Welcome to the UCPath Users Desk Manual! This manual was created by users for users. While the contents of this manual can be overwhelming due to the number of documents, we encourage you to use the “find” function (i.e., press "CTRL + F" on your keyboard) to search for the key word of the action you wish to perform. Please see the full disclosure at the end of the manual.

 


LEGEND

= Step by step guide, screenshots, or instructions by staff person
= Link to UCPath or UCSB resources
= Form/Template   =  Navigation Path


I. INTRODUCTION

1. Overview

  1. What is UCPath?   
  2. UCPath Center - UCSB UCPath 
  3. What is the UCPath Center? 
  4. Who Does What 
    Guide to whether the department or Academic Personnel initiates and/or approves a transaction
  5. Timing Guide 
  6. Academic Personnel Transaction Matrix 
    A detailed guide to transactions performed by Academic Personnel and department

2. Glossary of Terms

  1. UCPath Terminology Crosswalk 
  2. UCPath Glossary* 
    *From UCOP and some terms/definitions may not apply to UCSB

II. NAVIGATION

1. Navigating UCPath

  1. Recommended UCPath Bookmarks document 
  2. Common UCPath Bookmarks  
  3. UCPath Navigation Cheat Sheet  
  4. Quick Reference: UCPath Workforce Administration Navigation 
  5. Quick Reference: UCPath PayPath and Additional Pay Navigation  
  6. How to Use the Alternative Workspace and Save Searches

2. Navigating the UCSB Service Now Ticketing System

  1. When to Use ServiceNow or UCPath Center Chart
  2. ServiceNow Catalogs for Human Resources (HR) and Business and Financial Services(BFS) 
    Description of requests that can be submitted via ServiceNow.
  3. HR ServiceNow Tutorials 
  4. ServiceNow - Human Resources Services 
  5. ServiceNow - Payroll Services 
  6. ServiceNow - Information Technology Services 
    Hover over Enterprise Business Applications and then select Electronic Timekeeping or UCPath Technology Services
  7. ServiceNow - Home 
    Global site with links to Business and Financial Services, Human Resources, and Information Technology Services
  8. Academic Personnel UCPath Help - e-mail AP-Path@ucsb.edu
  9. How to Open a Ticket with the UCPath Center
    Phone (855) 982-7284, E-mail ucpath@universityofcalifornia.edu, or Submit Ticket online

III. HIRING

For detailed information, see the Workforce Administration: Template Transactions – Critical Concept Training & Resources slideshow 

1. Getting Ready to Hire

The following are useful guides and tools to help get set up and ready before the actual processing of the hire takes place in UCPath.

  1. Approval Workflow Engine (AWE)   
  2. Transaction Lifecycle 
  3. Workforce Administration (WFA) Process Guide - The WFA Big 10  
    How to sequence the tasks from recruitment to paycheck review and all the major steps between
  4. Recruitment to Hire Workflow for Staff  
  5. Recruitment to Hire Workflow for Student Staff  
  6. UCSB Hiring Process Guide 
  7. Walk the (UC)Path – Staff and Academic Transactions. See pages 56 and 57 of the Workforce Administration: Template Transactions – Critical Concept Training & Resources slideshow   
  8. Workforce Administration (WFA) Stabilization Session   
  9. View Person Organizational Summary - UPK Step-by-Step 
  10. Effective Dates (Link)
    Effective dates indicate the date an action begins
  11. Employee Classifications & Pay Groups 
  12. Resolving FLSA/Pay Group Conflicts 
  13. UCSB Pay Groups
    Most commonly used pay groups
  14. Lecturer Process Map 
  15. Reminders about Processing of Academic Employee Transactions (E-mail from Cindy Doherty) 

a. Checklists and Intake Forms

  1. Career Staff - New Employee Checklist  
  2. New Career Staff Hire: Admin Unit Checklist
  3. New Career Hire: Supervisor Checklist
  4. Student - New Employee Checklist
  5. New Student Hire: Admin Unit Checklist  
  6. New Student Hire: Supervisor Checklist  
  7. Employee Information Sheet
  8. Academic Employee Information Form
  9. New Employee Checklist  
  10. UCPath Employment Intake Form - Staff
  11. New Hire Checklist (Writable PDF document)  
  12. UCPath Hiring Checklist (Excel document)
  13. Hiring Checklist (Word document)  
  14. New Hire Checklist (Word document)  
  15. Hire Action - Process tracking sheet

2. Position Management

For detailed information, see Workforce Administration: Position Control – Critical Concept Training & Resources slideshow 

A. View and Update Existing Vacant Positions

  1. View Vacant Budgeted Positions 
  2. View Position Information - UPK Step-by-Step 
  3. Position Control Reason Codes Explained
  4. How to Update a Vacant, Single-Headcount Position
  5. Update Single Headcount Vacant Staff and Academic Student Positions 
  6. Create Work Study Positions - (Selected slides from Office of Financial Aid’s Work Study Training PowerPoint) 
  7. How to Find an Employee’s Primary Job (When There Are Multiple Positions)

B. Create New Positions

  1. Position Management Required Fields 
  2. Submitting a New Position Control Request 
  3. Initiate New Position Control Request - UPK Step-by-Step 
    Create new staff/student/academic-student positions that do not already exist in the UCPath system. Faculty and Non-Faculty/Non-Student are created through Academic Personnel.
  4. UCSB Employee Relations Code (ERC) Chart
  5. Create Work Study Positions - (Selected slides from Office of Financial Aid’s Work Study Training PowerPoint) 

C. Resources for Position Management

  1. Tracking Position and ID Numbers for Your Department 
    Before requesting a new position, review your current inventory of positions. To help keep track, one idea is to use your department’s organization chart.
  2. Vacant Position - Process Tracking Form

3. Processing the Hire

The following guides are designed to help complete the hiring of an employee in UCPath. For detailed information on Concurrent Hires, Transfers, or Rehires, see pages 55 through 122 of the Workforce Administration: Template Transactions – Critical Concept Training & Resources slideshow.

  1. Effective Dates 
    Effective dates indicate the date an action begins
  2. Hire Template Matrix 
  3. Template Transactions - Action Reason Codes and Descriptions Job Aid   
  4. New Hire (No past job record in UCPath) 
  5. Review Transaction - Smart HR Transactions 
    To view only the Transaction Status at the UCPath Center (i.e., Requested, Pending, Completed, or Cancelled)
  6. View Template Transaction Status - SS Smart HR Transactions Page - UPK Step-by-Step Instructions 
    To view Transaction Status of templates still on campus (whether or not the transaction has been approved by the department approver)
  7. Student Employment Guidelines   
  8. Hiring International Students 
    Note: There are special circumstances with hiring International Students, including that they cannot work more than 50% during the academic year. Contact the Office of International Students and Scholars (OISS) for details.

A. Concurrent Hires

A concurrent hire is needed when an employee already holds an active position and will add an additional job, which is concurrent to their existing job.

  1. Staff Concurrent Hire  
  2. Job Concurrent Hire 
  3. Initiate Concurrent Hire Template Transaction (Staff) - UPK Step-by-Step 
  4. Resolving FLSA/Pay Group Conflicts 
  5. Pay Group for FSLA Conflicts Academic/Staff Concurrent Hires 
  6. Employee Classifications & Pay Groups 
  7. Concurrent Jobs Supplement Chart with FLSA Status 
  8. Academic Student Pay Cycle Conflicts  
    When an employee has both an exempt and a non-exempt position, a pay group override is required
  9. Faculty Summer Research Salary UCPath Update (e-mail from Cindy Doherty)
    Information on processing Summer Salary Concurrent Hire Template Transactions
  10. Processing Summer Salary Guide 

B. Transfers

  1. Transfer into Same Employee Class (Intra-Location - No Break in Service) 
    An Intra-Location transfer occurs when an employee transfers from one position to another within the same department/campus (from one department/unit to another)
  2. Initiate Intralocation Transfer (Staff) - UPK Step-by-Step  
  3. Pay Group Changes for Promotions and Reclass 
  4. Academic Employee Transfer Process 
  5. Transfer - Inter-Location 
    An Inter-Location transfer occurs when an employee transfers from one campus to another

C. Rehires

  1. Initiate Rehire Template Transaction (Staff) - UPK Step-by-Step 
  2. Rehire: Reactivating a terminated job record in the same Employee Class 
    Rehiring a staff to a staff position, or rehiring an academic to an academic appointment.
  3. Rehire: Reactivating a terminated job record in a different Employee Class 
    Rehiring a staff to an academic appointment, or rehiring an academic to a staff position.
  4. Initiate Reinstatement Template Transaction (Acad) 
  5. Initiate Reinstatement Template Transaction (Staff)   

4. Post-Hire

The following are useful guides and tools to help with the steps taken after the employee has already been hired in UCPath.

  1. Employment Verification (I-9) Tracker System 
    Steps for what employees and departments need to do for the I-9 verification
  2. I-9 Tracker & Legal Right to Work  
    Includes I-9 information and List of Acceptable Documents to use to verify employment eligibility
  3. Important I-9 “Out of Compliance” Issues and Resolutions (E-mail from Jim Corkill)
  4. I-9 Tracker e-mail from UCPath to new employees prior to their first day of work
    From ‘employment.authorization@universityofcalifornia.edu’ with the subject line “Form I-9 for New Hire: Must Complete Prior to Work”
  5. Setting up a Remote I-9 Invite  
  6. Fingerprinting and Background Checks  
  7. Hiring Next Steps for Employees
  8. Hiring Next Steps for Employees Who Require Laboratory Safety Training  
  9. UCPath Employee Self-Service: New Hire Instructions
  10. Completing Your UCPath Profile - Tutorial  
  11. How to Edit an Employee’s Profile in Identity Management (People Finder)  
  12. How to get your UCSB Access (Identification) Card  
  13. Timekeeping Manager Assignment Application (TMAA)  
    Used to configure Kronos so managers can see and approve timecards
  14. Updating Pay Rules in Kronos (Electronic Timekeeping)  
  15. Shared Employee - Sample Memo to Timekeeping Manager  
    Used to determine who signs off on a shared employee’s timecard

a. Welcome Letters and Onboarding Checklists

  1. Welcome Letter for Staff Starting a New Position  
  2. Welcome Letter for Student Staff Starting a New Position  
  3. New Hire Welcome Letter  
  4. Welcome to UCSB Letter  
  5. Congratulations and Welcome Letter  
  6. Confirmation that New Hire Transaction in UCPath has been Approved Letter
    (includes request to complete I-9 Employment Eligibility Verification, Background Check, and NetID processes)
      
  7. Active in UCPath Letter  
  8. Onboarding - Welcome to Student Info Systems & Technology  
  9. New Hire Orientation Checklist  
  10. Description of Steps from Posting a Job through Onboarding and Up to One Year After Starting Work

IV. MANAGING FUNDING & PAY

1. Funding Entries and Updates

  1. Funding Entry 
    All positions require account and fund information
  2. Funding Inquiry  
    Looking up funding for positions in your department and positions outside department but on your department’s funding
  3. Funding Entry - Funding Update  
  4. Enter Position Funding Update - UPK Step-By-Step   
  5. Funding Entry Adding Funding to a New Position 
  6. Funding Entry: Common Error Messages  
  7. Funding Entry Job Aid 
    Useful to help recognize Chartfield Error Substitutions in UCPath
  8. Department Process - Add/Update/Extend Position Funding 
  9. Funding Action - Process Tracking Form  

2. Salary Cost Transfers / Payroll Transfers / Direct Retro Transactions

Useful when you realize the salary cost should have been charged to a different fund source. Note: follow steps in Funding Entry job aids to prevent future erroneous payroll charges.

  1. Direct Retro Salary Cost Transfer (SCT) 
  2. Enter Direct Retro Funding 
    Used to transfer salary costs after the system generates the accounting entries but before entering those original entries to the general ledger. Also known as a salary cost transfer (SCT)
  3. Review Transaction - Review Retro Distribution
    For initiator review of submitted transaction
  4. Review Retro Distribution - UPK Step-by-step 
  5. Direct Retro - Process Tracking Form
  6. Transferring Benefits out of the Default Account

3. Additional Pay and Pay Corrections

  1. Additional Pay 
    Examples when this would be used: Processing childcare reimbursement, overseas differential payments, and staff stipends (STAR awards)
  2. Submit Recurring Additional Pay Request - UPK Step-by-step   
  3. Submit One-Time Payment Request - UPK Step-by-step   
  4. One-Time Payments 
  5. Review Transaction - One-Time Payments  
  6. Processing Summer Salary Guide 
  7. Summer Salary 2021 Form 
  8. Academic Student Employee (ASE) Child-care Reimbursement Steps  
  9. Summer Salary/Additional Compensation Process Worksheet  
  10. Missed Pay 
    Various scenarios and their corresponding solutions
  11. How to Submit an Off-Cycle Payment Request  
    Off-Cycle Payment Request is used for missed ‘significant pay’ if no pay was originally submitted, court order or severance pay, and damage payments.
  12. Retro Pay 
  13. How to Submit a Kronos Historical Correction  
    Used to add missed hours to a timesheet/pay period that has already been processed
  14. Submitting Tickets to BFS for Overpayment  

4. Budget Distribution / Staffing Reconciliation

Useful when balancing Staffing

  1. Enter Budget Distribution - UPK Step-By-Step   
  2. Update Budget Distribution - UPK Step-By-Step   
    To add, remove, or update Budget Distribution information

V. MANAGING & MAINTAINING EMPLOYEES

1. View and Update Employee’s Personal Information

  1. View Personal Information - UPK Step-by-Step  
  2. Security Clearance - Verify I-9 Status Screenshot
    Navigation: PeopleSoft Menu > Workforce Administration> Personal Information > Security Clearance
  3. Update Employee’s Person Profile Information Screenshot
     Navigation: PeopleSoft Menu > Workforce Development > Profile Management > Profiles > Person Profiles
  4. Employee Data Update  
    How to correct and update personal information for an employee in your department
  5. Initiate Personal Data Change Template (Staff/Acad) - UPK Step-by-Step 
    Use this form to update or add social security number and date of birth.
  6. Review Paycheck for Employee Screenshot
      Navigation: PeopleSoft Menu > Payroll for North America > Payroll Processing USA > Produce Payroll > Review Paycheck Summary
  7. Review Accrual (Absence) Balances Screenshot
    Navigation: PeopleSoft Menu > UC Customizations > UC Extensions > Admin - Review Absence Balance

2. Updating Employee Job/Position Information

For detailed information, see the Workforce Administration: PayPath Actions – Critical Concept Training & Resources slideshow.

  1. View (Employee) Job Data - UPK Step-by-Step   
  2. PayPath Transactions 
    Update employee data for job-related pages such as Position Data, Job Data, and Additional Pay
  3. How to Update an Employee's "Reports To" Guide 
  4. How to Change Pay Rate  
  5. Initiate Pay Rate Change PayPath Transaction (Staff) - UPK Step-by-Step
  6. Pay Group Changes for Promotions and Reclass 
  7. Initiate Position Data Change PayPath (Staff FTE Change) - UPK Step-by-Step   
    To change the overall percentage of time or to update an employee’s FTE, complete a PayPath Action
  8. Adding ERIT (Employee-Initiated Reduction in Time) to an Employee’s Job Record   
  9. Remove ERIT (Employee-Initiated Reduction in Time) from an Employee’s Job Record   
  10. Changing the Start Date of a New Hire  
    Used when you have to move the start date of a new hire, but you have already completed the Hiring Template
  11. Job Data Update Form from UCPath Center
    Used to submit job data related corrections to the UCPath Center
  12. Extending the End Date on a Graduate Student Research (GSR) Appointment  
  13. How to Confirm that a PayPath Action has Been Processed in UCPath  
    Example: You thought you put someone on a Short Work Break, but you aren’t sure.
  14. How to Process Auto-Terminations (Academic Positions Only)  

3. Short Work Breaks (SWB):

Useful when an employee takes a one-quarter break and will return afterward.

  1. Job Effective Date When Putting Employee on Short Work Break  
  2. Academic Employees Short Work Break Matrix 
  3. Putting an Employee on a Short Work Break
  4. Initiate Short Work Break PayPath Transaction (Staff/Acad) - UPK Step-by-Step   
    Note that the effective date for a Short Work Break must be after the paycheck date and not the end of the pay period.
  5. Returning an Employee from Short Work Break  
  6. Initiate Return from Short Work Break PayPath Transaction (Staff/Acad) - UPK Step-by-Step 

VI. TERMINATIONS

1. Voluntary or Involuntary - non-retirement terminations

The following documents are useful for guiding you through the different processes involved with terminating an employee whether it is voluntary or involuntary. Use these documents after following Academic Personnel/Human Resources protocols.

  1. Template Transactions - Action Reason Codes and Descriptions Job Aid   
  2. Initiate Voluntary Termination Template Transaction - UPK Step-by-Step 
  3. Initiate Involuntary Termination Template Transaction - UPK Step-by-Step 
  4. How to Process Auto-Terminations (Academic Positions Only)  
  5. Employee Vacation Payout and Final Pay - Voluntary/Involuntary Termination Process  
  6. Final Pay - ServiceNow Request - Payroll Services   
  7. Inactivate a Vacant Position  
    Used to remove defunct title/job codes, positions where there is no plan to refill or positions that no longer exist in UCPath
  8. Gaining UCPath Access for Former Employees and Retirees 
    Provide to separating employees so that they can gain access to past paycheck statements and W-2s after leaving UCSB
  9. Review Transaction - Smart HR Transactions

2. Retirement

The following template is used when an employee retires. Note that a retirement template is different from the template used for other termination actions. This template is to be used after following Academic Personnel/Human Resources protocols. For questions about staff retirement templates, please contact Human Resources via HR ServiceNow. Address questions about academic retirements to Academic Personnel at AP-Path@ucsb.edu.

  1. Initiate Retirement Template Transaction - UPK Step-by-Step 
  2. See pages 58 to 63 in the UCPath Training Refresher by Human Resources 

a. Termination Checklists

  1. Separation: Employee Information & Checklist - Career Staff
  2. Termination Checklist (Word document)  
  3. Employee Termination Checklist (Excel document)  
  4. Termination - Process Tracking Sheet 

VII. INSTRUCTIONAL AIDS FOR EMPLOYEES

The following section can be used to help employees obtain, generate, and/ or update their own information in UCPath.

  1. Employee Self-Service Resources 
  2. UCPath Portal Basics
    From the UCPath Dashboard (landing page when you log on) you can view your Paycheck, Benefits, Retirement information, and Leave Balances
  3. Manager Self-Service Resources 
  4. Sign the Patent Acknowledgment Screenshot
    If you are required to sign the Patent Acknowledgment, follow the navigation below:
    Navigation: PeopleSoft Menu > UC Customizations > UC Extensions > Patent Acknowledgement
  5. Update My Federal Tax Withholding (W-4) - UPK Step-by-Step 
  6. Update My California Tax Withholding (DE-4) - UPK Step-by-Step 
  7. Signing up for Direct Deposit
  8. Change Account Number on an Existing Direct Deposit
  9. Review My Online W-2 - UPK Step-by-Step 
  10. Employment Verification - Generating an Employment Verification Letter  
  11. Employee Data Update - Updating Your Personal Information  
  12. Creating a Service Ticket in UCPath - Submitting Inquiries for Yourself
  13. Open Enrollment: How to Make Changes 

VIII. APPROVERS

- This section is useful for those employees who are Approvers in UCPath

  1. What to Look for in Different Transactions
    Common Issues and Helpful Tips
  2. View (Employee) Job Data - UPK Step-by-Step 
  3. View Person Organizational Summary - UPK Step-by-Step 
  4. Approve HR Template Transaction - UPK Step-by-Step  
  5. Approve Position Funding Request - UPK Step-by-Step 

IX. Electronic Timekeeping - Kronos

  1. Timekeeping at UCSB 

1. Timekeeping Guidelines

  1. UCSB Timekeeping Guidelines   
  2. Is a Timecard Required?  

2. Kronos

  1. Kronos Login Instructions
  2. Timekeeping Manager Assignment Application (TMAA)  
    Used to configure Kronos so managers can see and approve timecards
  3. Updating Pay Rules in Electronic Timekeeping (Kronos)  
  4. Kronos Tips  

3. Payroll Processing

  1. Timekeeper/Payroll Manager Duties - Bi-Weekly Pay Period Close Process  
  2. Timekeeper/Payroll Manager Duties - Monthly Pay Period Close Process  
  3. Kronos Timecard Review
  4. Kronos Payroll Processing  
  5. 2019 Monthly Working Hours 
  6. 2020 Monthly Working Hours 
  7. 2021 Monthly Working Hours 

4. Holiday Pay

  1. Calculating Holiday Hours to Report: Part-time Staff (Pay Calculator)  
  2. Holiday Pay Flowchart
  3. Holiday Pay Earnings Table
  4. Holiday Pay Eligibility and General Curtailment Information (e-mail from Kathy Moore)
  5. UC Holidays  

5. Leave Accrual

  1. Timing of Leave “Takes” and “Grants” - Absence Management  
  2. 2021 UCPath Production Processing Schedule 
    Chart includes paycheck dates, due dates, and dates processes occur
  3. Factor Leave Accrual Calculation Worksheet  
  4. Vacation and Sick Leave Accrual Table for Monthly and Bi-Weekly Employees
  5. 2019 Vacation and Sick Leave Accrual Chart   
  6. 2020 Vacation and Sick Leave Accrual Chart   
  7. 2021 Vacation and Sick Leave Accrual Chart   

a. Sample Leave Accrual Worksheets

  1. Leave Balance Worksheet 
  2. Accrual Tracking Tool
  3. Employee Leave Accrual Worksheet for 2019-20  
  4. Employee Leave Accrual Worksheet for 2018-19
  5. Employee Leave Accrual Worksheet for 2017-18  
  6. Accrual Tracking Worksheet for Biweekly Employees
  7. Accrual Tracking Worksheet for Monthly Employees

6. Shared Employees, Timecard Reminders, and Miscellaneous

  1. Managing Shared Employees
  2. Shared Employee - Sample Memo to Timekeeping Manager
    Used to determine who signs off on a shared employee’s timecard
  3. Google Group Automated Timecard Reminder Schedule
    Sample messages that can be sent automatically using Google Groups
  4. Messages Sent by the Electronic Timekeeping Team 
  5. It’s About Time - Staff Time Policy Workshop
  6. Frequently Asked Questions
  7. Guidance on Record Retention for Staff Personnel File Documents 

a. Sample Timecard Reminders

  1. Sample Timecard Reminder for Bi-Weekly (non-student) Employees
  2. Sample Timecard Reminder for Student Employees
  3. Sample Timecard Reminder for Monthly Employees
  4. Sample Timecard Approval Reminder to Supervisors for Monthly Employees
  5. Sample Timecard Approval Reminder E-mail to Supervisors (Biweekly)  

X. COMMON ISSUES & TROUBLESHOOTING

  1. How to Open a Ticket with the UCPath Center
    Phone (855) 982-7284, E-mail ucpath@universityofcalifornia.edu, or Submit Ticket online
  2. Creating a Service Ticket in UCPath
    Submitting inquires on behalf of another employee in your department
  3. ServiceNow Ticket State 
    Definitions of the “State” or status of a ticket
  4. Reopen Closed UCPath Center Cases - UPK Step-by-Step   
  5. Monitor UCPath Center Cases - UPK Step-by-Step   
  6. Common Smart HR Template Pitfalls and How to Resolve   
  7. Missed Pay 
    Various scenarios and their corresponding solutions
  8. One-Time Payments   
  9. How to Submit a Kronos Historical Correction
    Used to add missed hours to a timesheet/pay period that has already been processed
  10. Retro Pay 
  11. Clear Your Web Browser Cache - UPK Step-by-Step 
  12. Disable Pop-Up Blocker - UPK Step-by-Step   

XI. QUICK GUIDES & OTHER RESOURCES

1. Calendars and Deadlines

  1. 2021 Deadlines for UCPath Academic Actions 
  2. 2020-21 Academic Personnel Pay & Service Period Chart 
  3. 2021 Biweekly Payroll Calendar  
  4. 2021 Monthly Payroll Calendar  
  5. 2021 UCPath Production Processing Schedule  
    Chart includes paycheck dates, due dates, and dates processes occur

2. Support

  1. Transactional User Resources  
  2. Where to Get UCSB Support - For Department Transactional Users 
  3. Where to Get UCSB Support - For Staff Employees  
  4. Where to Get UCSB Support - For Academic Employees 

3. All Other Resources & Guides

  1. Human Resources - UCPath Resources 
  2. Academic Personnel - UCPath Resources 
  3. Business & Financial Services - UCPath Resources 
  4. UCSB UCPath - Functional User Resources - Access Support Documentation  
  5. Timekeeping at UCSB  
  6. UCPath Training Refresher by Human Resources   
  7. Academic Personnel (AP) Action - Process Tracking Form  
  8. Business and Financial Services (BFS) ServiceNow - Process Tracking Form  
  9. Hiring Scenarios - Beyond the Basics 
  10. Transition to Fall Quarter   
  11. Quarterly Transition Readiness   

UNDERSTANDING AND RESOLVING PAY ISSUES

TOP 5 PAY ISSUES FROM KRONOS TO UCPATH CENTER PAY PROCESSING

Understanding and Resolving Pay Issues 

PAY ISSUE #1: TIME CARDS NOT ENTERED OR SIGNED OFF ON TIME

Ensure a workflow is in place that outlines the steps that need to be taken and ensures everyone knows their role and responsibilities. It is also critical that Kronos is configured properly and that timecards are completed, approved, and signed off by the established deadlines. Having a process in place to remind employees and supervisors of internal deadlines that are established so the Timekeeper and Payroll Manager can complete their tasks before the upload deadline is strongly encouraged.

Timekeeping at UCSB

1. Sample department workflow/processes:

  1. ECE Timekeeper/Payroll Manager Duties – Bi-Weekly Pay Period Close Process
  2. ECE Timekeeper/Payroll Manager Duties – Monthly Pay Period Close Process
  3. Kronos Payroll Process in CoE
  4. Kronos Timecard Review in CoE

2. Finding the error for why the employee was not paid for the hours worked?

A. Is it in Kronos?
  1. Can the employee see their timecard? If not, ensure Kronos is properly configured.
    1. Employee Setup
    2. Timekeeping Manager Assignment Application (TMAA)
      The TMAA application is used to configure each manager’s ability to see and approve their employee’s timecard
    3. Updating Pay Rule in Kronos
      The Kronos Pay Rules determine how to pay employees: hourly or monthly; earn overtime or exempt from overtime; represented by a union or non-represented (policy-covered); etc.
  2. Does the employee know how to find, complete, and approve their timecard?
    1. Kronos Log-in and Timecard Completion Instructions
  3. Does the Kronos Timekeeper/Payroll Manager know the upload deadlines for when the timecard must be approved?
    1. 2021 Biweekly Payroll Calendar from UCPath Center
    2. 2021 Monthly Payroll Calendar 
    3. Add the Timekeeping Calendar to the Timekeeper/Payroll Manager’s Google calendar by clinking on the Plus sign at the lower right-hand corner of the calendar on home page of the Electronic Timekeeping webpage 
    4. 2021 UCPath Production Processing Schedule
      Chart includes paycheck dates, due dates, and dates processes occur
  4. Does the employee know the internal deadlines for when the timecard must be approved? If not, in addition to the notice that is sent from “KronosPROD@ucsb.kronos.net,” send your own reminder.
    1. Sample Timecard Reminder for Bi-Weekly (non-student) Employees
    2. Sample Timecard Reminder for Student Employees
    3. Sample Timecard Reminder for Monthly Employees
    4. Google Group Automated Timecard Reminder Schedule
      Sample messages that can be sent automatically using Google Groups
  5. Did the employee’s supervisor approve the timecard by the established deadline? If not, in addition to the notice that is sent from “KronosPROD@ucsb.kronos.net,” send your own reminder.
    1. Sample Timecard Approval Reminder Email to Supervisors for Biweekly Employees
    2. Sample Timecard Approval Reminder to Supervisors for Monthly Employees
    3. Google Group Automated Timecard Reminder Schedule
      Sample messages that can be sent automatically using Google Groups
B. Is it in UCPath?
  1. Are they in the correct UCPath pay group (i.e., biweekly non-exempt)
    1. Job Data Update Form from UCPath Center 
  2. Is there a conflict in the FLSA (Fair Labor Standards Act) status? A conflict sometimes occurs when the employee has two different types of jobs (i.e., graduate student employees as a Teaching Assistant and as a Reader)
    1.  Pay Cycle ChangesResolving FLSA/Pay Group Conflicts 
    2. Employee Classifications & Pay Groups 
    3. Concurrent Jobs Supplement Chart with FLSA Status 
  3. Does UCPath show the employee on a Short Work Break when they should they be on active status?
    1. Returning an Employee from Short Work Break
    2. Initiate Return from Short Work Break PayPath Transaction (Staff/Acad) - UPK Step-by-Step 

3. Corrective action based on the discovered error(s)

  1. To pay employee hours that were not reported, submit a Kronos Historical Correction
    How to Submit a Kronos Historical Correction
  2. If “significant pay” needs to be paid, submit an off-cycle payment
    How to Submit an Off-Cycle Payment Request

PAY ISSUE #2: DATA ENTRY COMPENSATION RATE AND FTE ERRORS

Errors occur when the Compensation Frequency (i.e., hourly or monthly) is not consistent with the Compensation Rate for the employee. First step is to determine if the employee will be paid on an hourly or monthly basis or frequency. Another compensation error that could happen is a typographical error on the compensation rate. FTE (Full-Time Equivalent) errors occur when there is no FTE amount or the incorrect FTE amount in the Position.

Definitions:

  • What is Compensation Rate?
    Compensation Rate is the amount an employee is paid. Compensation Rates can be hourly or annual.
  • What is Compensation Frequency?
    Compensation Frequency determines when the employee receives their paycheck – biweekly or monthly.
  • What does the FTE mean?
    FTE or Full-Time Equivalent refers to the percentage of time of the position that an incumbent will work as opposed to the percentage budgeted for a position. A “budgeted FTE” is referring to a position that is permanently funded. An FTE of 1.00 means the employee is working full-time or 40 hours a week.

1. Data Entry Compensation Rate Errors

Hourly:

When entering the employment information into UCPath, ensure on the Job Compensation – Pay Components line for a New Hire transaction, use the “UCHRLY” Comp Rate Code and the employee’s hourly Compensation Rate. To ensure the “UCHRLY” code has been entered, an “H” will populate the screen. On the Job Compensation – Payroll Currency and Frequency line, by selecting “H,” UCPath will take the hourly amount entered above and will multiply by the hours submitted via Kronos to determine the amount on the paycheck.

Monthly:

When entering the employment information into UCPath, ensure on the Job Compensation – Pay Components line for a New Hire transaction, use the “UCANNL” Comp Rate Code and the employee’s annual Compensation Rate. To ensure the “UCANNL” code has been entered, an “A” will populate the screen. On the Job Compensation – Payroll Currency and Frequency line, by selecting “M,” UCPath will take the annual amount entered above and divide by 12 to have the appropriate monthly amount on the paycheck.

See page 9 of New Hire (No past job record in UCPath)

2. Compensation Rate Corrections

To correct the compensation rate, use the Job Data tab via a PayPath Action.

  1. How to Change a Pay Rate
  2. Initiate Pay Rate Change PayPath Transaction (Staff)

3. FTE Errors

  1. Creating new position
    When creating a new position, ensure the correct FTE is entered.
    See page 6 of Initiate New Position Control Request
  2. Multiple positions
    If an employee has multiple positions, it is critical to ensure the FTE for both positions does not exceed 100% or 1.00 FTE. If a correction is needed, the FTE can be changed using the Position Data tab via a PayPath Action.
    Initiate Position Data Change PayPath Transaction (Staff FTE Change)
  3. Short Work Break
    FTE errors can occur when the FTE is not restored when returning an employee from a Short Work Break (SWB). Note when putting an employee on a SWB, the FTE is set to zero.
  1. See page 1 on Putting an Employee on a Short Work Break
  2. See page 1 on Returning an Employee from Short Work Break (SWB)

PAY ISSUE #3: INACCURATE EFFECTIVE START DATE and/or UNINTENDED TERMINATION

1. Inaccurate Effective State Date

Errors occur with the effective date because of the length of time it takes to process hiring transactions. It is important to plan ahead and to have an effective date far enough into the future so there is enough time before the employee begins to work to complete all the steps and processes. Time is needed to create a position, if needed, and to process the hiring actions. It is important to let Hiring Managers know they need to be proactive and cannot inform you at the last minute that they want to hire someone as adequate lead-time is necessary.

In addition to having adequate lead-time, it is also important that the effective date of the hire does not fall at the end of the pay period. It is recommended that when a hiring manager informs you that they wish to make a hire, you review the payroll calendar to see where the requested hire date falls in the pay period. It is strongly recommended that you do not hire anyone at the very end of the pay period. This is especially true for biweekly employees due to the tight turn-around time for approvals and sign off in Kronos.

  1. Recruitment to Hire Workflow for Staff
  2. Recruitment to Hire Workflow for Student Staff
  3. UCSB Hiring Process Guide

A. Effective date

The effective date of the position needs to be before the effective date of the hire. If the effective date of the position is the same as the start date of the hire, the employee will not be paid the first day they are scheduled to work because UCPath will push the begin date/first day of the hire out by one day.

Effective Dates 
Effective dates indicate the date an action begins

B. To correct the effective/start date

If you need to correct the effective date of the hire, you need to submit a correction request to the UCPath Center.

Job Data Update Form from UCPath Center 
Used to submit job data related corrections to the UCPath Center

C. Processing missed pay

If the employee missed the first day or so of pay, an off-cycle pay request will need to be submitted.
How to Submit an Off-Cycle Payment Request

2. UNINTENDED TERMINATION

A. Auto-termination

Non-Career Staff:

Non-Career Staff (Contract, Limited, Casual/Restricted, CWR, and Rehired Retiree) are automatically terminated in UCPath on the date listed in their Expected Job End Date field. Departments will need to monitor expected job end dates and update/extend as needed. This can be done by using the “Jobs Ending” report in Data Warehouse under UCPath Employee. If the end date needs to be extended, submit a PayPath Action on the Job Data tab in UCPath.

See page 3 of PayPath Transactions 

Academic Student Employees:

Academic Student Employees (TA’s, Readers, Associates, and more) are not automatically terminated in UCPath on the date listed in their Expected Job End Date field unless the End Job Automatically box is checked on. This “auto-termination” feature is often used by departments when they know the position will conclude at the end of the quarter, however, it is easy to forget the auto-termination box had been checked when you want the academic student employee to continue their position for another quarter. In order to prevent these employees from being automatically terminated by UCPath, it is recommended that you compare the “Jobs Ending” report in DataWarehouse under UCPath Employee with your employee roster on a regular basis and especially prior to the beginning of each quarter to discover which end dates need to be extended. If the end date needs to be extended, submit a PayPath Action on the Job Data tab. To learn how to turn on or off “auto-termination,” refer to the “How to Process Auto-Termination (Academic Positions Only) job aid.

See page 3 of PayPath Transactions 

  1. How to Process Auto-Terminations (Academic Positions Only)

Non-Student Academic Employees:

Non-Student Academic Employees (i.e. Lecturers) require a certification and input request via AP Folio. Please contact Academic Personnel for more information.

AP-Path@ucsb.edu

B. Corrective Actions

If, in error, the end date was not extended, the employee would be automatically terminated by UCPath. In this case, the employee would need to be rehired via a Reinstatement Template. [Note: When in UCPath, do not confuse the “Rehire Reinstatement” template with the “Rehire” template.]

  1. Initiate Reinstatement Template Transaction (Acad)
  2. Initiate Reinstatement Template Transaction (Staff)

PAY ISSUE #4: UNRESOLVED PAY CYCLE CONFLICTS

Read the information below or visit the Pay Cycle Change web page to learn more about these issues and their resolutions

1. What is a pay cycle/pay group and FLSA conflict?

A pay cycle conflict occurs when an employee has a job and then a second job is added that has a different compensation frequency (i.e., hourly or monthly). In UCPath, an employee may only have one compensation frequency, regardless of how many individual jobs they have. Verify that the FLSA matches the exempt or non-exempt status. Note that in most cases, exempt monthly will supersede a non-exempt biweekly compensation frequency.

For example, a pay cycle conflict occurs when an employee is being paid on a monthly basis and then a second job is added that is paid with an hourly/biweekly compensation frequency. The additional job entry resulted in conflicting pay groups (i.e., “8ST” not “8MH” as it should be in this case). (See Pay Group and Employee Classification Group Chart for applicable codes.)

  1. Concurrent Jobs Supplement Chart with FLSA Status 
  2. Academic Student Pay Cycle Conflicts
  3. Pay Group and Employee Classification Group Chart
  4. Quarterly Transition Readiness 

2. Resolving the problem:

A. In UCPath:

If the employee has an existing staff-student position and the new position is an academic position, you will need to submit a Job Data Update Form to the UCPath Center.

  1. Resolving FLSA/Pay Group
  2. Job Data Update Form from UCPath Center
    Used to submit job data related corrections to the UCPath Center

If the employee has an existing academic position and the new position is a staff-student position, you will need to update FLSA via a Position Control Request. After the position control request is approved, you will need to submit a Concurrent Hire Template. In the Concurrent Hire Template form, you will also need to include a comment to ask UCPath Center (UCPC) to update the Pay Group.

  1. How to Update a Vacant, Single-Headcount Position
  2. Initiate Concurrent Hire Template Transaction (Staff) - UPK Step-by-Step 
  3. Pay Group and Employee Classification Group Chart

B. In Kronos:

Ensure the Pay Rules are correct and make any updates as needed.

Updating Pay Rules in Electronic Timekeeping (Kronos)

3. Learn more about FLSA:

The Fair Labor Standards Act (FLSA) is a U.S. law that is intended to protect workers against certain unfair pay practices or work regulations. The Fair Labor Standards Act (FLSA) is a U.S. law that is intended to protect workers against certain unfair pay practices or work regulations. FLSA establishes minimum wage, overtime pay, recordkeeping, and child labor standards affecting full-time and part-time workers in the private sector and in Federal, State, and local governments. The Fair Labor Standards Act, which was passed in 1938 but has seen numerous changes since is one of the most important laws for employers to understand since it sets out a wide array of regulations for dealing with employees.

Visit the Department of Labor website for more information about FLSA.

FLSA Quick Guide from the Department of Labor

PAY ISSUE #5: PRE-UCPATH GO-LIVE PAYMENTS TO BE PAID FROM UCPATH

If there is a pay action that needs to be processed and has an effective date from August 2018 or before, refer to the ServiceNow Catalog to know how to resolve the issue.

ServiceNow Catalogs for Human Resources (HR) and Business and Financial Services (BFS)
-Description of requests that can be submitted via ServiceNow.

CHALLENGE #A: CHARTFIELD ERROR SUBSTITUTIONS -- DEFAULT ACCOUNT ISSUES

Every payroll action must have a Funding Account Unit (FAU) or account-fund string assigned to it -- referred to as a “Chartfield Error Substitution.” Payroll activity is coded in UCPath via the Funding Entry page. When the Funding Entry page has an invalid or missing FAU, it will automatically assign one of the three account-fund substitutions below. Knowing what substitution occurred will help determine the error:

  • Default: Caused by missing funding source values. Uses the default account with fund -89998.
  • Suspense: Caused by expired funding end dates. Uses account 660000- (which belongs to Business and Financial Services) with fund -89997.
  • Edit: Caused by an invalid funding source. Uses the default account with fund -89996.

See page 4 of the UCPath Funding Entry Job Aid, Chart of Account Substitutions 

1. Prevention

A. To Prevent Default Errors

After creating a new position, it is highly recommended to make the Funding Entry transaction the next step in the hiring workflow/process. This will help ensure a fund source has been added to each payroll action.

  1. Funding Entry
    All positions require account and fund information
  2. Funding Entry - Adding Funding to a New Position
  3. Funding Entry Common Error Messages

B. To Prevent Suspense Errors

It is important to be proactive by regularly reviewing position funding and making any updates as necessary. It is recommended to routinely check the “Funding” report in DataWarehouse under UCPath Employee to confirm the Funding Status is “current” and the Fund End Date is correct. (Note that not every job will have an end date.)

  1. Funding Inquiry
    Looking up funding for positions in your department and positions outside department but on your department’s funding
  2. Funding Entry - Funding Update

C. To Prevent Edit Errors

It is recommended to routinely check the “Funding” report in DataWarehouse under UCPath Employee to verify the correct account-fund string (column: LAFS [location-account-fund-sub]) is being charged.

  1. Funding Inquiry
    Looking up funding for positions in your department and positions outside department but on your department’s funding
  2. Funding Entry - Funding Update

2. Corrective Action

A. Process a Salary Cost Transfer (Direct Retro)

If an employee’s salary has been charged to one of the three error funds (-89998, -89997, and -89996), you will need to transfer the cost to the correct fund via a Salary Cost Transfer (SCT) or Direct Retro.

  1. Enter Direct Retro Funding
  2. Direct Retro Salary Cost Transfer (SCT)

B. Correct Funding Entry

  1. Funding Entry - Funding Update

C. Submit a Ticket to BFS

For additional questions or guidance on Salary Cost Transfer transactions, submit a ticket via BFS Service Now. If you have multiple employees with the same error, you may be able to correct all of them on one Mass Salary Cost Transfer via a BFS Service Now ticket.

  1. Submit a Ticket to BFS – Select Salary Cost Transfers (Direct Retro)

UCPath Users Desk Manual Disclaimer

This UCPath Users Desk Manual was created for staff users by dedicated staff colleagues who have collaborated to help improve the use of UCPath. The intent is to bring together in one location some of the resources that are available to support processes related to personnel management, including UCPath and electronic timekeeping. The Desk Manual is designed to provide useful tools. Although it references some specific policy documents, it is not itself a policy document or a statement of official policy. Although every effort will be made to keep the manual accurate and up to date, please pay close attention to updates and memos from the campus that identify current policy and practice. We hope you find this UCPath Users Desk Manual useful. Please let us know if you have suggestions or comments.


Your colleagues,

  • Leilani Borrego, Registrar
  • Elizabeth “ZouZou” Chapman, Executive Vice Chancellor’s Office (Project Manager)
  • Meagan Cunningham, Campus Learning Assistance Services
  • Jackie Grossberg, Psychological and Brain Sciences
  • Kit Holmlund, Physics
  • Andi Jorgensen, Ecology, Evolution, and Marine Biology
  • Erica Losada, Executive Vice Chancellor’s Office
  • Elizabeth Lucatero, Student Affairs Information Systems and Technology
  • Amanda Maffett, HSSB Administrative Support Center
  • Rhiannon Parisse, HSSB Administrative Support Center
  • Cristina Perez, Executive Vice Chancellor’s Office
  • Brenda Ruiz, College of Letters & Science, Academic Advising
  • Sarah Soto, Human Resources
  • Jenna Riley Truesdell, Office of the Dean of Students
  • Anne Turley, Physics

If you would like to add any documents that you have created to this manual or see any changes/corrections that need to be made, please contact ZouZou Chapman at zouzou.chapman@ucsb.edu.