Summary
- NEW Central Resource Unit (CRU) 2025 Holiday Hours
- NEW PayPath Lockdowns in December
- REMINDER Get Your 2025 Tax Forms Delivered Electronically
- Online 1095-C consent (deadline to elect electronic delivery: January 2, 2026)
- Enroll to receive online W-2 (deadline to elect electronic delivery: January 2, 2026)
- NEW Job Record End Date Monitoring: Quarterly Reminder
- NEW The More You Know: Reconciling Payroll Expenses
- NEW BW 2 PayPath Lockdown: December 9 - 12
- NEW MO PayPath Lockdown: December 18 - 23
- NEW BW 3 PayPath Lockdown: December 21 - 26
- NEW 2026 Open Enrollment Exception Process
- NEW Tracker Administrator Office Hours for December
- REMINDER Upcoming Change to Voluntary Disability Premium Deductions
- REMINDER Foreign Source Income Statement eForm
- REMINDER Unsubstantiated Health Flexible Spending Account Expenses To Be Taxed
UCPath General Ledger & Funding News
- NEW November 2025 Release - Simplify GL Phase 1 is Live
- NEW UCPath Enhancements & Training Updates: October 25 - November 21
- NEW Special Year End Reminders for All Employees
- NEW Automated Security Notifications Starting November 17
- NEW Enhanced Messaging for Direct Deposit Changes
- REMINDER Dated AWE Pending Transaction Clean-Up
- NEW CRU Holiday Closure(s) for December
- NEW 2026 CRU Pay Processing Calendar
- NEW CRU Newsletter Returns in January 2026
Announcements
Assistance Available During the Winter Holiday Period: December 24 - January 2
Central Resource Unit (CRU) 2025 Holiday Hours
CRU/UCLA Payroll Partner office will have limited operations and services while UCLA observes Winter Holiday Closure December 24, 2025 - January 2, 2026.
UCPath Center (UCPC) Holiday Hours
The UCPath Center will be open on all weekdays throughout the 2025 winter curtailment period. The UCPC office will only be closed on holiday dates: December 25 and January 1.
Log in to UCPath online and select "Ask UCPath Center" to submit an online inquiry. Call the UCPath Center at (855) 982‐7284 from 8:00 am to 5:00 pm (PT), Monday through Friday.
Get 2025 Tax Forms Delivered Electronically
The University of California will spend over $500k annually to mail paper 1095-C, W-2 forms and paychecks. By promoting electronic delivery, you can help the UCPath Center distribute pay and important tax documentation efficiently and securely in the new year.
In UCPath select Employee Actions > Income and Taxes and choose the applicable option(s) below:
- Online 1095-C consent (deadline to elect electronic delivery: January 2, 2026)
- Enroll to receive online W-2 (deadline to elect electronic delivery: January 2, 2026)
- Direct Deposit
PayPath Lockdown
BW 2: December 9, 5:00 p.m. – December 12, 6:00 a.m.
MO: December 18, 5:00 p.m. – December 23, 6:00 a.m.
BW 3: December 21, 6:00 a.m. – December 26, 6:00 a.m.
To avoid delays in payroll processing, the UCPath Center will limit system functionality on specific pages during the times listed above.
Refer to theUCPath Production Processing Schedule for start and stop times of the Pay Confirm.
Resources
Job Record End Date Monitoring: Quarterly Reminder
As of December 1, UCPath has more than 20,000 job records with an end date of December 31, 2025. In order to avoid unintended job terminations, we recommend doing the following by December 15:
- Run the “Jobs with Approaching End Dates” CDW report (CDW navigation: Team Content > UCPath CDW > Workforce Administration > Jobs with Approaching End Dates Report).
- Review the pulled records to ensure the December 31, 2025, Expected Job Record End Dates are correct.
- If errors are identified, initiate the appropriate transaction(s) to update the records (see “Job Record End Date Monitoring” knowledge base article for instructions)
The More You Know: Reconciling Payroll Expenses
We recommend using CDW Labor Ledger Data to get a truer picture of your department's payroll expenses. The UCLA General Ledger Team recommends using two reports available in the Campus Data Warehouse (CDW) for payroll reconciliation:
- Relating Labor Ledger data to General Ledger Accounting Period - Salary
- Relating Labor Ledger data to General Ledger Accounting Period - Fringe
In general, these reports provide a more accurate data than the UCPath Distribution of Payroll Expense (DOPE) report*, which may have a delayed or misrepresented payroll data due to system restrictions.
Learn more on our most recent The More You Know article.
Calendar
Key dates and deadlines (subject to change):
| DATE | TOPIC |
|---|---|
| December 3, 2:00 p.m. - 3:00 p.m. | UCLA Tracker Administrator Office Hours |
| December 9, 10:00 a.m. | Mass Pay Files deadline (BW2 pay period ending 12/6) |
| December 9, 5:00 p.m. – December 12, 6:00 a.m. | UCPath Lockdown for PayPath transactions (BW2 pay period ending 12/6) |
| December 10, 2:00 p.m. - 3:00 p.m. | UCLA Tracker Administrator Office Hours |
| December 11, 4:00 p.m. | UCPath processing Pay Confirm (BW2 pay period ending 12/6) |
| December 17, 2:00 p.m. - 3:00 p.m. | UCLA Tracker Administrator Office Hours |
| December 18, 10:00 a.m. | Mass Pay Files deadline (MO pay period ending 12/31) |
| December 18, 5:00 p.m. – December 23, 6:00 a.m. | UCPath Lockdown for PayPath transactions (MO pay period ending 12/31) |
| December 19, 10:00 a.m. | Mass Pay Files deadline (BW3 pay period ending 12/20) |
| December 21, 6:00 a.m. – December 26, 6:00 a.m. | UCPath Lockdown for PayPath transactions (BW3 pay period ending 12/20) |
| December 22, 4:00 p.m. | UCPath processing Pay Confirm (MO pay period ending 12/31) |
| December 23, 4:00 p.m. | UCPath processing Pay Confirm (BW3 pay period ending 12/20) |
| December 24 – January 2 | UCLA observes 2025-26 Winter Holiday Closure |
| December 30 | Deduction holiday (BW3 pay period ending 12/20) |
| December 31 | Deadline for employees to repay net amount of overpayments |
| January 2 | Deadline to request electronic W-2 form |
| January 2 | Deadline to request electronic 1095-C form |
On November 22-23, UCPath implemented the Simplify General Ledger (GL) project, Phase 1.This was the initial step in simplifying the UCPath General Ledger structure to support more efficient and accurate financial reporting.
This phase has no immediate impact on existing ledgers or current financial processes.
Simplify GL Timeline
- Phase 1 (completed November 2025): Prepare UCPath for the new simplified structure
- Phase 2 (planned for July 2027): Transition to the simplified financial structure
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.
The 2026 Open Enrollment period ended on November 21, 2025 at 5:00 p.m.
- PTE and CNA members may request late enrollment in Kaiser HMO or the Health Net Blue & Gold HMO plan until 5 p.m. on Friday, Dec. 5.
- For all other 2026 Open Enrollment exceptions, please review the following UCPath Job Aid: How to Submit a Late Open Enrollment Request.
December 3 | Enroll today
December 10 | Enroll today
December 17 | Enroll today
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.
Effective January 2026, UCPath will update the process to deduct benefit premiums from paychecks. The first paycheck reflecting the new deduction timing will be January 2, 2026 (monthly employees) and January 14, 2026 (bi-weekly employees).
What is Changing?
- Biweekly Paid Employees: Premium deductions for all benefit plans will now align with the current month of coverage instead of being taken one month in advance.
- Monthly Paid Employees (Disability Premiums): Disability plan premiums will be deducted during the current coverage month rather than in arrears. All other benefit premiums will continue to be deducted during the current coverage month.
Monthly Employees Transition Timeline
UCPath will collect disability premiums for December 2025 coverage over two paychecks: October 31, 2025 & December 1, 2025.
Biweekly-paid Employees Transition Timeline
UCPath will deduct December 2025 premiums from November 2025 bi-weekly paychecks as usual. For the December 3, 2025, and December 17, 2025, paychecks, UCPath will not take the following benefit premium deductions:
- Medical
- Legal Services
- Supplemental Health Plans
- Accident
- Hospital Indemnity
- Critical Illness Spouse and Child
- Employee and Dependent AD&D
- Supplemental Life Plans
- Basic Dependent Life
- Expanded Dependent Life Spouse and Child
Questions?
In October 2025, UCPath contacted the affected employees. If you or your employees have any questions, please contact UCPath Center (UCPC) directly at (855) 982-7284 or Create a UCPC Case.
Upcoming Change to Voluntary Disability Premium Deductions Article
As of October 27, UCPath implemented a new Foreign Source Income Statement eForm for quicker and streamlined processing. The eForm is available through this navigation path:
Main Menu > Income & Taxes > Forms > Foreign Source Income Detail
The UCPath training team updated the following training materials:
- Foreign Source Income eForm Reflects the recent process change no longer requiring a PDF submission, but rather a submission of an eForm.
- Out of State Tax Withholding eForm Removed reference to the Foreign Source Income Statement eForm.
Clear your cache prior to viewing the following materials in the UCPath Help Library.
On October 22, the UCPath Center (UCPC) contacted 985 UCLA employees whose 2023 Health FSA claims are subject to taxes. UCPC asked employees to submit the required documentation to UC's FSA administrator, WEX.
For employees that did not meet the deadline, UC will withheld applicable income taxes:
- Employees paid on a biweekly basis, November 5, 2025, paycheck will reflect taxes on the unsubstantiated amounts. If 2023 unsubstantiated amount is equal to or greater than $1,500, it will be split across two pay cycles (November 5 and November 19 paychecks).
- Employees paid on a monthly basis, it will impact October 31, 2025, paycheck. If 2023 unsubstantiated amount is equal to or greater than $1,500, it will be split across two pay cycles (October 31 and December 1 paychecks).
Questions
For inquiries or concerns regarding these unsubstantiated payment transactions, please contact WEX:
- (844) 561-1338, Monday – Friday from 4:00 a.m. – 7:00 p.m. PST, or
- Complete the Contact Us form at https://wexhealthinc.my.site.com/WEXbenefitscontactus/s/.
Read our website article to learn more about recent enhancements to UCPath and UCPath Online.
Review with Employees ASAP
- Outdated Personal Email and Home Addresses in UCPath
- Dependent Information
- 1042-S Tax Forms
- W-2 Information
- 1095-C Tax Forms
- Federal and State Earned Income Tax Credit (EITC)
- Claiming Exemption from Withholding
Here are some important job aids that are available on the UCPath Self-Help site:
To strengthen UCPath account security and help protect employee information, UCPath will notify employees in real time about important account changes using automated outbound phone calls.
Beginning November 17, 2025, when employees update their direct deposit information they may receive an automated call confirming the change. Learn more in this CRU website article.
On Monday, November 3, 2025, UCPath implemented enhancements to pop-up messages for users making changes to their direct deposit account(s) in UCPath.
- A new alert will display if the direct deposit information that was entered matches an active direct deposit account.
- A new alert will display when adding or removing account to notify users of processing time and potential paper check distribution.
- Users will be unable to make changes to their account for one business day if all bank accounts are removed from direct deposit.
UCPath continues to enhance direct deposit security and clarify the downstream effects of changes to enrolled accounts. Learn more on our recent article.
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.
The CRU/UCLA Payroll Partner office will have limited operations and services while UCLA observes the Winter Holiday Closure December 24, 2025 - January 2, 2026. Normal operations will resume January 5, 2026 at 8 a.m
Winter Holiday
On Tuesday, December 24, 2025, and Wednesday, December 25, 2025, your UCLA Payroll Partner office will close to observe the university holiday.
New Year Holiday
On Tuesday, December 31, 2025, and Wednesday, January 1, 2026, your UCLA Payroll Partner office will close to observe the university holiday.
- For urgent cases, we will respond within 24 hours or on the next business day.
- Non-urgent issues will be reviewed upon our return on Monday, January 5, 2026.
Review our event page for upcoming closures and other important events!
We recently published the 2026 CRU Pay Processing Calendar. Please refer to this calendar for deadlines to submit time and attendance and mass files to CRU. Files will be processed by CRU to meet the UCPC deadlines.
The next CRU Newsletter will be published in January 2026. 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.
