There will be three upcoming UCPath freeze periods as we process the range adjustment changes for groups of academic appointees.
The “freeze” is on updating employee records that are part of the impacted population. Impacted population reports have been or will be sent out to the respective BRS regions and deans’ offices. During the freeze, do not process PayPath transactions, position data changes, or any updates that will affect the employee records that are a part of the range adjustment. (Transactions that do not affect the record such as personal data changes, concurrent hires, etc., are allowed.)
The freeze dates are:
- APM-covered faculty: 9/6/24–9/16/24
- Postdoctoral scholars: 9/13/24–9/23/24
- ASE/GSR: 9/27/24–10/8/24
If you have any questions or concerns, please email appolicy@berkeley.edu.
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UCPath will be down and unavailable Sunday, September 8, 12:01 a.m. - 9:00 a.m. due to maintenance activity.
Impact: During this time, employees will not have access to UCPath and will not be able to complete online activities, including:
- Viewing pay statements
- Making address changes
- Enrolling in direct deposit
- Applying for jobs
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Systemwide Reporting Cognos production environment will be down and unavailable Friday, September 6, 7:00 p.m. through Sunday, September 8, 12:30 p.m. due to perform maintenance.
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As we approach the end of the year, it’s essential to stay ahead by keeping important milestones on your radar. UCPath has outlined several critical activities and deadlines that you should be aware of to ensure a smooth year-end process. Here's a quick look at the key dates to remember:
- 9/15/24: Overpayment communication will be sent to locations via a targeted mass email.
- TBD Sep/Oct: UCPath and Location GLACIER Admins will meet to discuss the 1042-S process.
- TBD: UCPath will email a list of employees with overpayments crossing tax years to locations.
- 10/18/24: Deadline for payroll adjustment requests, submitted via E-078 Payroll Request or UCPath online.
- 11/19/24: Cutoff for MO Imputed Income requests, with I-618 Flat Dollar Amount submissions.
- 11/25/24: Cutoff for BW Imputed Income requests, with I-618 Flat Dollar Amount submissions.
- 12/13/24: Year-end final pay instructions will be sent to employees via targeted mass email.
- 12/18/24: Cutoff for Box 12DD updates for residents paid health insurance. Submit inquiries through UCPath.
- 12/20/24: Federal and State tax rates for the new year will be loaded into UCPath.
Don’t Forget:
- Make sure your employees have updated their addresses and verify that their Social Security Numbers (SSNs) are correct in the system. These details are crucial to ensuring timely and accurate tax forms in the coming year.
Stay ahead of these deadlines to avoid last-minute issues, and make sure your team is ready for a smooth year-end process!
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While it is generally uncommon, there are times when the effective date of a hire needs to be adjusted. When submitting a UCPC case to request a change in the hire date, please make sure to include all details about any associated overpayment. UCPC will handle both the hire date change and the overpayment processing simultaneously. This means that a separate payroll request is no longer required in these situations.
Regions: You may need to coordinate with your HR and Payroll teams to adjust your workflows accordingly. Since payroll adjustment information is now submitted at the same time as the hire date change request, and not through the E-078 Payroll Request form, this could affect your current business processes.
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The University of California is encouraging all employees to go paperless by enrolling in direct deposit and consenting to receive their W-2 and 1095-C statements electronically through UCPath. This initiative aims to provide a more convenient, secure, and environmentally friendly way to manage financial documents. To learn more, check out our website.
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Starting September 6, 2024, UCPath will roll out updates to the Former Employee Portal (FEP) based on feedback from former employees. These changes include a redesigned login process and multi-factor authentication (MFA) improvements to enhance security.
Key updates:
- System-generated passwords are no longer used. Former employees will create their own passwords when logging in.
- The new process requires users to receive an emailed link and complete an MFA challenge to set up their accounts.
- Notifications are sent to personal (home/other) email addresses, not business emails.
How Transactors Can Support:
- Assist separating employees by ensuring their personal email is up to date in the system.
- Direct former employees to UCPath resources or the support team at (855) 982-7284 for assistance.
- Check and share Former Employee Portal Enhancements Overview
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Updated the Quicklinks - payroll configuration page with the following:
- Systemwide general deduction
- Local general deduction
- UCPC earn code list
- General deduction - special accumulator
- Earnings codes - special accumulator
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The Financial Aid and Scholarships Office (FASO) has identified an issue in the Work-Study Salary Cost Transfer functionality, where less than a full paycheck may get selected for redistribution, resulting in errors. If you perform Salary Cost Transfers on Work-Study eligible employees, please review this message for details on how to avoid this issue.
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UCPath has added a new Special Training Code in Position Management: A - Family Educational Rights and Privacy Act (FERPA). If you are hiring for positions that will be working with student records and are required to take FERPA training, Position Management Initiators can start adding the FERPA Special Training Code (A) to assign the training in the employee’s Learning Center account. To learn more about this and the other available Special Training Codes in UCPath, explore our Special Training Codes webpage.
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Registration is open in the UC Learning Center for the upcoming UCPath Instructor-Led Training (ILT) sessions. Please use the keyword “UCPath” when searching in the UC Learning Center to find UCPath trainings.
*New Hires*: If someone is new to UCB / UCPath or has never attended any of the UCPath training sessions, please ensure they complete the prerequisites before attending an instructor-led training session.
Pre-Requisites:
Remaining September Trainings:
*Email our team at ucbucpath@berkeley.edu to sign up for the Mass Update of PayPath Actions course.
October Trainings:
If you have questions about training, please send a message to ucbucpath@berkeley.edu.
Want to stay up-to-date on all our UCPath training offerings? Add the UCPath Training Calendar by visiting our website: https://ucpath.berkeley.edu/training.
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Did you know that missing Worksite IDs can cause mass position updates to error out in UCPath? This can lead to delays and complications in processing essential employee data. To prevent these issues and ensure smooth operations, it's crucial to review for missing Worksite IDs whenever you handle Position data.
To avoid potential impacts on future mass updates, please make it a habit to check for missing Worksite IDs and update them as needed. Remember, HR Worksite IDs are essential as they provide a critical integration with the Tracker-I9 system, ensuring compliance and accurate record-keeping.
If you need assistance processing mass updates to correct missing Worksite IDs, the Berkeley UCPath Ops team is here to help. Please don't hesitate to reach out to us if you are interested in processing a mass update.
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[Caption] Students return to campus. Photo by Keegan Houser.
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