At A Glance
- NEW Get Your 2024 Tax Forms Delivered Electronically
- Online 1095-C consent (deadline to elect electronic delivery: January 3, 2025)
- Enroll to receive online W-2 (deadline to elect electronic delivery: January 3, 2025)
- NEW Paypath Lockdowns in December
- NEW Job Record End Date Monitoring: Quarterly Reminder
- NEW Central Resource Unit (CRU) 2024 Holiday Hours
- REMINDER The More You Know: Former Student to FTE Overpayment Error
- NEW BW 2 PayPath Lockdown: December 10 - 13
- NEW MO PayPath Lockdown: December 19 - 26
- NEW BW 1 PayPath Lockdown: December 22 - 27
UCPath General Ledger & Funding News
- NEW UCPath SCT / Direct Retro Processing Schedule 2024-2025
- REMINDER NSTP Funding Resources Available
- NEW Now Available: New Patent Acknowledgement Report
- NEW Now Automated: UCPath Security Deprovisioning for Inter-Location Transfers
- NEW Manage Human Resources Tile Visible in Workforce Administration
- NEW WFA Staff Policy & Procedures – Compensation (CHR)
- Thursday, December 12, 8:30 am - 12:00 pm | Enroll today
- NEW December Tracker Administrator Office Hours Wednesdays 2-3 pm | Enroll today
- NEW UCPath Enhancements & Training Updates: October 19 - November 22
- NEW Special Year End Reminders for All Employees
- NEW Unsubstantiated Health Flexible Spending Account (FSA) Expenses To Be Taxed
- NEW Auto Response Templates for Reopened Cases in Ask UCPath
- NEW Incorrect Benefits Confirmation Attachment 11/21/24
- NEW CRU Holiday Closure(s) for December
- NEW 2025 CRU Pay Processing Calendar
- NEW CRU Newsletter Returns in January 2025
Announcements
Get 2024 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 3, 2025)
- Enroll to receive online W-2 (deadline to elect electronic delivery: January 3, 2025)
- Direct Deposit
PayPath Lockdown
BW 2: December 10, 5:00 p.m. – December 13, 6:00 a.m.
MO: December 19, 5:00 p.m. – December 26, 6:00 a.m.
BW 1: December 22, 5:00 p.m. – December 27, 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 UCPath Production Processing Schedule for start and stop times of the Pay Confirm.
Resources
Job Record End Date Monitoring: Quarterly Reminder
As of December 2, UCPath has more than 20,000 job records with an end date of December 31, 2024. In order to avoid unintended job terminations, we recommend doing the following by December 13:
- 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, 2024, 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)
UC Time Reporting System (UCTRS) Design Upgrade
Check out UCTRS’ improved look and feel! UCTRS recently modernized its design and improved user accessibility by implementing compatibility with mobile devices. Job Aids related to TRS have been updated to reflect these enhancements.
Assistance Available During the Winter Holiday Period: December 21 - January 1
Central Resource Unit (CRU) 2024 Holiday Hours
CRU/UCLA Payroll Partner office will have limited operations and services while UCLA observes Winter Holiday Closure December 21, 2024 - January 1, 2025.
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.
The More You Know: Former Student to FTE Overpayment Error
Did you know?
Overpayments may occur when graduates or former students of the UC System are hired into positions as non-students due to missed deductions or other discrepancies.
What’s the best practice?
Because this is a UCPath system error, payroll and human resource initiators should monitor these types of new hires and act quickly if an error is identified. Employees who held previous affiliations with UC should monitor their paycheck for missed deductions or other discrepancies.
What can I do if there’s an issue?
If you encounter this issue, contact CRU as soon as possible. We’ll be able to identify the cause of the overpayment and refer you to UCPath if the root cause is this system error.
Calendar
Key dates and deadlines (subject to change):
| DATE | TOPIC |
|---|---|
| December 4, 2:00 p.m. - 3:00 p.m. | UCLA Tracker Administrator Office Hours |
| December 8, 12:01 a.m. - 4:01 p.m. | UCPath scheduled outage due to planned system maintenance |
| December 10, 10:00 a.m. | Mass Pay Files deadline (BW2 pay period ending 12/7) |
| December 10, 5:00 p.m. – December 13, 6:00 a.m. | UCPath Lockdown for PayPath transactions (BW2 pay period ending 12/7) |
| December 11, 2:00 p.m. - 3:00 p.m. | UCLA Tracker Administrator Office Hours |
| December 12, 8:30 a.m. - 12:00 p.m. | WFA Staff Policy & Procedures – Compensation (CHR) |
| December 12, 4:00 p.m. | UCPath processing Pay Confirm (BW2 pay period ending 12/7) |
| December 19, 10:00 a.m. | Mass Pay Files deadline (MO pay period ending 12/31) |
| December 19, 5:00 p.m. – December 26, 6:00 a.m. | UCPath Lockdown for PayPath transactions (MO pay period ending 12/31) |
| December 20, 10:00 a.m. | Mass Pay Files deadline (BW1 pay period ending 12/21) |
| December 21 – January 1 | UCLA observes 2024-25 Winter Holiday Closure |
| December 22, 5:00 p.m. – December 27, 6:00 a.m. | UCPath Lockdown for PayPath transactions (BW1 pay period ending 12/21) |
| December 23, 4:00 p.m. | UCPath processing Pay Confirm (MO pay period ending 12/31) |
| December 26, 4:00 p.m. | UCPath processing Pay Confirm (BW1 pay period ending 12/21) |
| December 31 | Deadline for employees to repay net amount of overpayments |
| January 3 | Deadline to request electronic 1095-C form |
| January 3 | Deadline to request electronic W-2 form |
Payroll Partner has enhanced its Funding Training! New resources for understanding and updating Negotiated Salary Trial Program funding are now available, including:
- NSTP Funding Entry Reference Guide
- Add Funding for a Position with NSTP
- Add Funding for a Position with NSTP with Salary Caps or Positions with Multiple Components of Pay
And more! Check out our Training Resources page under General Ledger/Funding for a full list of materials.
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.
Q1 2025 dates are now available on Box.
A new Workforce Administration navigation tile called Manage Human Resources is now available. The Organizational Relationship sub-tile may be accessed in view-only mode by those with Workforce Administration (WFA) Inquiry, Initiator or Approver roles.
Resources
Beginning November 25, 2024, UCPath security roles will be automatically removed from employees who experience an inter-location transfer. Learn more!
Resources
Correction: A CRU communication distributed on 11/26 incorrectly stated that the automated security deprovisioning security update applied to employee transfers within a single UC Location (intra-location transfer). Please note: These security updates only apply to inter-location transfers, or employee transfers from one UC Location to another UC Location.
There is a new Patent Acknowledgement Report available in CDW. This report will help users identify employees who signed the required forms in the system of record, UCPath.
UCLA CHR has reviewed and approved this new report. It replaces the UCOP Cognos report “R-396 Missing Patent Acknowledgments Report.”
Accessing the Report
1. Log into the UCLA Campus Data Warehouse (CDW) with your UCLA credentials.
- You'll need to be connected to a UCLA VPN for this step.
2. Click on the "Team Content" tab.
3. Choose "UCPath CDW" from the datasets.
4. Click the Workforce Administration folder
5. Select "Compliance with Patent Acknowledgments Report"
December 4 | Enroll today
December 11 | 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.
Thursday, December 12, 8:30 am - 12:00 pm | Enroll today
This course provides an overview of the Staff Policies, Procedures and Practices as it relates to compensation. Touching on key concepts, it will help UCPath Preparers/Submitters and other HR professionals better understand guidelines for processing transactions.
UCPath Enhancements & Training Updates: October 19 - November 22
Read our website article to learn more about recent enhancements to UCPath and UCPath Online.
UCPath Enhancements & Training Article
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:
On November 13, the UCPath Center (UCPC) contacted 1,690 UCLA employees whose 2021 and/or 2022 Health FSA claims are subject to taxes. In June 2024, UCPC asked employees to submit the required documentation to UC's FSA administrator, WEX. For employees that did not meet the deadline, UC withheld applicable income taxes.
- Employees paid on a biweekly basis, your November 20, 2024, paycheck will reflect taxes on the unsubstantiated amounts.
- Employees paid on a monthly basis, it will impact your November 27, 2024, paycheck.
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/.
Beginning November, Ask UCPath users will receive new, customized auto-replies for reopened cases. The automated reply will reflect the submitter’s reason for reopening the Ask UCPath case.
Some UCPath users received an incorrect open enrollment confirmation attachment on 11/21/24 in error. The attachment contained a “TEST FILE” watermark and should be disregarded.
Upon the conclusion of the open enrollment period, UCPath distributed another email with the correct benefits confirmation statement attached. We apologize for any inconvenience or confusion this may have caused.
- 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. | 9 self-service topics
Today, we published the 2025 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 CRU/UCLA Payroll Partner office will have limited operations and services while UCLA observes the Winter Holiday Closure December 21, 2024 - January 1, 2025. Normal operations will resume January 2, 2025 at 8 a.m
Winter Holiday
On Tuesday, December 24, 2024, and Wednesday, December 25, 2025, your UCLA Payroll Partner office will close to observe the university holiday.
New Year Holiday
On Tuesday, December 31, 2024, and Wednesday, January 1, 2025, 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 Thursday, January 2, 2025.
Review our event page for upcoming closures and other important events!
The next CRU Newsletter will be published in January 2025. During the month of December, 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.
