UCLA Central Resource Unit

UCPath introduced the new Salary Cost Transfer (SCT) tool in October 2023. UCPath has begun phasing out the Direct Retro tool, which is currently limited to transactions that occurred before October 2021, and if a prior Direct Retro transaction was submitted.

Direct Retro processing will now occur every two months, rather than monthly. An updated calendar will be published on our website in the near future.

The tool is scheduled to be retired by June 2025. We encourage transactors to submit applicable transactions in a timely manner so they can be processed before the Direct Retro tool is phased out.

Visit our project page to learn more about the Salary Cost Transfer tool.

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 June 2025 dates are now available on Box.

UC reports there are employee records and contingent worker records with an "Expected Job End Date" of March 31, 2025. UCPath will automatically terminate employees and contingent workers who have an:

• "Expected Job End Date" of March 31, 2025 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 March 31, 2025, Expected Job Record End Dates are correct.

The following protocol is required for submitting off-cycle pay requests (E-078) near quarter-end (in this case, March) 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 3/28/25. This could cause a discrepancy in wages captured for the employee. If the Pay End Date populates with 3/1/25, you do not need to follow the protocol below and may proceed as usual. 

What’s the protocol?

• Enter 3/1/25 in the Earnings Begin field and 3/28/25 in the Earnings End field of the off-cycle request. You do not need to edit the Pay End Date, which should be 3/28/25.
• If the employee had earnings beyond the Earnings Ends date (from 3/29-3/31), in the comments section, provide the total earnings for the pay period. Example: "Employee is due (insert hours) hours of pay for 03/01/25 to 03/31/25."
  • If the employee had no earnings from 3/29-3/31, you do not need to enter a comment. 

Thursday, April 17, 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. 

April 2 | Enroll today
April 9 | Enroll today
April 16 | Enroll today
April 23 | Enroll today
April 30 | 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 January 13, 2025, the Department of Homeland Security published a final rule that increases the automatic extension period to up to 540 days for employment authorization for certain applicants who have filed renewal applications.

The Employment Authorization Document (EAD) category codes of A12 and C19, used for individuals with Temporary Protected Status (TPS), are considered eligible for this extension with the following stipulations:

• The country’s TPS-based EADs have been automatically extended by a Federal Register Notice or individual notice.
• The 540-day extension date does not exceed the “TPS Designated Through” date on the country’s Federal Register Notice.

Use whichever date is earlier (i.e., the 540-day auto extension date or the TPS Designated Through date) as the document expiration date.

Resources

Refer to the following resources for additional information:

• Temporary Protected Status Extensions and Deferred Enforced Departures
• How to Enter TPS and DED Extensions Quick Reference Guide
• How to Document 540-Day Automatic Employment Authorization Document (EAD) Extensions in Tracker I-9
• New Tracker I-9 Report for Automatic Employment Authorization Document (EAD) Extensions

UC’s Expansion of Paid Sick Leave took effect on January 1, 2025. In collaboration with UCPath, the Central Resource Unit (CRU), has created a job aid that outlines how to manually track and process protected sick leave for eligible employees using Mass Pay File (I-181).

• Job Aid: How to Submit Expanded Sick Leave Hours using Mass Pay File (I-181)

Please note the job aid above is for UCLA staff; the Academic Affairs and Personnel office will provide guidance for Academic groups in the near future.

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

On February 11, UCPath distributed the following notice to eligible nonresident aliens regarding Tax Treaty Income and/or Postdoc Fellowship income.
Read more

UCPath updated its automated phone system, ensuring more efficient and accessible automated service 24/7. These enhancements improve responsiveness, streamline interactions and provide more options to meet employees’ needs any time.
Read more

On Tuesday, January 21, UCPath implemented enhancements to the customer phone support experience using Conversational AI. These updates will improve operational efficiency and provide a more seamless support experience when employees contact UCPath. Learn more in this article on the CRU website. 

Cesar Chavez Day

On Friday, March 28, 2025, your UCLA Payroll Partner office will close to observe the University Holiday. 

All cases submitted to CRU will be reviewed when we resume operations on Monday, March 31, 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 April 2025. In the meantime, 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.