The UCPath Center recently updated the SCT / Direct Retro Processing Schedule. This schedule outlines when transactions must be approved in order to be picked up and posted to the Labor Ledger. It also identifies when you can expect to see the approved transactions in the Labor Ledger and, subsequently, in the General Ledger.

July 2025 through December 2025 dates are now available on Box.

UCPath SCT / Direct Retro Processing Schedule

Some payroll adjustments for Run ID 221214M0Y, processed in September 2024, posted to the Labor Ledger (LL) but did not post to the General Ledger (GL).

• From our understanding, this occurred because the adjustments were submitted using a previously used pay calendar and run ID.
• Due to system limitations, the GL cannot reprocess a pay run ID once it has already been posted, which caused the transactions to be skipped.

UCPath issued a journal credit to each impacted location. In response, UCLA manually submitted a journal entry to record the corresponding transactions in the General Ledger, using detailed reports provided by UCPath. No further action is necessary at this time.

Missed Payroll Transactions Defect Article

The General and Employment Liability (GAEL) premium fee structure and rates were significantly updated for Fiscal Year 2025-2026.  

Multiple premiums and their associated rates have been consolidated into a singular rate for most of campus; the Composite GAEL Rate or CGR. Learn how this change will affect the General Ledger and related processes in this article on our website.

UC reports there are employee records and contingent worker records with an "Expected Job End Date" of September 30, 2025. UCPath will automatically terminate employees and contingent workers who have an:

• "Expected Job End Date" of September 30, 2025 and
• "End Job Automatically Box" indicated on their record

Please review job records with upcoming end dates that are scheduled to auto-terminate and determine the required action.

In order to avoid unintended job terminations, we recommend:

1. Running the “Jobs with Approaching End Dates” CDW report (CDW navigation: Team Content > UCPath CDW > Workforce Administration > Jobs with Approaching End Dates Report).
2. Reviewing the records to ensure the September 30, 2025, Expected Job Record End Dates are correct.

Job Monitoring End Date Article

The following protocol is required for submitting off-cycle pay requests (E-078) near quarter-end (in this case, September) for monthly paid employees. This protocol ensures that wages are captured accurately in UCPath for off-cycle payroll periods that span two quarters. 

What’s happening?

When initiating off-cycle pay requests, the Pay End Date may erroneously populate with 9/29/25. This could cause a discrepancy in wages captured for the employee. If the Pay End Date populates with 9/1/25, you do not need to follow the protocol below and may proceed as usual. 

What’s the protocol?

• Enter 9/1/25 in the Earnings Begin field and 9/29/25 in the Earnings End field of the off-cycle request. You do not need to edit the Pay End Date, which should be 9/29/25.
• If the employee had earnings beyond the Earnings Ends date (from 9/29-9/30), in the comments section, provide the total earnings for the pay period. Example: "Employee is due (insert hours) hours of pay for 09/01/25 to 09/30/25."
  • If the employee had no earnings from 9/29-9/30, you do not need to enter a comment. 

Example of Off-Cycle, Quarter-End Protocol

Thursday, October 16, 8:30 a.m. - 4:30 p.m. | Enroll today
Thursday, November 20, 8:30 a.m. - 4:30 p.m. | Enroll today

As initiators and approvers it is important that the data you enter on employees' UCPath records is accurate and in conformance with UC Policies, Procedures, and applicable State Laws. This course will include information regarding Staff Programs and Employee Groups. 

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Tracker Administrator office hours are held every Wednesdays from 2:00 p.m. to 3:00 p.m. to provide users support with E-Verify, Form I-9, Tracker and more! 

Registration is required. A Zoom invitation will be sent to the email address provided on the registration form. Please register using your UCLA email address.

Tracker Administrator Office Hours Registration

The UCPath Center identified a W-2 Form Summer Salary Defined Contribution (DC) Plan 403(b) contributions reporting error for the tax years 2022, 2023, and 2024.

Issue Summary

UC mistakenly reported Summer Salary DC Plan contributions in Box 14 under code DCP. The correct IRS reporting requirement for 403(b) plan contributions is Box 12 with code E. This is only a W-2 pension plan reporting box issue and does not impact employee taxable income or taxes withheld. 

Corrective Action

UCPath is updating the system mapping to ensure contributions report correctly in Box 12 of Form W-2 going forward. In September 2025, UCPath will begin issuing corrected W-2 forms (W-2c) to the 21,000+ UC employees by this issue.

For full W-2c distribution timeline and more information, please see this article on our website. 

Beginning August 24, UCPath will add a new security step to protect against fraud. Employees must enter an active bank account number to view or update direct deposit information in UCPath self-service.

Employees will have three attempts to enter the correct account number. After three unsuccessful attempts, access to the direct deposit page is locked until the following day. 

NOTE: Validation steps for direct deposit have been updated in response to recent fraud attempts involving UCs, including maladervtising for UCPath. Please ensure you access UCPath through the official landing page (ucpath.universityofcalifornia.edu). 

If you receive a suspicious email, do not reply, click any links, open attachments, send payment, or supply credentials. Report suspicious emails and maladvertising to your IT team immediately by contacting security@ucla.edu. 

Resources

For more information, please see the following UCnet articles:

• Reminder: Enhanced direct deposit security is coming to UCPath on August 24
• Protect your paycheck: Stay ahead of advanced direct deposit scams

UCPath Retro Results Report Overview Video

• This video provides information about the Retro Results report, Retro Discrepancy form, and how to use them effectively.

UCLA Retro Pay Resources

As a reminder, we created two UCLA retro pay resources:

UCPath Retro Pay Triggers

• This quick reference guide explains retroactive pay in UCPath and identifies the fields in a PayPath transaction that trigger retro pay when a retroactive effective date is entered.

UCPath Retro Pay Reports

• This quick reference guide (QRG) explains the two UCPath retroactive pay reports: Retro Results Report and Loaded Retro Trans Report.
• The QRG identifies the frequency and purpose of each report, as well as the method for reporting retro pay discrepancies to the UCPath Center.

Read our website article to learn more about recent enhancements to UCPath and UCPath Online.

UCPath Enhancements & Training Article

The UCPath Training team recently updated the Employee Self Service Library:

UCPath Former Employee Portal Page

• Separated employees access UCPath through an alternative portal. The UCPath Former Employee Portal Job Aid is available on UCnet.
• A redirect link to the UCnet Former Employee Resource page has been added to the Employee Self Service Library.

Basics and Navigation

• NAV000: UCPath Help Site Overview: Updated the “slide deck” appearing at top-most level of the Basics and Navigation course with the new UCPath screen shots

Clear your cache prior to viewing the following materials in the UCPath Help Library.

As of September 22, UCPath launched an enhanced version of our Live Chat feature, bringing meaningful improvements to the employee support experience. Employees will find a more reliable, accessible and user-friendly way to connect with UCPath agents.
Learn more!

On September 17, UCPath distributed a communication regarding an ongoing issue that was preventing some users from uploading PDF attachments in the system. The UCPath cybersecurity team mad a system-wide change to resolve this error on September 19. Transactions may resume normally. If you encounter an issue uploading a PDF, please report it to UCPath.

As part of a larger effort to improve system performance, UCPath is cleaning up dated AWE transactions. In the near future, UCPath will mass-deny all AWE transactions created before January 1, 2024 that are pending approval. Pending AWE transactions created prior to this date that still require approval should be completed as soon as possible. Otherwise, no department action is required.  

UCPath discovered an issue with missing voluntary retirement savings deductions on employees’ final paychecks that were issued from February 1^st, 2025, to July 2^nd, 2025.  The missed deductions were for the following savings plans: 

• 403(b) Plan – Pretax and/or Roth contributions
• 457(b) Plan – Pretax and/or Roth contributions
• Defined Contribution Plan – After-Tax voluntary contributions  

There is no need to submit inquiries related to this issue.  

UCPath has identified the impacted individuals and is reviewing the records to confirm any missed deductions. The team is coordinating with UCOP to determine the appropriate resolution. 

A fix has been put in place as of July 3^rd, 2025 to prevent this issue from occurring on future paychecks. 

UC is increasing pay and changing employee contributions for health insurance programs for AFSCME-represented employees.  
 
The pay increase will be 5% or $25/hour, whichever is greater. Employees may notice a health insurance employee contribution change that includes a new premium credit for employees in Pay Bands one and two. 

• Biweekly increases are effective June 22, 2025, and appeared in July 16, 2025, paychecks.
• Monthly increases are effective July 1, 2025, and appeared in August 1, 2025, paychecks.

For details on these changes, please see this article on UCNet.   

Review our event page for upcoming closures and other important events!

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The next CRU Newsletter will be published in October 2025. In the meantime, we will: 

• Continue sending stand-alone communications to keep you informed of developments and major breaking news.
• Post all minor announcements to the news section of our website.

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