6/02/2021

 

TO: UCSB UCPath Transactional Users

FR: UCPath Center

RE: UCPath Reminder: July 1 Retirement Processing, COLA Eligibility & Job Record End Date Monitoring

Dear UCSB UCPath Transactional Users, 

Please read the following carefully, as it contains important reminders for both the July 1 Retirement Processing & COLA Eligibility, and Job Record End Date Monitoring. 

 

July 1 Retirement Processing & COLA Eligibility

As a reminder, to qualify for the inactive Cost of Living Adjustment (COLA) increase, eligible UC Retirement Plan (UCRP) benefit recipients must be retired one day prior to July 1, with a minimum of one business day not on active HR or Payroll status.

Refer to the updated Retirement Processing for July 1 Retirement Date - COLA job aid for terminology, examples, and guidance on processing this transaction in UCPath.

The effective date of the template must be June 30, and the last day worked needs to be June 29 (as applicable). 

 Action Items:
 

  • Submit retirement templates as appropriate
  • Submit final pay requests for accrual payouts as appropriate
  • Submit Accruals & Service Adjustment eForm for any adjustments needed for sick time that has been converted to service credit

Note:

  • Transaction templates should be submitted and approved no later than the corresponding location deadlines (see payroll processing calendars linked below) 


Resources:

 

 

Job Record End Date Monitoring

There are over 67,200 employee records and 1,200 contingent worker records with an “Expected Job End Date” on June 30, 2021.

 Upon reaching the “Expected Job End Date,” UCPath will terminate all employees and contingent workers with expired jobs for which the “End Job Automatically” checkbox is selected.

 To avoid unintended impacts such as termination, pay discrepancies, loss of benefits, system access interruptions or overpayments, please complete the following:

Action Items:

  • Run the Jobs with Approaching End Dates (R-103) report
  • Review job records with upcoming end dates that are scheduled to auto terminate
    • The "End Job Automatically" box must be checked in conjunction with the “Expected Job End Date” in order for the record to be automatically terminated
    • If the box is not checked, the employee will remain in active status and continue to receive pay
    • Initiate the appropriate transaction to update the employee’s records as needed:
  • Submit PayPath Transaction
    • Place on a short work break
    •  Extend or re-appoint
    • Check the “End Job Automatically” box to automatically terminate on the job end date
  • Submit HR Template
    • Transfer to another position
    • Terminate/Complete
  • No Action Needed
    • Allow to Auto Terminate


Note:

  • Once job records are automatically terminated, it is necessary to submit a rehire/reinstatement transaction to reinstate an employee to active status
  • Extend the “Expected Job End Date” to ensure system updates such as primary job changes, pay rate changes, benefit eligibility changes, etc., are applied to the record
  • If a record is not set to auto terminate, an extension approval must be submitted to avoid an overpayment
  • Transaction must be submitted and approved no later than the corresponding location deadlines (see payroll processing calendars linked above) 

 

Training Resources:

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: