At A Glance
- NEW Paypath Lockdowns in May
- NEW July Retirements and Cost of Living Adjustment (COLA)
- NEW Ask UCPath Case Search Update
- NEW The More You Know: TIF and Effort-Bearing Earn Codes
- NEW BW 2 PayPath Lockdown: May 13 - 16
- NEW MO PayPath Lockdown: May 21 - 27
- NEW BW 1 PayPath Lockdown: May 27 - 30
UCPath General Ledger & Funding News
- REMINDER UCPath SCT / Direct Retro Processing Schedule 2024-2025
- NEW Direct Retro Tool Retirement Transaction Deadline
- NEW 2024-2025 Fiscal Year-End Payroll Reminders
- NEW Retro Pay Resources Now Available
- NEW Academic Personnel Policy & Procedures for UCPath (APO)
- Thursday, May 8, 1:00 pm - 4:00 pm | Enroll today
- NEW WFA Staff Policy & Procedures (CHR)
- Thursday, May 29, 8:30 am - 4:30 pm | Enroll today
- NEW Tracker Administrator Office Hours for May
- REMINDER Employment Authorization Documents Auto-Extension up to 540 Days
- REMINDER Form I-9 Policy & Tracker I-9 System Training Update
- NEW UCPath Enhancements & Training Updates: March 22 - April 24
- NEW UC Family Member Eligibility Reverification
- NEW Prior Year Adjustments Processing Job for 2022-23 Tax Years
- NEW CRU Holiday Closure(s) for May
- NEW CRU Newsletter Returns in June 2025
Announcements
PayPath Lockdown
BW2: May 13, 5:00 p.m. – May 16, 6:00 a.m.
MO: May 21, 5:00 p.m. – May 27, 6:00 a.m.
BW 1: May 27, 5:00 p.m. – May 30, 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.
Resources
July Retirements and Cost of Living Adjustment (COLA)
To ensure employees who are retiring on July 1, 2025, receive a Cost of Living Adjustment (COLA), they must be terminated and have at least a one-day break in service.
Use the UC-Retirement Template with an effective date of 6/30/25 to separate these employees. For most employees, their last day on pay status will be 6/27/25. This will result in a break in service on 6/30/25.
Resources
For more information please review the following UCPath job aids:
Ask UCPath Case Search Update
UCPath recently implemented a change to the Ask UCPath case management interface by introducing a rolling 5-year data filter for global case searches in Ask UCPath. To access cases beyond the 5-year window, users will need to perform a historical search using the new Historical Cases feature on Ask UCPath. Learn more on our recent web article.
The More You Know: TIF and Effort-Bearing Earn Codes
The Technology Infrastructure Fee (TIF) is a charge assessed to campus departments to help fund the maintenance and development of UCLA’s core technology services. TIF is generally associated with payroll-related transactions. If you’re trying to figure out whether a particular earn code should include TIF charges or not, you can refer to Effort Bearing Earn Codes With TIF or open a CRU Payroll Partner case under the General Ledger topic.
Learn more on our most recent The More You Know article.
Calendar
Key dates and deadlines (subject to change):
| DATE | TOPIC |
|---|---|
| May 7, 2:00 p.m. - 3:00 p.m. | UCLA Tracker Administrator Office Hours |
| May 8, 8:30 a.m. - 4:30 p.m. | Academic Personnel Policy & Procedures for UCPath (APO) |
| May 13, 10:00 a.m. | Mass Pay Files deadline (BW2 pay period ending 5/10) |
| May 13, 5:00 p.m. – May 16, 6:00 a.m. | UCPath Lockdown for PayPath transactions (BW2 pay period ending 5/10) |
| May 14, 2:00 p.m. - 3:00 p.m. | UCLA Tracker Administrator Office Hours |
| May 15, 4:00 p.m. | UCPath processing Pay Confirm (BW2 pay period ending 5/10) |
| May 21, 10:00 a.m. | Mass Pay Files deadline (MO pay period ending 5/31) |
| May 21, 5:00 p.m. – May 27, 6:00 a.m. | UCPath Lockdown for PayPath transactions (MO pay period ending 5/31) |
| May 21, 2:00 p.m. - 3:00 p.m. | UCLA Tracker Administrator Office Hours |
| May 23, 4:00 p.m. | UCPath processing Pay Confirm (MO pay period ending 5/31) |
| May 26 | Memorial Day, CRU Office Closed |
| May 27, 10:00 a.m. | Mass Pay Files deadline (BW1 pay period ending 5/24) |
| May 27, 5:00 p.m. – May 30, 6:00 a.m. | UCPath Lockdown for PayPath transactions (BW1 pay period ending 5/24) |
| May 28, 2:00 p.m. - 3:00 p.m. | UCLA Tracker Administrator Office Hours |
| May 29, 8:30 a.m. - 4:30 p.m. | WFA Staff Policy & Procedures (CHR) |
UCPath General Ledger and Funding News
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.
In November 2023, UCPath launched the new Salary Cost Transfer (SCT) tool to improve the process of moving salary expenses between funds and eventually replace the Direct Retro tool.
The Direct Retro will be retired in the near future. The last day to submit and approve transactions through Direct Retro will be July 1, 2025 at 5:00 p.m. (PT). We encourage departments to complete any remaining transactions that must be processed through Direct Retro as soon as possible and will share enhancements to SCT online resources, including updated training materials and web content, in the near future.
Learn more on our recent web article.
2024-2025 Fiscal year-end reminders for Payroll Partner can be found on the Controller’s Office Fiscal Close Calendar & Procedures web page (publishing soon).
- June 27: Last FY UCPath Monthly Payroll Run
- June 30: Last FY UCPath Biweekly Payroll Run
- July 1: Direct Retro submission and approval deadline (tool will be retired)
- July 3: Non-EFM Salary Cost Transfer submission and approval deadline for FY
In April, we created two new UCLA retro pay resources:
UCPath Retro Pay Triggers
- This quick reference guide explains retroactive pay in UCPath and identifies the fields in a PayPath transaction that trigger retro pay when a retroactive effective date is entered.
UCPath Retro Pay Reports
- This quick reference guide (QRG) explains the two UCPath retroactive pay reports: Retro Results Report and Loaded Retro Trans Report.
- The QRG identifies the frequency and purpose of each report, as well as the method for reporting retro pay discrepancies to the UCPath Center.
Thursday, May 8, 1:00 pm - 4:00 pm | Enroll today
This course will cover the interpretation and application of academic personnel policies as it relates to UCPath.
Thursday, May 29, 8:30 am - 4:30 pm | Enroll today
Wednesday, June 25, 8:30 am - 4:30 pm | Enroll today
Thursday, July 24, 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.
May 8 | Enroll today
May 14 | Enroll today
May 21 | Enroll today
May 28 | 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
On Monday, March 31, essential updates to the Form I-9 Policy & Tracker I-9 System online training course were released. Tracker I-9 system updates and suggestions from your course feedback are reflected in the updated activity guides, video instructions, and course layout. If you previously completed the course and received certification, you won’t be required to retake the training due to this update, but are welcome to review the refreshed material!
Read our website article to learn more about recent enhancements to UCPath and UCPath Online.
From April to November 2025, UC employees must reconfirm the eligibility of some previously verified family members for UC benefits. The UC Benefits Family Member Eligibility Reverification process managed by third party vendor, UnifyHR.
What to do
- Watch for a packet from UnifyHR with instructions. Read the directions to find out your deadline and what documents to submit.
- Respond by the deadline to continue your family members’ benefits.
- If you need assistance with identifying the necessary documents or with logging into the UnifyHR portal, please contact UnifyHR. Failure to verify will result in cancellation of your family members’ coverage.
Questions?
Contact UnifyHR or visit UCnet at ucal.us/fmv to learn more.
Beginning June, 2025 UCPath will complete a special process to complete Prior Year Adjustments for 2022-2023 tax years. Outstanding adjustments for these tax years must be submitted by June 1, 2025 in order to be included in the special processing.
For assistance, please create a case with the UCPath Center using one of the following the subject lines:
- URGENT - 2022 PRIOR PAYROLL ADJUSTMENT – JUNE 1ST DEADLINE
- URGENT - 2023 PRIOR PAYROLL ADJUSTMENT – JUNE 1ST DEADLINE
Memorial Day
On Monday, May 26, 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 Tuesday, May 27, 2025.
Review our event page for upcoming closures and other important events!
The next CRU Newsletter will be published in June 2025. In the meantime, 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.
