Important Training and Transaction Updates for November
Stay informed about upcoming transaction deadlines, UCPath freeze details, payroll calendar updates, and overpayment submission guidelines in this comprehensive announcement. Ensure compliance and efficiency in handling critical HR processes.
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Training Tips November 15, 2022
Upcoming Transaction Deadlines Bi- Weekly Transactions: Tues. November 22 @ 3pm BW - PayPath Deadline: Today 11/15 @ 5pm Blackout Ends: Friday 11/18 @ 6am Monthly Transactions: Wed. November 16 @ 3pm MO - Pay Path Deadline: Monday 11/21 @ 5pm Blackout Ends: Thursday 11/24 @ 6am Reminder: Retro Pay deadline is part of the monthly transaction date **Please monitor SCT deadlines for Direct Retro processing** 2
Quick Announcements I UCPATH FREEZE: CX 6% Across the Board Increase Do not enter transactions for impacted employees eligible for Across-the-Board Increase between Wednesday, November 16, 2022, through Tuesday, November 22, 2022. Share this information with UCPath Initiators / Reviewers in your school or department in order to plan their workload. The ratified CX contract is very complex and will require multiple implementation processes to execute. There will be additional Salary Implementation Notice communications forthcoming. 3
Quick Announcement II The 2023 Payroll Production Calendar has been posted in UCPath Quiklinks> Payroll Resources> Payroll Processing Schedules & Working Hours >Payroll Processing Schedule 2023 Will be updating our website next week 4
Quick Announcement III Overpayments should be submitted to UCPath by Nov. 18 Employees will be receiving letters in the mail from UCPC regarding overpayments still outstanding and need to set up repayment plans by Dec. 31 Effective October 1, UCPath began distributing monthly statements to employees with overpayment or postdoc balances that show the amount due and available repayment options. Previously, UCPath sent a single invoice to an employee without follow-up notices. The new statements provide employees with ongoing information about their balances and time to resolve disputes or make repayment arrangements. What if there are balance errors? Please send balance errors to UCI Payroll via EEC case Balance errors may include: Employee receiving statements after completing repayment Statement balance discrepancies or disputes Employee receiving statements after the overpayment has been canceled 5
Future BW Training Tips Meetings November 29 December 13 January 10 January 24 February 7 6
Agenda Upcoming Changes to Final Pay Template Worksite ID Position Pool ID Training Schedule Q&A
Final Pay Update (E-078) 8
Final Pay Template (E-078) Update To facilitate the processing of Final Pay, Payroll Request (E-078) module has been updated and the following fields have been added: Last Day on Pay Status (Derived) Termination Transaction ID Auto Termination Date (Derived) (pulls from Expected Job End Date) PR Transaction Number Overpayment Transaction Number 9
Using The Final Pay Template Only the Termination Transaction ID should be used for data entry to provide the corresponding Termination Template Transaction ID. Last Day on Pay Status and Auto Termination Date(expected job end date) are derived from the current information in Job Data. PR Transaction Number and Overpayment Transaction Number should remain blank or only be used as directed by Central Payroll or UCPC. 10
Changes to Final Pay Template This field is derived from the Job Data expected job end date This field is derived from the Termination Template/Job Data 11
Changes to Final Pay Template Use this field to enter the Termination Transaction ID number These fields should remain blank. 12
Final Pay Template - Messages While processing the Final Pay template you may encounter the following messages when fields are blank: This message appears when the termination template is still in requested status or the employee is scheduled to auto-term. Click OK to continue. This message appears when any of the fields are blank. Click OK to continue or Cancel to review. These are only warning messages and will not hinder the completion of the transaction. Be sure to review your transaction to confirm that all necessary information has been provided. 13
Final Pay Template Additional Information As a result of the Final Pay template update you will no longer need to: Complete the Initiator Comments section with the previously requested information. However, please add any comments that may be necessary for additional clarification. Use the TRM/1.0 Hours work around to trigger the Payout Accruals check box. Please use the check box as needed. Final changes are still in process, updates will be provided at call on 11/29 14
Worksite ID 15
Managing HR Worksite ID The HR Worksite ID is a Position attribute and drives how the employee i-9 verification process is executed. At UCI, all positions should have an HR Worksite ID of: 112 UCI No E-verify. If there are any active positions in your department which do not have an HR Worksite ID of 112 UCI No E-Verify please follow the steps provided to update the position data. 16
HR Worksite ID Filled Position When the position is Filled Navigate to PayPath Actions and update the HR Worksite ID from the Position Data tab. Action: POS Reason Code: COR 17
HR Worksite ID Vacant Position If the position is Vacant please navigate to the Position Control Request page and update the HR Worksite ID from the UC Position Data tab. 18
Unable to Change Worksite ID If, for any reason, you are unable to change the HR Worksite ID for a position (whether filled or vacant), please submit an EEC ticket addressed to the UCI Position Administrator and request the HR Worksite ID to be updated 19
Position Pool ID & Work Study Funding 20
Work Study Position Pool ID If a position has a Position Pool selected, the position is considered a work study position. PayPath Position Data tab UCPath manages the Work Study Distribution and Split Percentage in the Work Study Split table. For earnings that are considered Work Study Eligible, UCPath will determine if there is an award balance to cover the submitted earnings. If the award balance is not big enough to cover the work study portion of earnings, the remainder will be charged to the department.
Work Study Award Table This page shows the student s work study award amount, award balance, work study program (Position Pool ID), and more. This information is updated every day from a file sent to UCPath from the work study department. If the Award Balance is zero, please remove the Position Pool ID from the position in PayPath.
Funding Entry for Work Study Only enter the department funding information on the Funding Entry page for a work study position. The Position Pool ID determines the split percentage between the work study program and the department. Whenever entering funding for a work study position, do not use the KFS Sub Account field. This field is used by the work study program behind the scenes. It can be used for non-work study position funding.
Work Study Reports Here are work study reports to help identify students who s work study balances are zero or nearing zero.
Did You Know? Employees calling UCPath (855-982-7284) will now be greeted with a human voice, rather than a computer-generated voice. 26
