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New UCPath Return from Leave (RFL) Notifications

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On June 29, UCPath Center (UCPC) announced the implementation of a new automated Return from Leave (RFL) notification process.

The new notification is designed to support employees returning from an unpaid leave of absence or Short Work Break (SWB) by providing important information about benefit reinstatement timelines and UCRP service credit buyback options.

What You Need to Know

Once a Return from Leave action is entered into UCPath, an automated email is generated during the nightly batch process. Because the notification is triggered as soon as the RFL transaction is entered, employees may receive the email weeks or even months before their actual return date.

In addition, the system currently cannot distinguish between paid and unpaid leaves. As a result, employees returning from fully paid leaves may receive notifications that do not apply to their circumstances, creating potential confusion.

Recommended Action

To help minimize employee confusion while system enhancements are being evaluated:

  • Avoid entering future-dated RFL transactions too far in advance whenever possible.
  • Submit RFL actions no more than 10–15 days before an employee’s actual return date, when operationally feasible.
  • Advise employees that they may receive an automated UCPath email regarding benefits and UCRP buyback options.
  • Reassure employees returning from fully paid leaves that the benefit reinstatement and buyback information may not apply to them.

Academic appointments may still require Return from Leave actions to be entered in advance.

UCPath Next Steps

UCPath Center is implementing both short-term and long-term solutions to address these issues:

Short-Term Solution

UCPC is updating the email template to include a clear disclaimer informing employees that they may disregard the notice if:

  • They are returning from a fully paid leave, or
  • Their leave or short work break has been extended and they have not yet returned to work.

Long-Term Solution

UCPC is evaluating system enhancements that would allow different Return from Leave event types to be separated, preventing employees on paid leave from receiving notifications intended for employees returning from unpaid leave.

Original Message from UCPC

Summary & Purpose

This notice provides information on the newly implemented Return from Leave (RFL) automated notification process. It explains how the notification functions, outlines current system challenges, and provides recommended best practices for local HR and leave administrators.

The automated notification was created to support employees returning to work by emailing them a summary of key benefit‑reinstatement timelines and UCRP Buyback options when they return from a leave of absence or short work break (SWB).

How the Notification Works

The new notice is embedded directly into the Return from Leave system event. Under the current configuration, UCPath automatically emails this benefits notice during the nightly batch process as soon as an RFL action is entered—even when the return date is far in the future.

Current Challenges & Employee Confusion

  • Paid vs. Unpaid Leave: The system cannot currently distinguish between leave types. Employees returning from a fully paid leave (who experienced no lapse in coverage) are receiving the same message intended for unpaid leaves, which may cause confusion.
  • Early Timing: Because the email is triggered immediately after data entry, employees may receive the notice weeks or months before their actual return date.

Our Next Steps & Solutions

  • Short‑Term (Immediate): We are revising the email template to include a prominent disclaimer at the top. It will clarify that employees returning from a fully paid leave—or whose leave was extended—may disregard the message.
  • Long‑Term (Systemic): We are evaluating UCPath system capabilities to determine whether RFL event types can be separated to prevent employees on paid leave from receiving these automated notifications.

How You Can Help: Best Practices

While system updates are underway, please use the following guidelines to help support a positive employee experience:

  • Wait to Enter RFL Actions: When possible, avoid entering future‑dated RFL actions too far in advance. We recommend submitting the entry no more than 10–15 days before the employee’s actual return date.
    • (Note: We understand that for the academic population, RFL actions must still be entered upfront.)
  • Counsel Employees Ahead of Time: When discussing an employee’s upcoming return, let them know to expect an automated email. If they are returning from a fully paid leave, please reassure them that the benefit‑reinstatement details and buyback options do not apply to their situation.