At A Glance
- NEW October is National Employment Disability Month
- NEW 2025 Open Enrollment Begins: Thursday, October 31, 2024 @ 8:00 a.m.
- NEW Paypath Lockdowns in November
- NEW The More You Know: Former Student to FTE Overpayment Error
- NEW BW 2 PayPath Lockdown: November 12 - 15
- NEW MO PayPath Lockdown: November 19 - 22
- NEW BW 1 PayPath Lockdown: November 25 - 28
UCPath General Ledger & Funding News
- NEW NSTP Funding Resources Available
- REMINDER UCPath SCT / Direct Retro Processing Schedule 2024-2025
- NEW WFA Staff Policy & Procedures (CHR)
- Thursday, November 21, 8:30 am - 4:30 pm | Enroll today
- NEW November Tracker Administrator Office Hours Wednesdays 2-3 pm | Enroll today
- REMINDER Missed FICA Deductions
- COMING SOON Open Enrollment Banner on Ask UCPath
- NEW UCPath Enhancements & Training Updates: September 28 - October 18
- REMINDER Former Employee Portal Update
- REMINDER Recent Phishing Emails Targeted UC Employee Paychecks
- NEW CRU Holiday Closure(s) for November
- NEW CRU Newsletter Returns in November 2024
- REMINDER Form I-9 Update for Emeriti with Paid Appointments
- REMINDER CRU Case Submission Forms Update
Announcements
October is National Employment Disability Month
October is National Disability Employment Awareness Month! UCPath invites employees to update the Voluntary Self-Identification of Disability Form, which is voluntary and confidential.
Learn more on UCNet’s recent article or FAQs for Staff and Faculty.
Open Enrollment: October 31 - November 22
The 2025 open enrollment period will begin Thursday, October 31, 2024 at 8:00 a.m. and end Friday, November 22, 2024 at 5:00 p.m. (PT).
|
2025 UC Open Enrollment Overview |
Resources
The UC Open Enrollment website is available now! Start here to learn more about your Health and Benefit options, plan changes, and how to enroll.
- Open Enrollment Demo provides a step-by-step guide to the enrollment process on UCPath.
- Download Open Enrollment Packet (PDF)
- ALEX – your personal benefits coach
PayPath Lockdown
BW 1: October 29, 5:00 p.m. – November 1, 6:00 a.m.
BW 2: November 12, 5:00 p.m. – November 15, 6:00 a.m.
MO: November 19, 5:00 p.m. – November 22, 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.
The More You Know: Former Student to FTE Overpayment Error
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.
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.
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.
Deadline for Payroll Adjustments: 10/18/24
Friday, October 18, 2024, is the deadline to submit UCPath adjustment requests for overpayments that occurred between January 1 and October 1, 2024.
|
Calendar
Key dates and deadlines (subject to change):
| DATE | TOPIC |
| October 31, 8:00 a.m. – November 22, 5:00 p.m. | UC Open Enrollment for Health and Welfare Benefits |
| November 6, 2:00 p.m. - 3:00 p.m. | UCLA Tracker Administrator Office Hours |
| November 11 | Veterans Day, CRU Office Closed |
| November 12, 10:00 a.m. | Mass Pay Files deadline (BW2 pay period ending 11/9) |
| November 12, 5:00 p.m. – November 15, 6:00 a.m. | UCPath Lockdown for PayPath transactions (BW2 pay period ending 11/9) |
| November 13, 2:00 p.m. - 3:00 p.m. | UCLA Tracker Administrator Office Hours |
| November 14, 4:00 p.m. | UCPath processing Pay Confirm (BW2 pay period ending 11/9) |
| November 19, 10:00 a.m. | Mass Pay Files deadline (MO pay period ending 11/30) |
| November 19, 5:00 p.m. – November 22, 6:00 a.m. | UCPath Lockdown for PayPath transactions (MO pay period ending 11/30) |
| November 20, 2:00 p.m. - 3:00 p.m. | UCLA Tracker Administrator Office Hours |
| November 21, 8:30 a.m. - 4:30 p.m. | WFA Staff Policy & Procedures (CHR) |
| November 21, 4:00 p.m. | UCPath processing Pay Confirm (MO pay period ending 11/30) |
| November 25, 10:00 a.m. | Mass Pay Files Deadline (BW1 pay period ending 11/23) |
| November 25, 5:00 p.m. – November 28, 6:00 a.m. | UCPath processing Pay Confirm (BW1 pay period ending 11/23) |
| November 27, 4:00 p.m. | UCPath processing Pay Confirm (BW1 pay period ending 11/23) |
| November 28 – November 29 | Thanksgiving Holiday, CRU Office Closed |
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.
July 2024 through December 2024 dates are now available on Box.
Thursday, November 21, 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.
November 6 | Enroll today
November 13 | Enroll today
November 20 | 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.
On August 6-7, 2024, the UCPath Center (UCPC) notified 1,222 active and 1,604 inactive UC employees regarding an error where Federal Insurance Contributions Act (FICA) taxes where not deducted from some previous paychecks. To remediate the error, UCPC adjusted federal payroll tax deductions for active employees in the August 28, 2024 biweekly paychecks and August 30, 2024 monthly paychecks.
What happened?
Due to a system error, UCPath did not deduct federally mandated payroll taxes for non-student employees when they transitioned from student employment to non-student employment positions. FICA taxes enhance future Social Security and Medicare benefits and appear as FED OASDI and FED MED on earning statements.
How to direct questions?
- UC’s communication to employees extended an apology for the error, explained the corrective actions, and explored the potential impact employees’ 2024 income taxes.
- If employees come to you with questions, please invite them to contact UCPath by logging in to UCPath and selecting Ask UCPath to submit an inquiry. They may also call UCPath to speak with an associate at (855) 982‐7284 from 8:00 a.m. to 5:00 p.m. (PT) Monday through Friday.
Read our website article to learn more about recent enhancements to UCPath and UCPath Online.
UCPath will introduce an Open Enrollment banner message on the Ask UCPath employee case submission form to provide Open Enrollment quick links, supplement information, and ensure accurate case classification and routing.
The following banner will be displayed from Thursday, October 31, 2024, to Friday, November 22, 2024, at 5:00 PM (PT).
Following the UCPath July Project Release, UCPath completed additional enhancements the former employee portal. On September 6, 2024, the following updates were launched:
- The MFA options no longer include email
- Former employee welcome notifications are now being sent to email addresses listed as home or other
The changes will impact future separating employees and require existing former employees to create their own passwords on initial or return login to the portal. More information about the Former Employee Portal can be found on the UCPath Former Employee Portal Guide.
A recent UCOP statement informed the community about recent phishing emails that have targeted UC employees. UCOP shares that the attacks are typically very sophisticated, and use language and imagery that resembles the sites employees are used to. Please read the UCOP statement to learn more about how to remain alert.
- 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
Veterans Day
On Monday, November 11, 2024, your UCLA Payroll Partner office will close to observe Veterans Day.
All cases submitted to CRU will be reviewed when we resume operations on Tuesday, November 12, 2024.
Thanksgiving
On Thursday, November 28, 2024 and Friday November 29, 2024, your UCLA Payroll Partner office will close to observe the Thanksgiving Holiday.
All cases submitted to CRU will be reviewed when we resume normal operations on Monday, December 2, 2024.
Review our event page for upcoming closures and other important events!
The next CRU Newsletter will be published in November 2024. During the month of October, 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.
In June, we informed Tracker users about a policy update that requires a new I-9 Form to be completed for Emeriti that enter new appointments with pay. We recently received further guidance from University of California Office of the President (UCOP) and Office of the General Council (OGC) that new I-9 forms will also be required for Emeriti that were previously hired in appointments with pay.
Please register for Tracker Office Hours and review our web article to learn more.
Form I-9 Update for Emeriti in Appointments With Pay Article
In an effort to better align with the UCLA Gender Recognition and Lived Name Policy, some CRU case submission forms were updated. CRU case forms that are submitted on behalf of other individuals (for example, HR/Admin forms) have new Employee Preferred First Name and Employee Preferred Last Name fields. Requesters are still asked to provide the employee's legal first and last name on a few forms.
