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ADDITIONAL PAY AND PAY ADJUSTMENT REQUESTS

UCPath

This is for new hires to gain access to the UC Path system. We will not be discussing specific cases or the old system. If you are here for a refresher please remember this. If you need assistance with Path please use our Service Now for inquiry .

This class is for NEW HIRES

UCPath

• Name

• Department

• Position

Attendees

• Shannon Jackson• Business and

Financial Services

• Lead Payroll Analyst and Trainer

Instructor

IntroductionsFunding Entry and Direct Retro

Introductions & LogisticsUCPath SystemNew Position fundingFunding Entry PagePosition Funding UpdatesUploading a Funding FileCommon Funding Entry IssuesSalary Cost Transfers High Risk TransactionsDirect Retro PageCourse Review

Additional CompensationIntroductions & LogisticsUCPath SystemAdditional CompensationProcess OverviewOne Time PaymentsWorkflow ApprovalRecurring Additional PayFinal Pay and Off Cycle PayProcess OverviewService NowFinal PayRetroactive Payroll ProcessingPre-Conversion Retro PaymentsCourse Review

Additional Compensation

UCPath

• Please turn off cell phones

• No email or web surfing

• Return from breaks on time

• Please use trash receptacles in the room

Classroom Etiquette

• Emergency evacuation procedures

• Restrooms

• Course duration: 3 hours

• Breaks

Safety and Housekeeping

Training LogisticsAdditional Compensation

Funding Entry and Direct RetroIntroductions & LogisticsUCPath SystemNew Position fundingFunding Entry PagePosition Funding UpdatesUploading a Funding FileCommon Funding Entry IssuesSalary Cost Transfers High Risk TransactionsDirect Retro PageCourse Review


UCPath

• We will pause during each module for questions relating to that module and then again at the end of class.

• Please remember case specific questions will need a inquiry via Service Now and will not be discussed in class.

• If I cannot provide an immediate answer, we will provide follow up to all attendees of this class once an answer is obtained.

QuestionsAdditional Compensation



The UCPath System

UCPath

Who Processes UCPath Transactions


More…



UCPath



More…

More…



UCPath


Additional Compensation More…



UCPath

UCPath Workflow ProcessAdditional Compensation

Position Control(WFA)

Funding Entry(BFS)

Template Transactions

(WFA)

PayPath(WFA)

Additional Pay(BFS)

Budget Distribution

(Budget)



UCPath

Course Agenda

1:Additional Compensation

2: Final Pay and Off Cycle Pay

3: Retro Active Payroll Processing




4: Work Authorization and Glacier Tax Exemption

Module 1



UCPath

Additional Compensation Objectives

The module learning objectives are:

❖ Describe the two categories of additional compensation.

❖ Describe the additional compensation request process.

❖ Submit a one-time payment request.❖ Submit a recurring additional pay request.




UCPath



• Additional compensation is any payment that is in addition to an employee’s regular base compensation

• Two categories of payments: o One-timeo Recurring

• Access the One-Time Payments page or Self Service Additional Pay page in UC Path to enter the appropriate payment details

Note: Prior to entering any one time or recurring additional pay, you need to check the UC Path Payroll processing Calendar.

Process OverviewAdditional Compensation

UCPath

Additional Compensation –System Process

*


UCPath

Self Service Transaction LinksNavigation: PeopleSoft Menu > UC Customizations > UC Extensions > Self Service Transaction Links

Click the One-Time Payments link to begin the steps for entering a one-time payment

transaction.

Click the Additional Pay link to begin the steps for entering a recurring additional

pay transaction

Click the One-Time Payments link to begin the steps for entering a one-time payment

transaction.

Click the Additional Pay link to begin the steps for entering a recurring additional

pay transaction


UCPath

One-Time Additional Pay –Select Employee

Enter search criteria and click Get Employees to search for the appropriate employee record.

The Employee Details section displays the employee record(s) that match the search criteria.

Click the employee’s name to select the employee and display the One-Time Payments page on which you enter payment details.


UCPath

One-Time Additional Pay –Enter Transaction Details

Use the One-Time Payments page to enter specific information about the payment

Enter payment details, including the earnings code, earnings amount and earnings begin and end dates.

If one or more existing one-time payments is set up for this employee, this page displays payment details in the Current One-Time Payments section. In this example, the employee does not have existing payments.

Enter comments you want the approver to see during his or her review of this request.

Click Submit to initiate the approval workflow.

If ChartField values should be overridden, select the check box and enter the values in the fields that appear.


UCPath

Workflow Approval Notification – 2

In this example, the additional pay request

submitted by the initiator has been approved by

two manager levels.


UCPath

1. It went to the incorrect funding. Make sure you check mark the box

and provided the correct funding. Indicate in the comments section the

change in account string to bring it to the attention of the UC Path processor.

If the above was done and it was charged to the incorrect account, you will need to do a Direct Retro (Salary Cost Transfer). If you can’t see the fund in funding entry, you will see where it went in the Direct Retro screen.

Common One Time Pay issues

UCPath

• 2. My One time payment was not paid out and I don’t know why as I verified the pay date and entered it prior to the deadline.o Check when it was approved. The

deadline includes department approval. If after it will need to be reentered for the next payroll.

o Is it a academic employee? AP Path enters the one time payments for those employees.

o If approved prior to deadline, contact UC Path via case to see why it was not paid.

Common One Time Pay Issues

UCPath

Recurring Additional Pay –Self Service Transaction Links PageFunding Entry and Direct Retro



Navigation: PeopleSoft Menu > UC Customizations > UC Extensions > Self Service Transaction Links


Click the Additional Pay link to begin the steps for entering a recurring additional pay transaction.

UCPath

Recurring Additional Pay –Select Employee


UCPath

Recurring Additional Pay –Enter Transaction Details

Use the Self Service Additional Pay page to enter specific information about the recurring payment.


You will enter the Earn Code for the additional pay.An Example would be SAS for a Stipend

Enter in the effective date for the additional pay. The effective date should be the first day of the

pay period in which the employee will begin receiving the additional pay.

The employee’s data including position and Compensation rate will display in the bottom box

You will put the end date in any, Pay period amount and goal amount if any. Then choose which pay periods if Bi Weekly. Make sure to choose third

check if employee should receive it every pay day.

UCPath

Recurring Additional Pay –Enter Transaction Details (cont’d)


In this example, the employee has an

existing additional pay set up in UCPath.

UCPath

Enter the same Earnings Code and the new Effective Date to

populate the Payment Details with the existing information.

An Override Data button will appear to

access and modify the Payment Details.

Correcting an Additional Pay

You will then enter in initiator comments with Details such as what the change was and the

reason, who approved it prior to the update in Path.

Override Data

UCPath

Workflow Approval Notification

Click the link in the email notification to access

the transaction request and view the data.


Module 2

Final Pay and Off-Cycle Pay Requests

UCPath


• Describe the final pay/off-cycle pay process.

You must separate the employee in UC Path first before submitting your Service Now ticket to BFS. Path will reject our request if the termination is not in Job Data and the payroll status still shows active.

Module Objectives

Module 1

Module 2

Module 3

UCPath

• Circumstances that trigger Final and Off-Cycle Pay include:• Final pay requests• Administrative errors – missing a significant portion of reg

pay• Settlement cases, and UCPC error

• Place a request via service now catalog, which routes to UCSB central payroll office for approval before submitting to UCPC for processing.

• Off-cycle check distribution defaults to an employee’s standard pay distribution (for example, direct deposit, paper check and so on).

Final Pay/Off-Cycle Pay –Process Overview


UCPath

Off Cycle Check Requests

Service Now

https://bfshelp.ucsb.edu


UCPath

• Before you submit your request, please check the following:o Was a check generated? Review this

on the paycheck summary screen. (Peoplesoft menu > Payroll for North America > Payroll processing > Review Paycheck Summary)

o Check Job Data to make sure the pay frequency and pay rate is correct.

o If paid and the amount is correct, but you don’t see it on your ledger then that is a funding issue not a missed pay issue. A direct retro and funding entry update is needed to correct.

o If Paid but a net 0, you will need to update the job data first before submitting the missed pay.

Off Cycle Check Requests

UCPath

Off Cycle/Missed pay what Service Now Category to choose

• Missed Pay = 20 hours +

• Legal (Court order or Severance)

• Damage Payments

• No Pay Submitted

When to choose Off Cycle Pay Requests

• Add missed hours that were not reported (less than 20 Hours)

• Change pay code associated with hours (vacation to comp time, hours worked to sick, etc.)

• Change paid overtime to comp time or vice versa

• Update incorrect transfer values or add missing transfer values

• Please note: Kronos Corrections are paid out on the next available Pay Day.

When to choose Kronos Historical Corrections

Note: BYA and Stipends cannot be paid by

Off-Cycle requests.


UCPath

• Voluntary Final Pays are paid out on the next payday.

• You must separate the employee in UC Path first before submitting your Service Now ticket to BFS(Refer to PayPath transaction training)

• In Service now: Check the box to pay out accruals. UC Path will pay out the accruals there is no need to enter the time unless there’s usage. If you are only requesting accrual payout please indicate it in the Additional information portion of the ticket.

Final Pay Requests

Mark the box to pay out accruals. You do not have

to calculate them.

UCPath

Service Now DemoAdditional Compensation

UCPath

Where to get help with entering Service Now Tickets Funding Entry and Direct Retro



www.bfs.ucsb.eduThen click the Payroll Tab,

then click UC Path and Choose Resources


Module 3

Retroactive Payroll Processing

UCPath


• List the methods to process retro payroll transactions

• Identify the differences in the methods

• Describe how the One-Time Payments page submits retro payments

• List conditions that trigger Retroactive Payroll Processing

Module Objectives

Module 1

Module 2

Module 3


Retro Pays are paid on cycle, they do not qualify for a missed payment.

UCPath

Retroactive Payroll Processing

Retro Pay

Program

•Earnings codes eligible for retro

•Earnings codes used to pay retro

Retro Pay Trigger

Programs

•Monitored fields defined

• Trigger values for supported field records: Job/Addl_Pay

Associate Programs to Pay Groups

•Payroll is calculated and processed

Retroactive Payroll

Process

•Retro Pay Requests created

•Retro Pay is calculated & loaded to paysheets

• During normal UCPath payroll activities, a system process specifically looks for employees that have retro changes to their Job Data and/or Additional Pay records that could possibly impact pay.

• Their pay is recalculated and, if there is an adjusted amount due the employee, it is paid on the next paycheck.


UCPath

JOB Triggers ADDITIONAL PAY Triggers

COMPRATE ADDL_PAY_SHIFT

COMP_FREQUENCY COMP_RATECD

EMPL_STATUS EARNINGS_END_DT

FLSA_STATUS GOAL_AMT

JOBCODE GOAL_BAL

POSITION_NBR HOURLY_RT

SHIFT OTH_HOURS

SHIFT_FACTOR OTH_PAY

SHIFT_RT PAY_PERIOD1 (through 3)

STD_HOURS

STD_HRS_FREQUENCY

Retroactive Payroll Processing (cont’d)


UCPath

• When changes to an employee’s Job/Additional Pay record occur in the current open pay period, the data required for payroll is loaded to paysheets during normal pay processing.

• When changes are entered using an effective date in the past, the Retroactive Payroll process calculates the amount owed, if any. Not all changes that trigger retro processing result in pay owed to the employee.

• In order to calculate any adjusted amounts, the process requires Confirmed status paychecks in the system for that retroactive Effective Date. If they do not exist, the retro process errors those situations. Note: If there was no check for the period, the retro will not pick up.

• The retro will only go back as far as UC Path conversion date of 9/1/2018 for MO and 9/18/2018 for BW. If pay is needed for PPE earlier then those dates, a one time payment is required.

Retroactive Payroll Processing (cont’d)Funding Entry and Direct Retro




Requirements and Procedures

I-9 / Work Authorization

UCPath

Important step in hiring

Path has not fixed the integration with Tracker so a I-9 is not auto

generated. It is the hiring departments responsibility to notify

BFS

UCPath

Who Needs a Form I-9?

USCIS requires a Form I-9 for employees who perform labor or services in return for actual or anticipated wages or other remuneration.

Employee: A person who performs labor or services in the United States in return for wages or other remunerationRemuneration: Anything of value an employer gives in exchange for labor or services, such as money, meals, lodging or other benefits, but does not include gifts

At UCSB this also includes:

• Any unpaid visitors anticipated to receive

remuneration from UCSB

Does NOT include:

• Employees hired prior to Nov. 6, 1986

• Volunteers

• Contingent Workers

UCPath

I-9 Violations & Penalties

Employers who knowingly

violate or circumvent the

Form I-9 process may be

subject to civil and/or criminal

penalties

Debarment from government contracts

Fines range from $573 - $20,130 per violation

https://www.ice.gov/factsheets/i9-inspection

9 46

It is the hiring (home) DEPARTMENTS responsibility to make sure their employee

has been I-9’d and if they need reverification due to being a non –resident

with expiring documents.

UCPath

Example of when hire date is

triggered by pay:

Defining the Hire Date

First day of work vs. first day of pay

Appointment start date

Example of when hire date is

triggered by work:

First day of work

First pay date

Hire Date for I-9

July 1 July 1

August 1

September 27

August 1

July 1

August 1July 1

Please notify BFS if your 7/1 effective date hire is effective pay status.

UCPath

48

I-9 Completion Timeline

No later than 3 business days after the employee’s hire date (first day of work vs. pay):

The employee must present work authorization documentation to employer

The employer must complete, sign, and date Section 2

Monday-Thursday ExampleMonday is employee’s first day

• Section 1 due date = Monday• Section 2 due date =

Thursday

UCSB may need to terminate the employee if they do not provide documentation by the required deadline

It is the hiring department’s responsibility to inform and follow-up with employees regarding deadlines and procedures

• The employee must provide:

• Documents must be the original and unexpired

• Documents cannot be paper copies, digital copies, or copies presented over a screen (e.g., Skype)

• California abstract birth certificates are not valid for List C documentation

• Per USCIS, a State-issued REAL ID is a list B document requiring a list C document for certification. 49

List of Acceptable Documents

7/20/2020 Business & Financial Services Controller’s Office 50

Temporary** COVID-19 accommodations

Due to Social distancing in relation to the COVID 19 Pandemic National Emergency; USCIS has made accommodation allowing employers to temporarily verify employee

documents via video conferencing.The verification must still be done no later than the employees 3rd day of work. Once the National emergency is over and normal business operations resume the

employee is required to come into the office with their original documents for reverification within 3 days.*

UCSB is using Zoom video conferencing for verifications by appointment. Please have employees choose a time via our google calendar appointments at :

https://calendar.google.com/calendar/selfsched?sstoken=UUxkOU8zRGJ1MmhZfGRlZmF1bHR8OThhNTkzNzFhNDdmNWZkNzM5Mzc5NzA4NWU0NDYxZDA

Please note the department must 1st have opened a Service Now ticket to trigger section 1 before the Section 2 verification can be scheduled.

*BFS will contact those employees who completed their I-9 via Zoom to schedule the re-verification when the time comes.**The temporary accommodation can be lifted at anytime and we will do our best to inform campus when it ends.


BFS Hours For I-9 Verifications (this includes Covid remote I-9’s)

8:30 – 11:00 AM

and

1:30 – 3:30 PM

Monday through Friday** At this time , By Appointment Only.

Common feedback from employees not showing up timely:“I have to work during the time you are open.”

Departments should give the employee time on their first day to meet with BFS for their verification in order to do their part in ensuring I-9 documentation compliance

UCPath

• I didn’t know my employee needed an I-9 or to be reverified. o It is a departments responsibility to know that their employee has

completed their I-9 before their 3 days are up and when their Non Resident alien employee needs to be reverified. This should be communicated and coordinated between the department and the employee.

• My current employee changed their name. Do they need to do anything in regards to the I-9 ? o Yes, we will need to reverify their documents with their new name.

Please contact BFS via Service Now with the employees ID #, Old name and new name to get the process started.

• My employee changed from a Non Resident Alien to a permanent resident. They updated their I-9 but Path is not reflecting the change and won’t let me extend their position. Can you correct Path? o When the employee makes a citizenship change, they need to

update their I-9. Then they need to log onto their Glacier portal to update their status. Glacier is the system of record for all Non resident employee information.

• My department told me I must have my passport for the I-9. I don’t have one. What can I do?o Please remember, USCIS has a list of acceptable documents. We

cannot specify which documents out of the list the employee must bring , as this is considered discriminatory. The current list of acceptable documents is available on the BFS website.

Common Work Authorization Questions

UCPath

• How do I know that the I-9 is done or if a rehire needs a new I-9? o You will look in UC Path for the security clearance

“U14” . There is a job aid on how to do this at bfs.ucsb.edu.

• I start on August 15th and it’s July 29th, can I do my I-9 now or do I need to wait? o You can do the I-9 earlier than your start. Section

one must be done no later than your first day and section 2 your 3rd day of work. You only need to have accepted a position first.

• My employee is a rehire and separated for less than 120 days. They don’t need a new I-9…Do they? o It depends on when the I-9 was originally signed not

the length of their break in service. If the I-9 was signed more than 3 years ago to the day and they had even a 5 day break in service a new I-9 is required.


UCPath

• How do I administer the Oath?o The Oath is required of all US Citizens and must be signed

On or before the employees first day of work. It will cause issue to an employees service credit and benefits if it is not signed on the first day. To complete the Oath you sit down with the employee and read aloud the Oath while the employee repeats it back to you. Then the employee signs that they have taken the Oath and you sign that you witnessed it. During COVID 19 social distancing, this can be done via zoom and signed via Docusign. You then update UC Path with the Oath date and forward the completed form to BFS for storage either through interoffice mail or while remote work, email the completed form to Veronika Reidelin BFS.

• How do I update UC Path that the Oath was signed? o You go to Peoplesoft > Workforce Development > Profile

Management > Profiles > Person Profiles . Then enter in the employee ID. Then next screen you will go to the third tab that says Oath / Patent Signature date. Then add new Oath signature date.


Note: The Oath is only good for 1 year from the date signed if there is a break in service.

UCPath

• What about the Patent? How is that done?o The employee does this on Employee Self Service in UC Path. It is

under Personal information on the employee dashboard. Have them login their first day to sign it. Self service is also where they complete their W4 and sign up for direct deposit. Please note that UC Path does not send an email to employees to do their self service tasks. Just like the Oath, the Patent is good for one year from the date signed if there is a break in service.

• My employee is a non – resident alien and I heard they need to be nominated for Glacier. What is it and how do I do this?o Glacier is a federal tax treaty system and the system of

record for UC Path on Non Resident Alien employees.o To nominate your employee go to :

https://www.bfs.ucsb.edu/forms/glacier-nomination-form



Questions regarding I-9/Work Authorization please open a Service Now ticket at:

bfshelp.uceb.edu

Course Review

UCPath

Course Review

1: Additional Compensation

2: Final Pay & Off Cycle Pay

3: Retroactive Payroll Processing

Topics Covered…




UCPath

Having completed this course, you should be able to:• Describe the two categories of

additional compensation.

• Submit one-time payment and recurring additional pay requests.

• Submit final pay and off-cycle pay requests via service now catalog.

• Describe how UCPath processes retroactive payroll

• Describe the I-9 Process

Course Objectives ReviewFunding Entry and Direct Retro




UCPath

• Review parking loto Have all questions been answered

during our class?o Are there any new questions to add to

the list?

Parking LotFunding Entry and Direct Retro





Help: bfshelp.ucsb.edu https://www.bfs.ucsb.edu/payroll/ucpath/resources

https://www.bfs.ucsb.edu/payroll/ucpath/frequently-asked-questions

Payroll :Shannon Jackson – Lead Trainer

UCPath

Thank you for your time.