January 22, 2025 – February 5, 2025
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Welcome to our biweekly communication to keep you up-to-date on all things UCPath. |
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UCPath Biweekly Newsletter Schedule: The next newsletter will be sent on 02/05 |
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Now Live: Expansion of Paid Sick Leave
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- Policy Changes: The University of California’s leave policies for staff and academic personnel have been revised to:
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Expand eligibility for paid sick leave to include part-time employees
- Expand the reasons for which employees may use paid sick leave
- Provide “protection” for use up to 6 days (prorated by appointment) of paid sick leave for a qualifying reason
- Extend reinstatement period for re-employment after separation
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Timekeeping Changes: Employees will now see the following paid protected sick leave options in their timekeeping systems:
- Ecotime and TOPS: Sick Leave - Protected
- Kronos: Protected Sick Leave
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Register for the Expanded Paid Sick Leave Topic Based Zoom, which will be held on Wednesday, February 5, 2025 from 11:00 am to 12:00 pm to review the impacts of these new changes, followed by a Q&A discussion. For those who are not able to attend, the session will be recorded and posted on the HR Network Blink page.
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Important Reminder for Employees Transferring Between UC Locations
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HR coordinators should notify employees transferring from UCSD to another UC campus to cancel local deductions, such as parking, transit passes, Recreation card, Faculty Club membership, San Diego Faculty Association, and UC Foundation. These deductions do not cancel automatically and will continue at the new location if not cancelled prior to transferring.
Please review the FAQ’s on UC San Diego Local Deductions Knowledge Base Article for cancellation contacts.
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Updates on 1098-T Reporting for Graduate Student Researchers
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Starting January 2025, UCPath will provide payroll data for Graduate Student Research (GSR) fellows and trainees to the 1098-T vendor for tax reporting. This follows the change in UCPath processing payments for GSR fellows and trainees as of August 1, 2024.
What is a 1098-T? The 1098-T reports qualified education expenses for tax purposes, including:
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- Box 1: Tuition and fees paid
- Box 5: Fellowships and scholarships awarded
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What's changing? UCPath Center will provide GSR fellows and trainees’ payment information to the 1098-T vendor beginning January 2025.
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- UCPath Center shares reports to location-designated contacts each November and December, providing an opportunity for data validation and addressing any concerns prior to distribution to the 1098-T vendor
- Location UCPath transactors and Student Information System teams partner to support 1098-T questions from GSR fellows and trainees
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UCPath Inquiry (Case) Management Enhancements
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Several enhancements that improve the user experience and processes around UCPath inquiries are now live as of Monday, January 13:
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SOBO Case Submission Form Enhancement
- The SOBO Case Submission form includes a Cancel Inquiry button throughout the form to ease navigation
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The form displays the selected employee Name and Employee ID throughout the inquiry submission process, making it easier to identify for whom the inquiry is submitted
- Resource Center Access Update
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Users with Resource Center access now see “My Open Inquiries” and “My Closed Inquiries” when clicking on “My Inquiries” from the Ask UCPath main home page instead of the Case Dashboard
- The Case Dashboard can still be accessed by selecting: Other Resources > Resource Center > Case Management
- Email Threading
- The email threading method within UCPath inquiries updates from Ref ID strings to Thread ID, which is a secure and reliable approach for matching emails to related inquiries in Email-to-Case
- Thread ID, which is token- and header-based, ensures better case matching and reduces duplicate case creation
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Enhanced MFA Requirements to Access UCPath
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To address increased phishing attacks and protect employee payroll information, UCPath is implementing enhanced Duo Push MFA for account access. Less secure options, such as callback and text message verification, will be disabled.
Effective January 2, 2025, the UCPath single sign-on page will include updated text to inform employees about upcoming changes. This enhancement helps prevent credential compromise, unauthorized UCPath account access, and theft of paychecks.
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The above information and more can be found in our Newsroom. |
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Job Aids, Quick References & KBA Updates |
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Always access Job Aids through website links to ensure you are using the most recent versions. |
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UCPath Job Aid Updates as of 01/22/25:
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Upcoming Payroll Deadlines |
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The Payroll Processing Schedule is your official source for Payroll Deadlines & Non-transaction Days.
Use this Job Aid to understand the terminology and deadlines.
* Dates with an asterisk indicate payroll processing deadlines adjusted for holiday processing. |
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Jan. Biweekly 3 01/29/24 Paycheck |
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01/15 at 3:00 pm (W): Employee Data Change Deadline
- 01/21 at 5:00 pm (T): PayPath Transaction Deadline
- 01/21 at 5:01 pm – 01/24 at 6:00 am (F): Non-transaction days for PayPath BW3
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01/22 at 7:00 pm (W): Deadline for Funding Transactions
- 01/27 (M): UCPath LL-DOPE & UCPath GL Post Confirm Complete
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Jan. Monthly 01/31/24 Paycheck |
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01/17 at 3:00 pm (F): Employee Data Change Deadline
- 01/23 at 5:00 pm (Th): PayPath Transaction Deadline
- 01/23 at 5:01 pm – 01/28 at 6:00 am (T): Non-transaction days for PayPath MO
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01/24 at 7:00 pm (F): Deadline for Funding Transactions
- 01/29 (W): UCPath LL-DOPE & UCPath GL Post Confirm Complete
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Feb. Biweekly 1 02/12/24 Paycheck |
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01/30 at 3:00 pm (Th): Employee Data Change Deadline
- 02/04 at 5:00 pm (T): PayPath Transaction Deadline
- 02/04 at 5:01 pm – 02/07 at 6:00 am (F): Non-transaction days for PayPath BW1
- 02/05 at 7:00 pm (W): Deadline for Funding Transactions
- 02/10 (M): UCPath LL-DOPE & UCPath GL Post Confirm Complete
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Upcoming Pay Confirm Dates: 01/23, 01/27, 02/06, 02/20, 02/24, 03/06, 03/20, 03/26, 04/03
UCPC does NOT process Off-cycle, DR/SCT, or Pay Requests on Pay Confirm dates. |
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Please note that there will be separate deadlines for Direct Retro processing and Salary Cost Transfer processing each month: |
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IMPORANT NOTE REGARDING DIRECT RETROS: UCOP is planning on deprecating the Direct Retro (DR) tool in UCPath effective July 1, 2025. Please perform Direct Retros in UCPath for any remaining payroll transactions that will require the use of the Direct Retro tool and have them approved by June 30, 2025. |
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Direct Retro* Approval Deadlines
for UC San Diego Fin. Acctg Posting |
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01/30 @ 5:59 a.m. (Th): BW/MO for posting in Jan
- 02/27 @ 5:59 a.m. (Th): BW/MO for posting Feb
- 03/13 @ 5:59 a.m. (Th): BW/MO for posting in March
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| Salary Cost Transfer* Approval Deadlines
for UC San Diego Fin. Acctg Posting
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- 01/31 @ 8:00 p.m. (F): BW/MO for posting in Jan
- 02/28 @ 8:00 p.m. (F): BW/MO for posting in Feb
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03/13 @ 8:00 p.m. (Th): BW/MO for posting in March
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*Direct Retro & SCT Note: A DR or SCT that is final approved after the DR or SCT deadline, but before the end of the calendar month, may result in a mismatch between Acctg Period and Run ID. |
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Local News: Upcoming Projects & More |
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July 2025 will mark the launch of two projects in the UCPath system: Improve Self-Service and the Annual UCPath Upgrade.
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The Improve Self-Service project aims to improve the user experience for both Employee and Manager Self-Service portals in UCPath by leveraging new Fluid functionality. Features of this project include a mobile-friendly layout, accessibility improvements, and modernized benefits enrollment.
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The Annual UCPath Upgrade will update the UCPath system from PUM 47 to the latest Oracle PeopleSoft HCM software, PUM 49.
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The Business Intelligence and Analytics (BIA) team is currently upgrading the Cognos environments to Cognos 12.0.4. This is a multi-week process that precludes the BIA team from migrating any changes to Production. The upgrade will be concluding at the end of this month. Stay tuned for more information!
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Where Can I Get Transactor Support? |
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Bring Your Questions to an Office Hours Session: |
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Book a 1:1 "How-To" Appointment: |
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It is a best practice to review, on a regular basis, the list of UC-Wide System Updates.
This list is updated periodically and available on our System Updates Webpage. |
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