Payroll

Support Contact

415.476.2126
Box 0812
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Management Contact

Payroll Calendar

November 2017

Sun Mon Tue Wed Thu Fri Sat
Sunday, Oct 29
29
Monday, Oct 30
30
Tuesday, Oct 31
31
Wednesday, Nov 1
1
Thursday, Nov 2
2
Friday, Nov 3
3
Saturday, Nov 4
4
Sunday, Oct 29
 
Monday, Oct 30
 
Tuesday, Oct 31
 
Wednesday, Nov 1
Monthly Payday
 
Biweekly Payday
 
Thursday, Nov 2
 
Friday, Nov 3
 
Saturday, Nov 4
Biweekly Pay Period End
 
Sunday, Nov 5
5
Monday, Nov 6
6
Tuesday, Nov 7
7
Wednesday, Nov 8
8
Thursday, Nov 9
9
Friday, Nov 10
10
Saturday, Nov 11
11
Sunday, Nov 5
 
Monday, Nov 6
 
Tuesday, Nov 7
 
Wednesday, Nov 8
 
Thursday, Nov 9
 
Friday, Nov 10
Veterans Day Holiday (United States)
 
Saturday, Nov 11
 
Sunday, Nov 12
12
Monday, Nov 13
13
Tuesday, Nov 14
14
Wednesday, Nov 15
15
Thursday, Nov 16
16
Friday, Nov 17
17
Saturday, Nov 18
18
Sunday, Nov 12
 
Monday, Nov 13
 
Tuesday, Nov 14
 
Wednesday, Nov 15
Biweekly Payday
 
Thursday, Nov 16
 
Friday, Nov 17
 
Saturday, Nov 18
Biweekly Pay Period End
 
Sunday, Nov 19
19
Monday, Nov 20
20
Tuesday, Nov 21
21
Wednesday, Nov 22
22
Thursday, Nov 23
23
Friday, Nov 24
24
Saturday, Nov 25
25
Sunday, Nov 19
 
Monday, Nov 20
 
Tuesday, Nov 21
 
Wednesday, Nov 22
 
Thursday, Nov 23
Thanksgiving Holiday (United States)
 
Friday, Nov 24
Thanksgiving Holiday (United States)
 
Saturday, Nov 25
 
Sunday, Nov 26
26
Monday, Nov 27
27
Tuesday, Nov 28
28
Wednesday, Nov 29
29
Thursday, Nov 30
30
Friday, Dec 1
1
Saturday, Dec 2
2
Sunday, Nov 26
 
Monday, Nov 27
 
Tuesday, Nov 28
 
Wednesday, Nov 29
Biweekly Payday
 
Thursday, Nov 30
 
Friday, Dec 1
 
Saturday, Dec 2
 
  • 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.  
  • 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. When UCSF is the home campus, the department requests the set up of the appropriate suspense account as a distribution in the payroll system. UCSF will generate the payment to the employee and, at the end of the month, Payroll will prepare an intercampus appointment journal to charge the host campus.
  • 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. Use of The Work Number has been identified as a University of California Working Smarter Initiative and is being implemented system-wide with the approval of a number of staff and academic governance committees. The Work Number provides verification services to over 50 million employees and is widely known to mortgage lenders, banks, apartment complexes, and others who may need proof of your employment or income. Follow the instructions below to direct verifiers to The Work Number to complete verification requests.
  • Take action UCSF employees use At Your Service Online (AYSO) to view and make changes to tax withholding allowances, health and welfare benefits, retirement and savings plans, or your mailing address. You can also view and print your earning statements, and Form W-2s for current and prior years.
  • All UCSF employees are strongly encouraged to set up electronic direct deposit to receive their payroll earnings by direct deposit to their bank account on payday. Employees will enjoy several advantages when using this preferred payment method: Fast – earnings are available in your bank account on payday Safe and secure – 24/7 access to your bank account, avoid any lost, stolen or delay of paper check delivery Environmentally friendly – support "go green" sustainability efforts (save paper, printing, postage, and fuel charges) Convenient – save trips to go to bank/ATM and waiting in lines to cash or deposit checks Only U.S. financial institutions including banks, credit unions, and brokerage firms can be used for direct deposit.  
  • Earnings statements are available online via the University of California's self-service portal, At Your Service Online (AYSO). Information on how to view, print earnings statements, and reset your AYSO password is available below.  Employees may update their email address using AYSO in the My Contact Information section.   Employees who elect to receive an electronic earnings statement will receive an email notification on payday stating the electronic statement is available. Due to the volume of emails sent on payday, the employee may receive the email notification during any point in time on payday.
  • 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.
  • The Online Payroll and Personnel System (OLPPS) is the University’s human resources and payroll system and contains a wide variety of employee demographic, employment and payroll data both current and historical. The PPS 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 The HBS Timekeeping System (HBS) is an online employee timekeeping system that interfaces with OLPPS. HBS is:
  • If you did not receive your paycheck, have a damaged paycheck, or have a paycheck more than 180 days old, please contact the Controller’s Office Solution Center for assistance. Paychecks Not Received Due to Administrative Error The Controller's Office Solution Center (COSC) will help determine if a check was issued or if there was an administrative error that resulted in a check not being issued for the pay cycle in question. If it is determined that there was an administrative error, the COSC will provide you with the appropriate contact to obtain your missing check.
  • 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 nonpayroll expense transfers. Payroll expense transfers follow the process outlined below; non-payroll expense transfers use financial journals.
  • OLPPS, the Online Payroll and Personnel System, is used by authorized users at the University of California to document, search, update, and verify employee payroll and personnel information stored in an Employee Database (commonly referred to as EDB). OLPPS is the system of record for payroll and personnel.
  • 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. Under U.S tax laws, all withholding agents (including UCSF) must withhold income tax from all income payments made to or on behalf of a nonresident alien. If the withholding agent does not withhold appropriate amount of tax at the time of payment, the withholding agent will be liable for the tax, plus any penalties and interest, regardless of whether the individual pays the tax on his or her tax return. GLACIER helps foreign individuals and UCSF collect, store, and print forms required by law.
  • In OPTRS, a Late Pay/Reduce Pay (EDLR) transaction is used to record a pay adjustment (LX) or reduce time (RX). Some examples include:
  • Article Contents E-Verify Background and Implementation Responsibilities of the Federal Contractor Roles & Responsibilities Whom to Contact Where to Learn More Appendix E-Verify Background and Implementation
  • WebPAN is an Online Payroll and Personnel System (OLPPS) application that allows Mandatory and Non-mandatory Reviewers to review Post-Authorization Notification (PAN) actions.  Employees with OLPPS  Employee Database (EDB) access are automatically granted access to WebPAN. When an EDB and PAY transaction is generated in OLPPS, PAN Mandatory and Non-Mandatory Reviewers receive a post authorization notification (PAN) via email and the PAN is delivered to reviewers' WebPAN Inbox. In addition, WebPAN users are able to retrieve PANs by Action Code, Employee ID, Reviewer ID, or Preparer ID and/or Department Code (for up to 6 months).
  • 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.
  • Each month, when a payroll transaction attempts to post to an invalid chartstring and fails PeopleSoft combo edit, the transaction will route to the Payroll Suspense Account. These payroll transactions are commonly referred to as “in suspense”. Central Payroll is responsible for clearing the Payroll Suspense Account so that all payroll transactions are correctly posted to the General Ledger. Central Payroll works in close collaboration with departments and Human Resources (HR) to clear suspended payroll transactions. Departments are also responsible for working with HR in a timely manner to correct future distributions and prevent continued suspended payroll transactions. Identifying Suspended Payroll Transactions After the final pay compute for the month (see the payroll calendar):
  • The Online Payroll Time Reporting System (OPTRS) is a subsystem of the Online Payroll Personnel System (OLPPS). UCSF's payroll administrators use OPTRS to enter current time (pay based on actual hours worked) and adjustment transactions for all employees except Health Sciences Comp Plan Faculty. OPTRS consists of two main functions:IDTC and EDATI. Department Time Collection (IDTC) IDTC is used to record current time for employees. Department Adjustment Transactions (EDATI) EDATI is used to to record adjustments to pay and consists of the following transactions.
  • Information for prospective and current postdocs, postdoc alumni, and faculty mentors is available on the Office for Postdoctoral Scholars website.  The Payroll Office processes postdoc pay and Student Accounting processes stipend payments. 
  • Web EDB is an OLPPS application that provides web-based access to the Employee Database (EDB). Web EDB has two functions: EDB Inquiry and EDB Update. Log onto Web EDB via MyAccess. EDB Inquiry Also known as Web Inquiry, EDB Inquiry is a Payroll and Personnel Employee Database Web Inquiry application that enables users to obtain information related to appointments, benefits, leave accruals and other information available in the OLPPS Employee Database.
  • In the event that you must retroactively enforce a lower NIH Cap for pay transactions that have occurred in the past, the following payroll adjustments should be made: Example: Effective January 1, 2012 the NIH CAP Rate on a fund/project was lowered from $199,700 ($16,641.67/MO) to $179,700 ($14,975.00/MO). The salary differential of $116.67 (7% x (16,641.67-14,975)) is to be paid on non-federal fund
  • Page Center is a tool used for viewing Payroll/Personnel System reports. The tool is only available to central campus users in the Payroll Office, Human Resources, Budget Office, and ITS. Review the user guide and the list of reports for more information about Page Center. Log into Page Center via MyAccesss. Support Page Center is supported by ITS and any questions can be directed to the ITS HelpDesk.  
  • We currently maintain funding designations and funding changes for UCSF Health employees in the timekeeping system (HBS), while we maintain funding designations for campus employees in the payroll system (OLPPS). In November 2017, we will begin moving towards using the payroll system as the common source for all employee funding designations. What is not changing? Within HBS,...
  • As announced in the October Controller’s Office Newsletter, postdoctoral scholars will begin using the Huntington Business Systems (HBS) to report and track personal time off (PTO), sick leave, and other leaves beginning in November 2017. Required Department Actions Departments should have received information from HR Postdoc Shared Services on how to review and reconcile PTO and sick leave...
  • Due to the Thanksgiving holiday, the November 18, 2017 pay period will close early in HBS.  The HBS system will be closed for all users (employees, managers, and Human Resources) at midnight, Monday November 20.  Please review your HBS data as soon as possible but no later than November 21, 2017. If you have questions about HBS, contact the Controller's Office Solution Center. ...