Payroll

Support Contact

415.476.2126
Box 0812
PDF icon Download (49.75 KB)

Management Contact

Carrie Gatlin
Payroll Personnel Systems Manager
+1 415 502-5490

Payroll Calendar

June 2018

Sun Mon Tue Wed Thu Fri Sat
Sunday, May 27
27
Monday, May 28
28
Tuesday, May 29
29
Wednesday, May 30
30
Thursday, May 31
31
Friday, Jun 1
1
Saturday, Jun 2
2
Sunday, May 27
 
Monday, May 28
 
Tuesday, May 29
 
Wednesday, May 30
 
Thursday, May 31
 
Friday, Jun 1
Monthly Payday
 
Saturday, Jun 2
Biweekly Pay Period End
 
Sunday, Jun 3
3
Monday, Jun 4
4
Tuesday, Jun 5
5
Wednesday, Jun 6
6
Thursday, Jun 7
7
Friday, Jun 8
8
Saturday, Jun 9
9
Sunday, Jun 3
 
Monday, Jun 4
 
Tuesday, Jun 5
 
Wednesday, Jun 6
 
Thursday, Jun 7
 
Friday, Jun 8
 
Saturday, Jun 9
 
Sunday, Jun 10
10
Monday, Jun 11
11
Tuesday, Jun 12
12
Wednesday, Jun 13
13
Thursday, Jun 14
14
Friday, Jun 15
15
Saturday, Jun 16
16
Sunday, Jun 10
 
Monday, Jun 11
 
Tuesday, Jun 12
 
Wednesday, Jun 13
Biweekly Payday
 
Thursday, Jun 14
 
Friday, Jun 15
 
Saturday, Jun 16
Biweekly Pay Period End
 
Biweekly Vacation/Sick Leave Accrual
 
Sunday, Jun 17
17
Monday, Jun 18
18
Tuesday, Jun 19
19
Wednesday, Jun 20
20
Thursday, Jun 21
21
Friday, Jun 22
22
Saturday, Jun 23
23
Sunday, Jun 17
 
Monday, Jun 18
 
Tuesday, Jun 19
 
Wednesday, Jun 20
 
Thursday, Jun 21
 
Friday, Jun 22
 
Saturday, Jun 23
 
Sunday, Jun 24
24
Monday, Jun 25
25
Tuesday, Jun 26
26
Wednesday, Jun 27
27
Thursday, Jun 28
28
Friday, Jun 29
29
Saturday, Jun 30
30
Sunday, Jun 24
 
Monday, Jun 25
 
Tuesday, Jun 26
 
Wednesday, Jun 27
Biweekly Payday
 
Thursday, Jun 28
 
Friday, Jun 29
Monthly Payday
 
Saturday, Jun 30
Biweekly Pay Period End
 
  • 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. 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.  
  • 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 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • Article Contents E-Verify Background and Implementation Responsibilities of the Federal Contractor Roles & Responsibilities Where to Learn More E-Verify Background and Implementation As a federal contractor, UCSF is required to perform E-Verification within three business days only for employees who perform substantial work on Federal contracts and subcontracts that mandate the use of E-Verify. While the USCIS Form I-9 is required for all hires, citizens and non-citizens, E-Verify is required only for employees assigned to a qualified federal contact/subcontract that contains the E-Verify Federal Acquisition Regulation (FAR) clause.
  • 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):
  • UCSF uses the web-based application Tracker I-9 Complete for Form I-9 and E-Verify processes for UCSF employees. 
  • In OPTRS, a Late Pay/Reduce Pay (EDLR) transaction is used to record a pay adjustment (LX) or reduce time (RX). Some examples include:
  • 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).
  • 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).
  • 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.
  • 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.  In the Controller's Office:
  • 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
  • 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:
  • 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.  
  • On May 9, 2018, the National Institutes of Health (NIH) announced its fiscal year 2018 Ruth L. Kirschstein National Research Service Award (NRSA) stipend levels for Postdoctoral Scholars (NOT-OD-18-175).  Pursuant to the Postdoctoral Scholars’ Memorandum of Understanding (MOU) between the University of California and the UAW union, Article 4, Compensation, the University salary scales...
  • Each year, we have a large number of employees who separate due to retirements from UCSF at the end of June.  When an employee terminates all University employment, the Human Resources (HR) and Payroll staff must process the separation in a timely manner to ensure that the employee is paid accurately on their last day of work.  You can help us achieve a smooth transition for employees...
  • You may have just finished your 2017 taxes, but it is not too early to start thinking about next year’s tax filing.  As part of the Tax Cuts and Jobs Act, changes to eligible deductions – such as a new $10,000 limit on the deduction for state and local taxes – could have a significant impact on your tax liability in 2018.  Check with your tax advisor to determine how the Act may impact...
  • Last month we announced a Change to Payroll Assessment Calculation for UCRP Supplement that was implemented on May 1, 2018.  We have clarified with the UC Office of the President that the UCRP supplement interest expense should have been taken beginning with the first payroll period paid in April, necessitating correcting journals for the missed pay periods.   Prior to the...