
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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.
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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.
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This form is to be completed upon the death of all active, disabled, medically separated, or retired personnel.
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Only University employees, including staff, faculty and other academics, are required to sign the Oath
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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.
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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.
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This form is no longer available. The process for central HR units to request data updates for HBS is managed using PeopleConnect.
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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.
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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.
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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
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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.
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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!
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Used to increase or decrease the total number of hours or change the pay type for UCSF Health employees only.
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Submit a benefits premium payment by credit card to the UCSF Payroll Office while you are on leave
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Submit a one-time or installment payment by credit card to the UCSF Payroll Office.
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The Payroll One-Time Payment Template is used to pay mass non-recurring flat dollar amounts.
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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.
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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.
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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.
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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.
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Use the modified version of the Time Maintenance Form (TMF), TMF Missed Meal and Missed Break, to report only Skipped Lunch and Missed Break Pay for the pay periods ending January 7, 2023, and January 21, 2023, following the steps below.
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A UCPath upgrade to bring improved navigation for UCPath transactors will go live June 20, 2023, requiring a system outage and early processing deadlines.
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Key UCPath dates to help Funding Entry and Salary Cost Transfer users plan for fiscal year-end
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On June 20, 2023, the HBS timekeeping system will display an employee’s full lived or preferred name when one is recorded in UCPath.
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As part of the UC Gender Recognition and Lived Name Policy, UCPath is being upgraded on June 20, 2023, to display an employee’s Lived Name throughout the system.
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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.
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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
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Plan to approve timesheets for the biweekly pay period ending May 27 ahead of the May 29 holiday
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Review salary cost transfer dates and reminders to avoid delays during year-end processing
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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:
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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.
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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 (DPE) data to UCPath Funding Entry and Salary Cost Transfer pages.
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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:
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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.
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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:
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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 asecond meal period on shifts over 10 hours. Employees are also entitled to one paid 10-minute rest break per four hours worked.
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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
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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.
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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.
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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.
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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.
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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.
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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).
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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.
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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:
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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.
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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 questions. UCPath will share more information as additional new features are released.
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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.
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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.
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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.
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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
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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.
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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:
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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.
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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.
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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:
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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: