UCLA Central Resource Unit

BW 2: June 11, 5:00 p.m. – June 14, 6:00 a.m.

MO: June 21, 5:00 p.m. – June 27, 6:00 a.m.

BW 1: June 25, 5:00 p.m. – June 28, 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. Please refer to the UCPath Production Processing Schedule for start and stop times of the Pay Confirm.

Resources

• Payroll Processing Countdown
• Processing Schedule Job Aid

The fiscal year-end funding rollover for UCPath will take place from June 21 - June 27. Please do not update funding during the entry freezes for Multiple Components of Pay (MCOP) and non-MCOP positions outlined below.

Please review CRU's FYE Funding Rollover article for more information. 

Access Event

UCPath is preparing to launch system updates in mid July 2024. We expect key updates to include:

• UCPath Biographical History: Employees will be prompted to select expanded values for gender identity and sexual orientation, and select pronouns to be used in the UCPath system. The information will be held in the new Biographical History section in UCPath. 
• Former Employee Portal: The portal will be updated with simplified functionality and Multi-Factor Authentication (MFA)

CRU will distribute a communication about the July 2024 UCPath release in July with additional information and resources.

UCPath experienced an issue with the Real-Time FAU Validation webservice that was resolved on 5/23/24.

UCPath Transactors are asked to review the following transaction types that were submitted from 8:00 p.m. on 5/22/24 through 8:40 a.m. on 5/23/24:

• UCPath Funding Entry
• Salary Cost Transfer / Direct Retro
• Budget Distribution

Please review any transactions that may have been impacted for accuracy and take action, if necessary. 

Transactors who submit manual manual I-181 or I-618 files are advised to submit files no earlier than two business days prior to the associated pay period's inbound file deadline. 

You can review the inbound file deadlines on the UCPath Production Processing Schedule  (see the "Inbound Files Due" columns). 

General and Employment Liability (GAEL) charges that utilized the new Salary Cost Transfer (SCT) tool from November 13, 2023 through January 31, 2024 were incorrectly applied to federal funds. UCPath implemented a permanent solution for these transactions in February to prevent future errors.

Recently, UCPath completed a mass benefit cost transfer for these transactions. This action retroactively corrects the financial records by transferring impacted GAEL expenses from the federal funds to the redirect FAUs on file for each affected department.

Following this action, departments may wish to move expenses to a different FAU than the redirect FAU on file. In these cases, please adhere to the Benefit Cost Transfer Processing Transition to EFM for Contract and Grant Funds guidelines. 

SCT Technical Error: GAEL Charges Posted to Federal Funds 11/13/23 - 1/31/24

UC reports there are employee records and contingent worker records with an "Expected Job End Date" of June 30, 2024. UCPath will automatically terminate employees and contingent workers who have an:

• "Expected Job End Date" of June 30, 2024 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 June 30, 2024, Expected Job Record End Dates are correct.
    

Job Record End Date Monitoring Article

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 6/28/24. This could cause a discrepancy in wages captured for the employee. If the Pay End Date shows June 1, 2024, you do not need to follow the protocol below and may proceed as usual. 

What’s the protocol?

• Enter 6/1/24 in the Earnings Begin field and 6/28/24 in the Earnings End field of the off-cycle request. You do not need to edit the Pay End Date, which should be 6/28/24. 
• 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 06/01/24 to 06/30/24."
  • If the employee had no earnings from 6/29-6/30, you do not need to enter a comment. 

Example on Box

Wednesday, June 26, 8:30 am - 4:30 pm  | 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.

June 19 | Enroll today

June 26 | 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. 

Tracker Admin Office Hours Registration Form

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

UCPath Enhancements & Training Updates: May 10 - June 7

UCPath recently launched new Ask UCPath features that make submitting your question easier than ever! 

New Ask UCPath Features Article 

Employees no longer need to self-select a topic and category for their question. Instead, the system will identify helpful resources based on the information you provide. If your question is not resolved by the suggested resources, the topic and category for your question will be automatically determined on the backend system upon submission. 

Reopen Case has replaced the Pending Closure and Follow-Up case functionalities. You'll use this feature if you ever need to reopen a closed Ask UCPath case.

Going forward, you'll have the ability to self-close a case if your inquiry was resolved or submitted in error.  

Emeriti who enter appointments with pay are now required to complete a new Form I-9 in Tracker. Some examples of appointments with pay include:

• Paid recall appointment
• Additional one-time pay
• Additional recurring payments

There are no changes for Emeriti who hold without salary appointments (WOS) and do not receive pay. 

Emeriti entering an appointment with pay require a new Form I-9 when:

• it has been more than three years from their original Form I-9 signature date (i.e., they were hired prior to 2021). 
• the employee was originally hired prior to the Form I-9 requirement in 1986. 

More information is available on our recent article. 

On Wednesday, June 19, 2024, your UCLA Payroll Partner office will close to observe Juneteenth. 

All cases submitted to CRU will be reviewed when we resume operations on Thursday, June 20, 2024.

Access Event

The next CRU Newsletter will be published in July 2024. During the month of June, we will: 

• Continue sending stand-alone communications to keep you informed of developments and major breaking news, including updates for Fiscal Year End and the UCPath July 2024 Release. 
• Post all minor announcements to the news section of our website.