09/17/2021

TO: UCSB UCPath Transactional Users

FR: UCPath Center

RE: UCPath Updates: UCPath Accounts for Former Employees & FLSA Status and Payroll Frequency

Dear UCSB UCPath Transactional Users,  

Please read the following message carefully as it contains several important updates on the following topics: 

  • New Process: Establishing UCPath Accounts for Former Employees

  • Reminder: FLSA Status and Payroll Frequency 

  • Reminder: Make Sure Business Contact Information is Correct

Establishing UCPath Accounts for Former Employees: Please add this to your department offboarding checklist. 

When an employee’s status changes from Active to Inactive, UCPath triggers a welcome and an invitation to the separating employee to create an account in the Former Employee Portal, where they will have access to:
 

1.    Personal Information Summary

2.    History of earnings statements and;

3.    W-2 history
 

Former employees have access to this information for three years following separation. Separating employees must provide a valid email address in UCPath prior to separation via one of the following email selections in Personal Information Summary:
 

1.    Home

2.    Other

3.    Campus

4.    Dormitory
 

If the employee designates one of these as “preferred,” UCPath will send the welcome email to this address. If the employee does not mark one as “preferred,” the system will use the first populated email address in the order above. Please note: if separated employees have access to their business email address after separation, they must enter it into one of the email selections above and designate it as preferred.

 

If no email address is provided, the former employee must contact UCPath and provide an email address to create a former employee account. 

 

 

Reminder: FLSA status and payroll frequency (biweekly or monthly) must be aligned for all active paying jobs

  • FLSA status is based on a holistic view of all jobs an employee has at UC

    • FLSA status can be Exempt, Non-Exempt, Non-Exempt Alt Overtime or No FLSA Required (Used for CWR positions)
       

  • Compensation frequency is used to calculate the compensation rate for pay and derive the Pay Group.

    • Example: M- Monthly, H-Hourly, UC912 – UC9/12 AY
       

  • Compensation frequency may differ, but the payroll frequency should be aligned when the Pay Group assignment is done

    • Example:

      • §  EMPL Record 0: Exempt FLSA and compensation frequency of “M”

      • §  EMPL Record 1: Exempt FLSA and compensation frequency of “H”

    • Payroll frequency alignment would be completed by requesting a “_MH” (Monthly Hourly) pay group override for EMPL Record 1 to pay all jobs monthly

Reminder: Updating current employee business location:

  • Please ensure that the current employee business location is up to date. 

  • Review the department’s job table locations to confirm they are correct.

  • Review department employees’ positions to confirm all location information on the position is correct.

  • Use PayPath to add the cubicle field to the employee’s job record.
     

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: