Summary
- NEW July Retirements & Cost-of-living Adjustment (COLA)
- NEW Have Employees Leaving UCLA? Help Them Update Their Email Today!
- NEW Preparing for the Possibility of a Department of Homeland Security (DHS) Notice of Inspection (NOI)
- NEW eForm Enhancements Delayed
- NEW Summer Salary Resources
- NEW Deduction Holiday - July 29, 2026
- NEW MO PayPath Lockdown: June 22 - 29
- NEW BW 1 PayPath Lockdown: June 23 - 26
- NEW BW 2 PayPath Lockdown: July 7 - 10
- NEW June 2026 Quarterly Reminders
- Job Record End Date Monitoring
- Off-Cycle, Quarter-End Pay Requests for Monthly Employees
- NEW Dotted-Line Report Field in PayPath for Health Use Only
- NEW Update to Concurrent Hire Smart HR Templates
- NEW Mass PayPath Templates Updated
- NEW Tracker Administrator Office Hours
UCPath General Ledger & Funding News
- NEW FY 2025-26 Closing Instructions and Schedule
- NEW 2026 Fiscal Year-End Funding Entry Freeze
- NEW UCPath SCT Processing Schedule 2026-2027
- NEW UCPath Enhancements & Training Updates: April 24 - June 18
- UCPath Off-cycle Dashboard Update
- NEW Extended Absence Improvements Now Available
- NEW Corrected W‑2 Forms for Summer Salary DC Plan Contributions Now Available
- NEW UCPath Contact Options to Replace Voicemail
- NEW CRU Holiday Closure(s)
- NEW CRU Newsletter Returns in July 2026
Announcements
July Retirements COLA Deadlines for BW Retirees
To ensure 1976 Tier employees retiring on July 1, 2026 are eligible for the Inactive Cost‑of‑Living Adjustment (COLA), a one‑day break in service is required. As a reminder, submit final pay requests for accrual payouts as appropriate by the following deadline:
- Wednesday, July 1, 2026, 5:00 p.m. | Biweekly retirees for the July 15 pay date (260704B2X)
Resources
- UCPath Job Aid: Retirement Processing for July 1 Retirement Date - COLA
- Article: July 1 Retirement Processing and COLA Eligibility
Have Employees Leaving UCLA? Help Them Update Their Email Today!
As June and July retirements approach, please remind employees preparing to leave UCLA to update their personal email address in UCPath before separation. This step is essential to ensure continued access to the Former Employee Portal (FEP) and important documents such as their W‑2.
Without a personal email on file, UCPath cannot send the FEP registration link, which expires after 90 days. Former employees can access pay statements and tax documents in the portal for up to three years after separation.
To ensure uninterrupted access, please review and share the Former Employee Portal job aid during the offboarding process.
Preparing for the Possibility of a Department of Homeland Security (DHS) Notice of Inspection (NOI)
The University of California Office of the President (UCOP) has underscored the importance of audit preparedness in the event the Department of Homeland Security (DHS) issues a Notice of Inspection (NOI) to a UC location.
Although NOIs are rare, they require immediate action and strict compliance timelines. Notices are typically delivered via certified mail or hand-delivered to a department representative.
Immediate Action Required (Within 72 Hours)
University policy requires departments to notify current employees within 72 hours of receiving a Notice of Inspection for Form I‑9 or related employment records.
If You Receive an NOI
- Contact CRU immediately via the HR Admin form, using the I-9 Tracker topic.
- Post the NOI, which will be completed and provided by the UCLA Lead Tracker Administrator, to inform current employees within 72 hours of receiving the notice.
- Review Form I-9 Audit Guidelines: Providing Form I-9 to Auditors.
Tracker users are not permitted to provide Form I-9 to auditors or other agencies.
For complete instructions and best practices, please see this article on our website.
Access Preparing for DHS Notice of Inspection (NOI) Article
PayPath Lockdown
MO: June 22, 5:00 p.m. – June 29, 6:00 a.m.
BW 1: June 23, 5:00 p.m. – June 26, 6:00 a.m.
BW 2: July 7, 5:00 p.m. – July 10, 6:00 a.m.
BW 3: July 21, 5:00 p.m. – July 24, 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 the 2026 UCPath Production Processing Schedule for start and stop times of the Pay Confirm.
Resources
eForm Enhancements Delayed
Following a short period of unavailability, the planned enhancements to UCPath eForms for Benefits (BN), Absence Management (AM), Payroll (PY), and Records & Fulfillment (R&F) were delayed on May 29, 2026.
UCPath will establish and communicate a new implementation timeline once dates are confirmed. When deployed, the upgraded eForms will deliver improved usability and navigation, enhanced accessibility, and a more streamlined user experience.
Reminder: Clear your browser cache and cookies to ensure proper functionality.
Summer Salary Resources
- Summer Sessions Training Guide: On June 18, your payroll partner updated the training guide that outlines the procedures for entering Summer Sessions UCPath data.
- Summer Sessions Planning Website: The Summer Sessions Office has made recent updates to their planning website for 2026.
- Summer Employment Memo: On June 1, the Academic Affairs & Personnel Office posted guidance on Summary of Policy and Procedure Governing Summer Salary.
Deduction Holiday - July 29, 2026
For bi-weekly paid employees, there are two times a year when flat dollar deductions are not deducted from your paychecks. Read more in our knowledge base article
Calendar
Key dates and deadlines (subject to change):
| DATE | TOPIC |
|---|---|
| June 22, 8:00 a.m. – June 30, 12:00 p.m. | FYE Funding Entry Freeze |
| June 22, 5:00 p.m. – June 29, 6:00 a.m. | UCPath Lockdown for PayPath transactions (MO pay period ending 6/30) |
| June 23, 5:00 p.m. – June 26, 6:00 a.m. | UCPath Lockdown for PayPath transactions (BW1 pay period ending 6/20) |
| June 25, 4:00 p.m. | UCPath processing Pay Confirm (BW1 pay period ending 6/20) |
| June 26, 4:00 p.m. | UCPath processing Pay Confirm (MO pay period ending 6/30) |
| July 1, 2:00 p.m. – 3:00 p.m. | UCLA Tracker Administrator Office Hours |
| July 1, 5:00 p.m. | Submit final pay requests for BW retirees accrual payouts for the July 15 pay date (260704B2X) |
| July 3 | Independence Day – CRU/UCLA Payroll Partner Office closed |
| July 7, 10:00 a.m. | Mass Pay Files deadline (BW2 pay period ending 7/4) |
| July 7, 5:00 p.m. – July 10, 6:00 a.m. | UCPath Lockdown for PayPath transactions (BW2 pay period ending 7/4) |
| July 8, 2:00 p.m. – 3:00 p.m. | UCLA Tracker Administrator Office Hours |
| July 9, 4:00 p.m. | UCPath processing Pay Confirm (BW2 pay period ending 7/4) |
| July 15, 2:00 p.m. – 3:00 p.m. | UCLA Tracker Administrator Office Hours |
| July 21, 10:00 a.m. | Mass Pay Files deadline (BW3 pay period ending 7/18) |
| July 21, 5:00 p.m. – July 24, 6:00 a.m. | UCPath Lockdown for PayPath transactions (BW3 pay period ending 7/18) |
| July 22, 2:00 p.m. – 3:00 p.m. | UCLA Tracker Administrator Office Hours |
| July 23, 4:00 p.m. | UCPath processing Pay Confirm (BW3 pay period ending 7/18) |
| July 29, 2:00 p.m. – 3:00 p.m. | UCLA Tracker Administrator Office Hours |
Payroll & HR News
UC reports there are employee records and contingent worker records with an "Expected Job End Date" of June 30, 2026. UCPath will automatically terminate employees and contingent workers who have an:
- "Expected Job End Date" of June 30, 2026 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:
- Running the “Jobs with Approaching End Dates” CDW report (CDW navigation: Team Content > UCPath CDW > Workforce Administration > Jobs with Approaching End Dates Report).
- Reviewing the records to ensure the June 30, 2026, Expected Job Record End Dates are correct.
The following protocol is required for submitting off-cycle pay requests (E-078) near quarter-end (in this case, June) 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 6/28/26. This could cause a discrepancy in wages captured for the employee. If the Pay End Date populates with 6/1/26, you do not need to follow the protocol below and may proceed as usual.
What’s the protocol?
- Enter 6/1/26 in the Earnings Begin field and 6/28/26 in the Earnings End field of the off-cycle request. You do not need to edit the Pay End Date, which should be 6/28/26.
- If the employee had earnings beyond the Earnings Ends date (from 6/29-6/30), in the comments section, provide the total earnings for the pay period. Example: "Employee is due (insert hours) hours of pay for 06/01/26 to 06/30/26."
- If the employee had no earnings from 6/29-6/30, you do not need to enter a comment.
A new Dotted-Line Report field was introduced to PayPath transactions in UCPath and the Mass PayPath Update template on May 1, 2026. This field supports UCLA Health Human Resources with an internal integration related to their timekeeping system.
While visible to all Initiators and Approvers, this field should only be leveraged by UCLA Health Human Resources transactors. Campus transactors should leave the Dotted-Line Report field blank when creating new positions or completing PayPath transactions.
- View an example of the Dotted-Line Report field in PayPath and the Mass PayPath Update template and
- Learn more on our recent web article.
UCPath has released an updated Mass PayPath (E‑081) template, now including a new optional Dot Line field to support additional reporting relationships. To avoid upload errors and processing delays, departments must download and use the latest version from the UCPath Template Library.
Note: UCLA provides internal templates for submitting Mass Funding Entry, Regular Time Entry (I‑181), and Flat Dollar Amount (I‑618) files to the Central Resource Unit (CRU). Refer to the How to Find Mass Template knowledge base article for the latest UCLA versions.
Resources
- UCPath Template Library: E‑081 Mass Update PayPath Template
- UCPath Job Aid: Mass Update of PayPath Actions Template
- CRU Knowledge Base: How to Find Mass Template
- Full Details: View the original communication in the CRU article Mass PayPath Template Updated
To prevent system errors caused by duplicate effective-dated data in the personnel information field, UCPath will remove the Personal Data tab from the Concurrent Hire / Interlocation Transfer (Staff and Academic) Smart HR templates effective May 1, 2026.
NOTE: This update applies only to Smart HR templates. Other entry methods, including Mass Hire, integrations and Manage Human Resources, will not be impacted.
- Users may continue to process Personal Data updates through employee self-service or the Personal Data Change template
- UCPC will update UCPath job aids and provide a follow‑up communication once revised resources are available.
To learn more, please review our web article.
July 1 | Enroll today
July 8 | Enroll today
July 15 | Enroll today
July 22 | 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.
The UCPath March 2026 Release included updates to the Improve Accrual Management Phase 1 and Final Pay Pilot projects. Please visit the Improve Accrual Management Project/Final Pay Pilot page to learn more.
UCLA Controller's Office announced instructions to help you prepare for UCLA’s annual fiscal year-end close. Please share this material with those in your departments who are responsible for financial & administrative activities which impact our close and subsequent reporting.
Resources
The fiscal year-end funding rollover for UCPath will take place from June 22 - June 30. For FYE 2026, the funding rollover process includes one blackout period that applies to both Multiple Components of Pay (MCOP) and Non-MCOP positions.
Transaction Freeze Period
- Start: Monday, June 22, 2026, at 8:00 a.m.
- End: Tuesday, June 30, 2026, at 12:00 p.m.
Note: Unlike prior years, UCPath is requesting that locations avoid entering any funding transactions during the entire freeze period (June 22–30), regardless of position type.
Please review CRU's FYE Funding Rollover article for more information.
The UCPath Center recently updated the SCT 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 2026 through September 2026 dates are now available on Box.
Whether you're a researcher with a new grant or department head tracking expenses, attempting to locate the individual or department that manage a specific fund can be challenging in UCLA's complex financial landscape.
UCLA has simplified this search via the Fund Manager Directory on Box, which lists Fund Managers by Type and Number.
Bookmark this directory for quick access! It’s updated regularly to reflect staff changes and organizational shifts.
Learn more on our most recent The More You Know article.
UCPath Off-Cycle Dashboard Access
On April 30, UCPath implemented performance updates to the Off-cycle Dashboard. Users no longer see a default list. To improve load times, please search by Employee ID or Transaction ID. Additional enhancements are under review.
Read our website article to learn more about recent enhancements to UCPath and UCPath Online.
UCPath has released new enhancements to Extended Absence (EA) transactions aimed at improving notification visibility and data accuracy. To help reduce errors and processing delays, updates include expanded push back notifications—now sent to both submitters and approvers—and new Last Day Worked field validations.
Read the full update on the CRU website to learn how these changes may impact your transactions.
On April 27 and May 21, 2026, UCPath issued corrected W‑2 forms for Summer Salary DC Plan contributions for tax years 2023–2025 and notified affected employees. Updated forms are now available in the UCPath portal. Full details available in this CRU website article.
This update reflects a reporting change only and does not impact taxable income or taxes withheld.
Beginning in April 2026, the process for repaying Fidelity 403(b) loans will change. UC will no longer deduct loan repayments from employee paychecks after the April 1, 2026, monthly and April 8, 2026, biweekly paychecks.
- Employees must make repayments directly to Fidelity through the Automated Clearing House (ACH) service, which withdraws payments from an employee’s personal bank account.
For communication schedule, deadlines, and resources, please review this CRU website article.
UCPath has introduced a new emergency contact relationship type, “Contact if Detained/Arrested.” Employees can update their emergency contact information in UCPath to add a contact to be notified if they are detained or arrested at work.
Why This Matters
This update ensures employees can record their notification preferences. It is part of the California Workplace – Know Your Rights notification issued earlier this year.
What You Need to Know
The new option is available in Employee Self Service under Emergency Contacts. No action is required from locations, but you may receive questions from employees. UCPath encourages locations to remind employees to review and update their emergency contact information.
Resources
The UCPath Center will discontinue voicemail effective May 31, 2026 and introduce enhanced support options to improve response times. Users are encouraged to use the callback feature, AI tools like PathPal, and SMS support for faster assistance. Learn more in the full article on the CRU website.
- UCPath Phone Service: (855) 982-7284, 8 a.m. to 5 p.m., Monday through Friday, excluding UC holidays
- Chat with UCPath Center 8 a.m. to 6 p.m.
Voluntary retirement savings plans deductions were missed on employees’ final paychecks that were issued from February 1st, 2025, to July 2nd, 2025. UCPath corrected the system issue, and the UC made a Qualified Nonelective Contribution (QNEC) to the plan on behalf of affected employees.
As an update, UCLA will use central funding to supply the required 50% UC contribution for the University’s affected employees. No department action is required.
Learn more about this update on our recent web article.
Independence Day
On Friday, July 3, 2026, your UCLA Payroll Partner office will close to observe Independence Day.
All cases submitted to CRU will be reviewed when we resume operations on Monday, July 6, 2026.
The next CRU Newsletter will be published in July 2026. In the meantime, we will:
- Continue sending stand-alone communications to keep you informed of fiscal year-end developments and major breaking news.
- Post all minor announcements to the news section of our website.