UCLA Central Resource Unit

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 2024 through March 2025 dates are now available on Box.

Key Changes:

• Extra SCT Run date (3/24)
• Replaced the 3/12 SCT run date to DR run date

UCPath SCT / Direct Retro Processing Schedule

A recent error resulted in General and Employment Liability (GAEL) charges being incorrectly posted to department redirect accounts for payroll runs 241130M0X and 241123B1X.

UCPath implemented a code fix to address this issue moving forward. No departmental action is required at this time. 

The following protocol is required for submitting off-cycle pay requests (E-078) near quarter-end (in this case, December) 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 12/27/24. This could cause a discrepancy in wages captured for the employee. If the Pay End Date shows December 1, 2024, you do not need to follow the protocol below and may proceed as usual. 

What’s the protocol?

• Enter 12/1/24 in the Earnings Begin field and 12/27/24 in the Earnings End field of the off-cycle request. You do not need to edit the Pay End Date, which should be 12/27/24.
• If the employee had earnings beyond the Earnings Ends date (from 12/28-12/31), in the comments section, provide the total earnings for the pay period. Example: "Employee is due (insert hours) hours of pay for 12/01/24 to 12/31/24."
  • If the employee had no earnings from 12/28-12/31, you do not need to enter a comment

Example on Box

Tracker Administrator office hours has suspended office hours through January 1, 2025 while UCLA observe the UC Winter closure.

• On January 8, office hours will resume on Wednesdays from 2:00 p.m. to 3:00 p.m. to provide users support with E-Verify, Form I-9, Tracker and more!
• Stay tuned! The registration will reopen January 2025.

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.

2025 TRS Schedules

On December 12, we added the following 2025 schedules to the TRS Resources page:

• DTA Payroll Processing Schedule
• Employee & Supervisor Schedule
• 4MH Deadlines Schedule

UC’s Expansion of Paid Sick Leave will take effect on January 1, 2025. Campus central offices are expecting guidance from UCOP and UCPath regarding the required processes for entering and tracking protected paid sick leave, as well as reproductive loss leave.

Future CRU newsletters will highlight resources and information as they become available. In the meantime, should you have any questions, please contact Campus Human Resources.

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" 

Beginning November 25, 2024, UCPath security roles will be automatically removed from employees who experience an inter-location transfer. Learn more!  

Resources

• UCPath Job Aid: Automate Security Deprovisioning for Inter-Location Transfers
• CRU website article

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.

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

• Manage Human Resources Tile in UCPath Quick Reference Guide (QRG)
• CRU website 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:

• Sign up for Direct Deposit
• Update Your Address

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.

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!

We recently 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 next CRU Newsletter will be published in January 2025. In the meantime, we will: 

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