UCLA Central Resource Unit

The UCPath July 2024 Release was successfully launched!

The following projects are now live: 

1. Gender & Lived Name Enhancements
2. New Employee Case Assist / Submit on Behalf of (SOBO) Form
3. Updated UCPath Former Employee Portal 

Information about these projects can be found in the CRU News section of this newsletter.

More project details, FAQs, and more are available on the UCPath Project Release: July 2024 web page.

An NDA requirement was introduced last year to protect sensitive information that is accessible to users with payroll data access. You may be accessing payroll data through your role in UCPath, or other downstream systems and reports.

The Payroll Data NDA was recently updated and, as a result, existing users must electronically sign the new version of the agreement by Friday, August 16, 2024 in order to retain their access.

Read more about the NDA Requirement for Payroll Data.

BW 2: July 9, 5:00 p.m. – July 12, 6:00 a.m.

BW 3: July 23, 5:00 p.m. – July 26, 6:00 a.m.

MO: July 24, 5:00 p.m. – July 29, 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

Outstanding position funding changes that were not captured during rollover can still be updated prior to the first payroll in July. Remaining funding transactions should be submitted by:

• Thursday, July 11 for Biweekly employees 
• Friday, July 26 for Monthly employees

Departments should submit a transaction if FY 2024-2025 position funding for an employee: 

• changed and you did not update the funding prior to rollover.
• failed to rollover to FY 2024-2025 because it was on the Non-MCOP Fiscal Year 2024 Funding Rollover List on Box and no action was taken.

If no action is taken, future funding for the position(s) will be charged to either the previous FAU or your department's suspense FAUs (for failed rollovers) until a new funding entry is put in place.

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

UCPath identified an issue with the FYE rollover process for non-MCOP position funding on 6/28/24 and users were asked to halt all funding transactions. UCPath implemented a fix and the issue was resolved on 6/30/24. Funding transactions may be submitted normally.

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

The fiscal year-end funding rollover for UCPath took place from June 21 - June 27. Funding entry freezes took place for Multiple Components of Pay (MCOP) and non-MCOP positions during the times outlined below.
 

Funding transactions can be submitted normally for the new fiscal year. Please review CRU's FYE Funding Rollover article for more information. 

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. 

July 24 | Enroll today

July 31 | 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

No July Session

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.

The next time employees sign into UCPath, they’ll be prompted to update their Self-Identification Details. 

Employees must provide responses for their Gender Identity, Sexual Orientation, and Pronouns (including decline to state, if desired) before they’re able to access UCPath’s self-service functions. 

Learn more about the recent Gender & Lived Name Enhancements. 

The Employee Case Assist or Submit on Behalf of (SOBO) form has been redesigned. 

Key changes include:

• Enhanced employee search functionality
• Recent open/closed employee case dashboard 
• Improved submission process (including case escalation)

• Ability to self-close a case 

 Learn more about the recent changes to the Employee Case Assist / Submit on Behalf of (SOBO) form.

The UCPath Former Employee Portal has is now easier to access than ever! Key changes include: 

• Account setup automation: Former employees will have their portal account automatically generated, email instructions will be sent to the email address on file with UCPath within 48 hours of their termination date. 
• Streamlined portal features: Former employees have streamlined access to the information they need, including previous earning statements and tax documents. They're also able to view/edit their personal contact information. 

Learn more about the recent changes to the UCPath Former Employee Portal.  

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

UCPath Enhancements & Training Updates: June 8 - July 19

As a reminder, 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 Thursday, July 4, 2024, your UCLA Payroll Partner office closed to observe Independence Day. 

All cases submitted to CRU will be reviewed when we resume operations on Friday, July 5, 2024.

Access Event

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