FAQ

 

General

UCPath is the University of California’s critical project to implement a single payroll, benefits, HR and academic personnel solution for all UC employees.

UCPath will:

  • Replace UC’s 35-year old Payroll/Personnel System (PPS) with a single new payroll and HR technology system
  • Standardize and streamline payroll and HR processes systemwide
  • Centralize certain HR/APO and payroll transactional processes within the UCPath shared service center

UC’s 35­‐year old Payroll/Personnel System (PPS) is difficult to use, expensive to maintain, doesn’t meet the needs of UC’s complex and diverse employee population and requires redundant data entry, manual calculations and significant paper processing. PPS cannot meet the needs of the UC system going forward.

UCPath will go live at UCSB in September 2018. Go-live is a series of events that take place over several weeks, but all employees will be able to log into UCPath for the first time on September 27th, 2018. October 1st (monthly) and October 3rd (biweekly) paychecks will be the first generated from UCPath instead of PPS.

Replacing the 11 versions of PPS and several other stand-alone human resource information systems with a single payroll and human resource information system for all UC employees means having unified systems and data across the University. The new UCPath Center will efficiently support payroll and human resources transaction processing and also support UC faculty and staff with high-quality service and improved access to job information. Standardization of business practices UC-wide will streamline processes and enhance productivity. (Working Smarter, UCOP)

In 2009, the Campus and Medical Center Controllers, Campus and Medical Center Human Resource Officers, and Academic Personnel Directors completed an initial assessment of PPS and recommended planning for a more modern replacement and agreed to work toward conforming business practices. The project began in the fall of 2009 with the creation of a governance structure comprising a Sponsor Group and Management Workgroup for executive leadership and cross location/functional representation. The project fully ramped up in early 2010 with the engagement of a full-time project director. (Working Smarter, UCOP)

The goal of the UCPath Project is to be more effective and efficient in managing payroll and human resources. Operational changes will take place over several years, giving UC campuses time to plan for the transition, including implementation of process improvements and proper alignment of job activities and responsibilities to better leverage the new technology and UCPath Center. It is expected that fewer positions systemwide will eventually be required, but is too soon to know when or how many positions will be affected. As such positions are reduced over time, UC intends to minimize involuntary layoffs through attrition (retirements), re-training and realignment of staff responsibilities. Employees in the most directly affected units may have opportunities to learn new skills and take on new roles. (Working Smarter, UCOP)

After months of discussion and analysis, UC leaders, managers and staff throughout the system concluded that UC, like other higher education and public sector institutions, would benefit from:

  • Streamlined processing of routine transactions
  • Economies of scale in administrative operations
  • Consistent, trackable, responsive service
  • Additional hours of support and staff coverage

Modern Technology

  • There will be a single, integrated payroll and HR solution for all UC employees
  • Payroll processing will be automated, efficient and accurate
  • Consistent, quality data will be readily available to improve analytical reporting and decision‐making
  • Staff and faculty will have direct access to more of their personal employee information online and be able to make changes themselves

Great Service

  • Specialists at the UCPath Center will provide accurate and timely information and issue resolution
  • Transactional processing will be streamlined and more consistent
  • Faculty and staff will have frequent feedback opportunities

Lower Cost Over Time

  • Experience at other institutions has demonstrated that, over time, UC can expect to deliver payroll and HR services at a lower cost

Extensive preparation and testing are being conducted prior to launch to ensure that UCPath technology works. UCPath is dedicated to continually improving the UCPath technology and services. As with any technology project, updates and adjustments will continue to be made after launch.

Training at UCSB is currently underway. Those that will use UCPath to complete their job duties ("Functional Users") may be required to participate in web-based and instructor-led training depending on their particular responsibilities and roles. After go-live, during "Hypercare," the training team will continue to be available to support these Functional Users as they become comfortable with the new system. After "Hypercare" concludes, training will be available for new hires similar to the PPS training offered in the past.  

The UCPath Center is a systemwide shared service center that will provide routine transaction processing for HR/AP and payroll for UC’s 10 campuses and five medical centers.

The UCPath Center will handle routine and transaction processing for the areas of:

  • Workforce administration (including tasks like employment verification, new hires)
  • Benefits (including tasks like COBRA notices, open enrollment)
  • Payroll (including tasks like payroll adjustments)
  • Absence management (including tasks like direct billing, leave administration, managing accruals)
  • Compensation (including tasks like additional/supplemental pay, mass pay changes)
  • Finance/GL integration (including tasks like salary cost transfers)

Contact the UCPath center via:

  • Submitting a ticket online via the UCPath Portal anytime
  • Telephone assistance 8 a.m.–5 p.m. PST, Monday through Friday

The UCPatch Center observes the University of California holiday schedule.

After UCPath goes live, campus human resources and academic personnel departments will continue to provide a variety of important services on‐site. For example, services that will continue to be performed on-site include:

  • Staffing and recruitment activities
  • Employee and labor relations
  • Talent and performance management
  • Employee counseling

Yes. UCPath will replace PPS as the system of record for payroll and personnel data. UCPath will provide similar functionality as AYSO, but AYSO will continue to be available after go-live to view historical employment information, including electronic W-2s (if you have elected to receive e-W-2s) for January through September 2018.

Due to the cutover to UCPath during 2018, UCSB employees will receive two W-2s for 2018; one for time worked January-September from At Your Service Online and one for time worked October-December from UCPath.

Previously, UCSB employees updated their selections in At Your Service Online during open enrollment. After go-live, all UC employees will make their selections through UCPath.

 

Training

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There are three different categories of people that will interact with the UCPath system at UCSB: Employee Self-Service Users,

Manager Self-Service Users, and Functional Users. All UCSB employees will have access to Employee Self-Service in UCPath, which provides similar information to At Your Service Online (AYSO). Manager Self-Service users will use UCPath to view information about their direct reports. Functional Users will use UCPath to complete their job duties, similar to how they used PPS to complete their work previously. You may be one, two, or all three of these categories of users. Refer to the ‘Learnings Paths’ page on the UCSB UCPath website to find out what training is required for your interaction with the UCPath system.

Functional Users: If you will be using UCPath as a function of your job, you should have received an email (or multiple) with your specific role. Use this information to find what training is required via the Learning Path .pdf. As your supervisor if you’re unsure what role you will be fulfilling.

Web-based training was assigned to all functional users in the UC Learning Center. After a course is assigned, you must ‘Register’ to begin taking the course. If you have a functional role in UCPath and do not have any training assigned to your account, please email info@learningcenter.ucsb.edu.

To register for the web-based training assigned to your account, follow these steps:

Note: You will need to do this for each course ‘assigned’ to you.

  1. Log into UCSB's UC Learning Center: https://www.learningcenter.ucsb.edu/
  2. Click on the Required Training tile on your dashboard.
  3. Click on the course you would like to ‘Register’ for.
  4. Click the Register button, the Submit button, then the Done button.
  5. Return to your dashboard by clicking on Learning Center in the top-center of the page.
  6. Click on the Manage My Registrations tile.
  7. Find the course and click the button on the right that labelled START.
  8. Complete the training.

It is not recommended that you print the training from the UCPath Help site. If there are further customizations or changes to the UCPath system with the deployment of campuses after UCSB goes live these changes will be reflected in the online version. A printed copy may be rendered incorrect if these changes occur.

The web-based training and all of the help documentation in the UCPath Help site will continue to be available to you to revisit or reference. Additionally, the UC system is moving towards a more sustainable, less paper-based model, which aligns with these recommendations as well.

No. The default error message in the UC Learning Center makes mention of a waitlist, but a waitlist is not being maintained for UCPath instructor-led training sessions. If the session reads “insufficient capacity,” as shown in the image below, please find another time/date to enroll.

screen shot of UC Learning Center Registration Issues

The UC Learning Center will show “insufficient capacity” if the session is full. Please find another time/date to enroll.

screen shot of UC Learning Center Registration Issues

If the UC Learning Center displays “insufficient capacity,” the session is full. If the UC Learning Center displays an error message stating that the deadline to enroll has passed, the registration has closed, but there may still be room in the session. You have the option of arriving at the time and place listed to check if the session is full. If you do attend a session without registering first, make sure to sign in to receive credit. Once the class is at capacity the instructors will be unable to accommodate additional drop-ins.

screen shot of UC Learning Center Registration Issues

If the UC Learning Center displays an error message stating that the deadline to enroll has passed, the registration has closed, but there may still be room in the session. You have the option of arriving at the time and place listed to check if the session is full. If you do attend a session without registering first, make sure to sign in to receive credit. Once the class is at capacity the instructors will be unable to accommodate additional drop-ins.

To temporarily turn on the audio, toggle the audio button in the playbar off/on to enable audio.

screen shot of audio button

To fix the underlying issue, follow these steps:

  1. Log into the UC Learning Center using Safari.
     
  2. Select Safari > Settings for This Website…
    screen shot of Safari settings
     
  3. Select Auto-Play: Allow All Auto-Play for the site (uc.sumtotal.host).
    screen shot of Safari settings

 

Portal

Yes. The UCPath portal allows the employee to enter a home address and a mailing address. The home address is used for benefits eligibility determination (if the employee is benefits eligible) and is where paychecks and/or paycheck statements are mailed if applicable. The mailing address is where W-2s are mailed.

Yes. Once you gain access to the UCPath portal, it is advised that you check your personal information to ensure everything is correct.

If you will only be using UCPath to manage your personal employment information, you will be able to log into UCPath on September 27th, 2018. Watch for an email that announces that you can log in.

Certain Functional Users, who use UCPath to complete their job functions to initiate or approve transactions, will have access during the month of September to enter information for the paychecks delivered on October 1st and October 3rd.

 

HR

Employment verification through the third-party vendor Work Number will continue, except for students who will contact the UCPath Center directly for requests for employment verification. The UCPath portal will provide information (through the Help button) on how to contact Work Number, etc. A case does not need to be submitted via the portal unless the employee needs assistance in contacting Work Number.

 

Pay and Compensation

Yes. All paycheck deductions will be converted into UCPath EXCEPT deductions set up through the Golden1 Credit Union. Golden1 Credit Union deductions will need to be added as one of your three direct deposit selections after go-live.

Golden1 credit union deductions (e.g., car payments, mortgage payments) from At Your Service Online do not get converted into UCPath. Once the system is live, you will need to log into the UCPath employee portal and add any of your previous Golden1 credit union deductions as one of your three direct deposit selections.

It is advised that you make arrangements for these payments for the month of October 2018 to avoid any late payments until you are able to access the UCPath system and add your credit union deductions. You will receive a reminder email close to Go-Live.

Unless specified in a bargaining agreement, employees are not guaranteed to receive their payment within 72 hours. Employees not covered by this clause in a bargaining agreement will receive their pay on their next scheduled payday via their regular pay method (direct deposit or by US Mail).

No. After go-live paper checks will no longer be handed out on campus. Checks will be delivered via US Postal Service to the mailing address on file. If you are not already enrolled, we encourage you to sign up for direct deposit once UCPath goes live to ensure you receive your earnings in a timely manner. You can do this within your Employee Self-Service online account. 

Instant Pay Cards are available in urgent cases where you require funds immediately due to an error. Speak with your Business Officer/MSO for more information.

Effective October 1, 2018, campus employees are eligible to receive Pay Cards. For represented employees, opportunity to use Pay Cards is subject to collective bargaining. Please check below for updates on the status of eligibility for represented employees.

Eligible Represented Employees as of November 2, 2018:
Clerical- CX
Skilled Trades- K8 
Postdoctoral Scholars- PX
Academic Student Employees- BX
Police Officers- PA
Lecturers -IX  
Librarians -LX

The UC Pay Card is issued by ADP, which utilizes MB Financial Bank, N.A. for the Pay Card.

Yes, the UC Pay Card is FDIC insured (subject to established limits) and qualified transactions are protected by Visa’s Zero Liability from unauthorized purchases. Visa’s Zero Liability policy provides protection from unauthorized purchases in certain circumstances.

No, there are no transaction or startup fees associated with the Pay Card. However, there are some fees associated with transactions such as multiple replacement cards, etc. The Pay Card consent form packet includes information about the type of transactions that may result in a separate fee.

The UC Office of the President is currently using the Pay card, while UC Riverside, UC Merced and ASUCLA have recently launched it.

 

New Employee ID

Yes. If you accessed OACIS prior to UCPath go-live your previous employee ID is the login for your account. It is not fed from PPS or UCPath, but set as a static identifier for your account.

There is a small number of employees in Housing, Dining, and Auxiliary Enterprises (HDAE) who require a new access card for a current business process. If it has been determined that your job duties require an updated Access Card, you will receive an email with instructions on how to proceed. The vast majority of employees will not need a new access card for their daily job duties. Employees who use their access card for door access or swipe their access card to clock in and out at a timeclock will continue to be able to use their current access card. After go-live, new access cards will be issued with the new employee IDs following the usual UCen recharge process. If you need to reference your new employee ID, you will be able to log into the UCPath portal to view it.

You can view your new employee ID once you receive an email stating that UCPath is live. A link to login to the new portal will be included in this email. Your employee ID will be visible on the main dashboard of the portal.

The Payroll Office will update the bank with all new employees IDs shortly after go-live. All cardholders will receive a message when this transition occurs. 

No. Your library account will not be affected by the employee ID change. You can continue to use your access card to check out items from the library and your UCSBNetID to log in to your library account.

Yes. Accounts in the UCSB Travel system and the systemwide Connexxus system will automatically be updated with your new Employee ID, however your login will not change. These systems will experience some outages during UCPath Cutover. Information on system downtimes will be posted on the UCSB UCPath website.

It would be unusual for a medical provider to require the UCSB employee ID number as part of their records. Please feel free to contact the Benefits unit in HR if you encounter problems due to the change in the employee ID number.

 

Timekeeping and Attendance

After the transition to UCPath, the “takes” are processed first, then the accrual balance is credited.

No. Vacation balances can be viewed in the UCPath portal but the portal is not designed to send reminders to employees who are approaching their vacation accrual limit. Our Electronic Timekeeping system, Kronos, will continue to send reminders.

Yes. Kronos will integrate with UCPath to pass information about time worked and leave taken back and forth as necessary.

Employees will view their vacation and sick balances in both Kronos and UCPath. When an employee uses their vacation or sick leave, they will record it in Kronos. UCPath and Kronos balances will be synced at the end of each pay cycle. The balances in UCPath will display the date of their most recent update.

No. You can continue to use your access card with the timeclock unless you were provided with a new access card by your department. Only a small population of staff will receive a new access card. These people will be notified by their department of this change.

Not unless specifically instructed by the administrative staff in your department. Non-student employees will continue to type/punch in their your old employee ID number (last 7-digits) to clock in and out. Student employees will continue to type/punch in their PERM number. Check with your supervisor if you are not sure.

 

Integrations with Campus Systems

Yes. The same data will be available in GUS and the Data Warehouse as previous to UCPath.

 

UCPath Center

El Centro de UCPath localizado en Riverside proporciona a los empleados de la Universidad de California la opción de recibir servicio al cliente por teléfono y en español.

Cuando un empleado llame al Centro de UCPath al 855-982-7284 (de lunes a viernes de 8 a. m. a 5 p. m.) y seleccione la opción n. ° 4, se le conectará con un miembro del equipo de Servicios al Empleado (ES) del Centro de UCPath que hable español. El miembro del equipo de ES le ofrecerá al empleado la opción de recibir correspondencia por correo electrónico sobre su consulta en español o inglés. Si se selecciona español, el miembro del personal de ES también incluirá la traducción de la correspondencia en inglés.

Adicionalmente, el equipo de ES puede brindarle servicio en otros idiomas si así lo desea.

El equipo de Servicios al Empleado (ES) del Centro de UCPath se asocia con Language Lines, un proveedor de servicios de traducción e interpretación a su disposición en todo momento, que ofrece asistencia en más de 240 idiomas.

The UCPath Center in Riverside provides UC employees with the option to select customer service in Spanish by phone.

When an employee calls the UCPath Center at 855-982-7284 (Monday – Friday from 8 a.m. to 5 p.m.) then selects the #4 option, they will be connected with a Spanish speaking UCPath Center Employee Services (ES) team member.

The Employee Services team member will offer the employee the option to receive follow-up email correspondence about their inquiry in Spanish or English. If Spanish is selected, the Employee Services team member will also include the English translation as well.

Additionally, the Employee Services team may provide services in other languages if desired.

The UCPath Center Employee Services team partners with Language Lines, an on-demand language service provider, which offers assistance in more than 240 languages.