10/19/2023


TO: UCPath Transactional Users

FR: Jim Corkill, Associate Vice Chancellor/Controller, Business & Financial Services

RE: 2023 Year-End Overpayment Deadline on November 10, 2023


Dear UCPath Transactional Users,

Please read below for information on UCPath - What You Need to Know About Year-End Overpayment Deadlines.

Overview & Reminders:

As you may know, adjustments to an employee’s earnings and tax withholding record depend on if an overpayment is recovered. The Internal Revenue Service (IRS) states that the recovery of an overpayment must happen in the year the overpayment occurred. Please review your employee’s job data as soon as possible to ensure it is correct and that there are no potential overpayments for November or December 2023.

Important 2023 Year-End Deadlines:

  • The UCPath Center (UCPC) can only adjust an employee’s earnings report (i.e., Form W-2) if the adjustment request to payments (that occurred January 1-November 10, 2023) is received by BFS no later than 5 p.m. on Friday, November 10, 2023. We understand that November 10th is Veteran’s day, but if the ticket is submitted on that day we will still accept it.
  • Submit a request via BFS ServiceNow as soon as an overpayment is identified.
  • All overpayment requests must be received by 5 p.m. on November 10, 2023.
  • This date is critical, as any requests received after November 10, 2023, may not be processed before year-end (December 31, 2023).
  • What happens if I do not submit adjustments before the end of the year?
  • If any overpayments identified after November 10, 2023 are unable to be corrected before December 31, 2023, they will be processed as prior-year overpayments resulting in the employee owing unrecoverable taxes.
  • Is there anything else I should know that might affect the employee’s repayments?
  • Be sure to notify the employee of the situation, so they can prepare/arrange for repayment before December 31, 2023.
  • Employees who have previously agreed to repayment terms and are actively participating in repayment efforts will not be subject to this deadline.
  • If repayment is not made in 2023, the employee will be subject to repay a higher amount since withheld taxes cannot be adjusted in subsequent years. Please share this information with them when you review the overpayment packet.
  • Any uncashed paychecks that are not due to the employee that the departments or employees are holding onto must be returned to UCPath immediately to the address below for the employee’s 2023 W-2 to be correct:


UCPath Center
14350 Meridian Pkwy.
Riverside, CA 92518
 

Please notify Isaias Loya (isaias.loya@bfs.ucsb.edu) when you send any uncashed checks to UCPath.

If you have other questions, please contact one of the following offices:
 



If you have a question about this information or for any other services, please visit UCPath and click on “Ask UCPath” to submit an inquiry or call (855) 982-7284 to speak with an associate M-F between 8 a.m.–5 p.m.

If you have IT-related questions, please contact the Enterprise Operations Center (EOC) at eoc2@ucop.edu or (510) 987-0363

If you have other questions, contact one of the following offices: