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 2025 through September 2025 dates are now available on Box.

UCPath SCT / Direct Retro Processing Schedule

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.

Direct Retro Tool Retirement Article

2024-2025 Fiscal year-end reminders for Payroll Partner can be found on the Controller’s Office Fiscal Close Calendar & Procedures web page

• 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 24-25

UC reports there are employee records and contingent worker records with an "Expected Job End Date" of June 30, 2025. UCPath will automatically terminate employees and contingent workers who have an:

• "Expected Job End Date" of June 30, 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 June 30, 2025, Expected Job Record End Dates are correct.

Job Monitoring End Date 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 6/27/25. This could cause a discrepancy in wages captured for the employee. If the Pay End Date populates with 6/1/25, you do not need to follow the protocol below and may proceed as usual. 

What’s the protocol?

• Enter 6/1/25 in the Earnings Begin field and 6/27/25 in the Earnings End field of the off-cycle request. You do not need to edit the Pay End Date, which should be 6/27/25.
• If the employee had earnings beyond the Earnings Ends date (from 6/28-6/30), in the comments section, provide the total earnings for the pay period. Example: "Employee is due (insert hours) hours of pay for 06/01/25 to 06/30/25."
  • If the employee had no earnings from 6/28-6/30, you do not need to enter a comment. 

Example of Off-Cycle, Quarter-End Protocol

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. 

June 25 | Enroll today
July 2 | Enroll today
July 9 | Enroll today
July 16 | Enroll today
July 23 | 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 Administrator Office Hours Registration

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.

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

UCPath Enhancements & Training Article

UCPath added new tabs to the Metrics Dashboard with several data points related to the new Autopilot phone answering system. In the Case and Interaction Metrics section, users will now find the following additional tabs:

• Autopilot Containment: displays the percentage of calls resolved by AI (Containment Rate) and those transferred to a live agent (AI-to-Agent Transfer Rate). Filters allow users to view results by business hours, after hours or all hours, with day or week views
• Autopilot Abandonment:includes the Call Abandonment Rate and the Agent-to-Agent Transfer Rate. This data is limited to business hours, with filter options by day or week

UCPath completed updates to internal benefit eligibility processes for rehired retirees to ensure compliance with federal regulations.

This enhancement prepares UCPath to determine benefit eligibility for rehired retirees and their dependents in alignment with UC’s benefits eligibility policy that will be in effect beginning July 1, 2025.

Resources

• The full announcement is available in this CRU website article
• UCnet Article: New benefits eligibility rules for rehired retirees

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

Independence Day

On Friday, July 4, 2025, your UCLA Payroll Partner office will close to observe Independence Day. 

All cases submitted to CRU will be reviewed when we resume operations on Monday, July 7, 2025.
 

Review our event page for upcoming closures and other important events!

Access Events

The next CRU Newsletter will be published in July 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.