Quick Announcements and Helpful Reminders for Payroll Processing
This content provides important updates on upcoming deadlines, terminating job processes, retroactive pay, vacation accrual issues, and missing pay submissions in payroll processing. Stay informed to ensure smooth transactions.
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Training Tips April 5, 2022
Quick Announcements I Upcoming Deadlines NEXT BW Transaction deadline: Thursday April 14 at 3pm (for templates, extended absences, etc.) o BW PayPath deadline: Today 4/5 (5pm) blackout through Friday 4/8 @ 6am NEXT MO Transaction deadline: Wednesday April 18 at 3pm (for templates, extended absences leaves, etc.) o MO PayPath deadline: Thursday 4/21 (5pm) - blackout until Tuesday 4/26 @ 6am 2
Quick Announcement II When terminating a job where the employee has additional pay that should also be terminated, users need to make sure the additional pay end date matches the termination date of the job Helpful reminders regarding additional pay and retro module: Retro pay transactions are processed through UCPath during on-cycle payroll processing Questions about retro pay can be directed to UCI UCPath team, currently working on potential reports to provide more information on retro pay Any retroactive Job Data / Additional Pay transactions to be added to current on-cycle processing must be submitted and approved by the transaction (not PayPath) deadline outlined in the payroll processing schedule (by 3 pm), if the deadline (after 3 pm) is missed it will be processed on next on-cycle 3
Quick Announcements III Extended Absence Support Tuesdays & Thursdays 10-12pm in the Drop-in Support Center (Charlene Dodd & Melissa Moffat) Vacation Accrual Issues UCPath has identified an issue with vacation accrual eligibility. Affects employees who became eligible Dec.- March with a job end date. Some employees may show incorrect vacation accruals. It is not necessary to submit any requests for accrual updates as these will be updated as part of the resolution of this issue. Current estimated to be fixed end of April Note the date on the payroll calendar for when vacation accruals are processed each month 4
Quick Announcement IV Issues around Missing Pay Missing pay should be submitted via Payroll Requests as soon as possible to avoid delays BW pay on Wed, next Pay confirm is next Thurs Waiting to pay on next on-cycle causes extra tax withholding Recent case employee was charged double normal taxes If missing timecard ensure with DTA that it will not be processed to UCPath 5
Future Training Tips Meetings April 19 May 3 May 17 May 31 June 14 6
Agenda - Rehire or Reinstatement issues - Direct Retro reminders - Off-cycle Dashboard - Q&A
Rehire or Reinstatement Issues 8
Auto-Term Review the jobs that Auto-Termed at then end of March Ensure that all were ending and termed appropriately If any jobs were not intended to end determine if reinstatement or rehire is appropriate. 9
Rehire vs. Reinstatement Reinstatement is used when a job has been terminated in error, usually Auto-Term, and need the person to be reinstated to their former position # and no break in service. Smart HR template Rehire_REI , Effective Date must be same date as the effective date of the termination. Position # must be the same as the employee held before terminated. Add comments to assist Path Center in processing A UCPC case will need to be opened to ask that benefits be reinstated as benefits were ended with the termination. This may require follow-up call to UCPC if employee has immediate need for benefits. Rehire is used when a person has been terminated but is moving to a new position # or other changes in their employment vs. the job that was terminated. If rehire is processed after termination, then benefits case may need to be opened to ensure benefits are reinstated. 10
Employee Record Direct Retros 11
Selecting the Employee Record with Direct Retro You must select the appropriate employee record or the paycheck will not display in the search results. 12
Direct Retro Change UCPath recently corrected the salary cost transfer page to allow users to modify FAU information on $0 earnings rows 13
Off-Cycle Payroll Dashboard 14
Off Cycle Dashboard Access the Off Cycle Dashboard via Quicklinks E078 is the Payroll Request Module. Click on View More Details button to access the Selection Criteria and details page. 15
Off Cycle Dashboard Use the Selection Criteria to locate the desired Payroll Request. Note: Start Data and End Date refer to the date the transaction was submitted. When the Selection Criteria is completed, click the Search button for the results. 16
Off Cycle Dashboard Use the Legend Definition hyperlink to display the Transaction Status definition box. 17
Off Cycle Dashboard Legend Definitions: 18
Timing and Deadlines Off-Cycle Pay Process - UCPC Process Step: UCPC Action (Non- Pay Confirm Day) UCPC Action (Pay Confirm Day) Day 1 of the process (Prior to Pay Confirm Day) Validate E078 transaction data on the day it was submitted and will be scheduled for processing the next non-pay confirm day Day 1 of the process Validate E078 transaction data on the day it was submitted Payroll Request (E078) submitted by 2:00pm Day 1 of the process (Prior to Pay Confirm Day) Reach out to submitter to ask for correction or additional info needed Payroll Request (E078) submitted by 2:00pm (corrections/additional info needed) Day 1 of the process Reach out to submitter to ask for correction or additional info needed Day 2 of the process Resubmitted E078s (corrections) by 9:00am the next day will keep their place in line to process that day (on day 2 of the process) Day 2 of the process (Pay Confirm Day) Resubmitted E078s (corrections) the next day will keep their place in line to process on the next non-pay confirm day (on day 3 of the process) Submit Payroll Request (E078) corrections by 9:00am the next day Day 2 of the process (Pay Confirm Day) No transaction are processed Day 3 of the process (Post Confirm Day) E078 to be processed in the system two days after it was received Day 2 of the process E078 to be processed in the system the day after it was received Process Payroll Request (E078) in PeopleSoft to produce payment Day 3 of the process Direct Deposit will be available in the bank. Paper check is mailed. Day 4 of the process Direct Deposit will be available in the bank. Paper check is mailed. Payment issue date E078 Payroll Request Module
Off Cycle Dashboard Process off-cycle payroll requests as soon as possible. Use the Off-Cycle Dashboard to monitor the status of your payroll requests. Overpayments will appear on the Off-Cycle Dashboard as Manually Processed however, there will be no further updates to the transaction status. Remember to review the Off-Cycle Pay Process schedule and check the Payroll Processing Calendar for pay confirm dates that may interrupt the off- cycle pay process. Please contact the UCI UCPath Support Team if your off-cycle request appears to be delayed/stalled. 20
When making retroactive job changes in PayPath, all values need to be updated to reflect the correct values as of the effective date being entered A retroactive change is a change that pre-dates the current top of stack row When submitting a job change in PayPath, the system will populate all the values from the top of stack row even if it is from a future effective dated row Users must update EVERY value to be correct for the retro dated change because the system will carry ALL populated values back to the effective date entered Once the Job Data tab is updated, the initiator should review the Workforce Job Summary page to determine if additional PayPath updates are required to future dated rows Example: o The top of stack row is for today s date o The system will display all the values from the top of stack row o If a retroactive job change is submitted to change the empl class and only that value is updated, the system will update all other populated values to the retroactive date as well (e.g. compensation, reports to, etc.) 22
