UCPath Frequently Asked Questions (FAQ)

General

  • What is UCPath?

    UCPath, an acronym for UC Payroll, Academic Personnel, Timekeeping, and Human Resources, is a systemwide project of the University of California to modernize our current payroll and human resources system, which is nearly 40 years old. UCPath replaces the functionality in PPS and will unify every location with a single system, common platform, and shared services.

  • What is UCPath online?

    UCPath online is the self-service portal for all employees. It replaces most of the functionality that exists in At Your Service Online (AYSO) today and offers expanded functionality, including:

    • View and update personal information
    • View earnings
    • Sign up for direct deposit
    • Update tax withholdings
    • View or enroll in benefits
    • View vacation and sick leave balances

    Managers and supervisors also have expanded access to key information (employee Job data, leave balances) about employees they manage or supervise.

  • When is UCPath online available?

    UCPath is available 24/7/365 except during regularly scheduled maintenance windows:

    • Every Sunday from midnight to 6 a.m.
    • Every third Sunday from 6 to 10 a.m. (this outage only impacts Funding Entry and Salary Cost Transfer users)

    Other scheduled UCPath system outages will be listed on the System Information

  • When was UCPath implemented at UCSF?

    UCSF implemented UCPath on June 1, 2020. 

  • Will all UCSF employees continue to receive two ID numbers?

    Yes. All UCSF employees receive two ID numbers.

    Your UCPath employee ID number identifies you in the UC systemwide UCPath human resources, benefits, and payroll system. It is displayed on earnings statements and when you log into UCPath online. Your UCSF ID number (begins with '02') continues to be used for local identification and system access for all employees, students, and other affiliates.

  • Which ID should I use on forms and in other systems? 

    It will depend on the form and the system.  UCPath forms will require your UCPath Employee ID number; you will also see this ID number when logging into UCPath online. Many local systems, including PeopleConnect, will continue to accept UCSF ID numbers.

  • What should I do if my personal information is incorrect in UCPath?

    You should update your personal information using UCPath online. Some information updates (for example, legal name changes) may require additional verification steps; the system will guide employees through all necessary steps to update this information. 

    Training simulations to update personal information (emergency contact, preferred name, address, phone number, email address, etc.) and to add, change, or remove direct deposit are available in the Resources section of Information for All Employees.

  • I am a manager. What should I do if my list of direct reports is wrong in UCPath?

    Campus and UCSF Health managers use the Roster feature in HR Umbrella to submit requests for to update supervisor relationships. Updates in HR Umbrella are synchronized with UCPath.

  • Will separated employees have access to UCPath?

    Employees who separate after UCPath goes live can continue to access past earnings statement and W-2 forms through UCPath online. Former employees will be required to register for separate access to UCPath online using a non-business email address. Former employees can access the Former Employee system for up to three years after their separation date. For additional details see UCPath online for former employees.

  • Does UCPath impact retirees?
  • The verification of employment I received from The Work Number is wrong. Who do I contact?

    Contact the UCPath Center if information you receive from The Work Number is incorrect or out of date. 

Accessing UCPath online

  • I hear that Duo is required for UCPath, how do I enroll?

    All academic, staff and student employees must enroll in Duo to access UCPath Online. In order to verify your identity, Duo multi-factor authentication is required to access UCPath. Instructions to enroll   are available from IT.

  • When logging in, I receive a message that I am not enrolled in Duo. However, I am already enrolled in Duo.

    When logging into UCPath, you will be prompted to enter your MyAccess credentials. Use your Active Directory ID to login, not your SF# ID or email account. For additional details, see How to Log Into UCPath online. If you need further assitance, contact the IT Service Desk  

  • I'm not sure if I have already enrolled in Duo. Is there a way to check?

    Yes. Log into MyAccess and click the MyID link (at the top of the page to the left of your name). Confirm your enrollment status in the Enrolled in Duo? field.

  • Who do I contact if I am having trouble with Duo?
  • Who do I contact if I am having trouble logging into UCPath?
  • I need help with UCPath online.  Who do I contact?

    You can complete many actions yourself in UCPath online. If you need help completing a self-service action or have a question related to UCPath, contact the appropriate team from the list of contacts on the Get Help page. 

  • I think I should have a role in UCPath as an Initiator or Approver. How do I get access?

    Department Access Administrators use the Access Management System to submit access requests for the following roles:

    • Funding Entry Initiator
    • Funding Entry Approver
    • Salary Cost Transfer Initiator
    • Salary Cost Transfer Approver

    For more information about Initiator and Approver roles, refer to UCPath User Roles and Access. 

Timekeeping

  • Where do I complete and submit timecards?

    UCSF employees use MyTime   to submit timecards and time off requests.

  • What are the deadlines for submitting and approving timecards?

    Detailed information about MyTime for employees and managers is available in the MyTime section   of the Controller's Office website. 

    Monthly paid employees have until the fifth business day of the following month to record leave and submit their timecard. Managers and delegates have until the seventh business day to review, correct, and approve monthly timesheets. 

    Biweekly paid employees must approve their timecards by midnight on the Sunday following the pay period end date; after Sunday, employees cannot make edits to their timecards. Managers and delegates must approve timesheets by 6 a.m. on Tuesday following the pay period end date.

    The timing of some holidays may result in a shorter time frame for approvals. Consult the Announcements section in MyTime for notification of early approval deadlines. 

     

  • When will timecards be due when deadlines fall on holidays?

    Timecard deadlines remain the same regardless of whether it is a weekend, weekday, or holiday. If a manager/delegate will not be available to approve on the holiday, they should work with their employees to submit and approve timecards by the end of the day on the last work day before the deadline.

    We will announce when MyTime will close early through the Controller's Office Newsletter.

  • The biweekly pay period has ended but my timecard is incorrect. How can I fix this?

Payroll

  • How do I access and read my pay statement?

    To learn more about how to read your pay statement, refer to the job aids for monthly, biweekly, and biweekly with examples for nurses pay statements available in the Resources section of Information for All Employees.

  • How do I sign up for direct deposit of my paycheck?

    Log into UCPath online to enroll in, change, or cancel direct deposit. Training simulations to add, change, or remove direct deposit are available in the Resources section of Information for All Employees.

  • I heard that you can distribute your paycheck to more than one bank account. How does this work?

    Employees can distribute paychecks to up to three direct deposit accounts. Distributions can be designated by percentage or dollar amount. Review how to update direct deposit   information in UCPath online.

  • What is a Salary Cost Transfer?

Leave

  • After I enter my leave usage in MyTime, how long will it take before I can see my updated leave balances in UCPath?

    Leave usage information recorded in MyTime is transmitted during payroll processing. During payroll processing, leave accruals are calculated, and leave balances in UCPath will be updated accordingly.

    • In UCPath, leave balances for monthly employees are updated at the end of the pay period following the month you took or earned the leave. For example, leave taken in November is updated in your November total during the processing at the end of December.
    • Leave balances for biweekly employees are updated in the pay period in which you took or earned the leave. For example, leave taken in the first half of January is updated during that processing for the first half of January.

    For additional details, see Review My Absence Balances .

  • Why don’t my vacation, sick, or PTO leave balances in UCPath match my balances in MyTime?

AYSO

  • When do I use At Your Service Online (AYSO)?

    AYSO became read-only on April 24, 2020. It will continue to be available for employees to access and download the following information:

    • Earnings statements for pay issued through May 31, 2020
    • W-2 and 1095-C forms for pay issued through May 31, 2020

    Additional information will continue to be available in read-only format. Links to third party sites (for example, to benefits providers) will continue to be available.

Training

  • How do I determine which training I need to take?

    Start here. Training offerings and additional resources are organized by audience. If you have multiple roles, you should review all the audiences applicable to your work responsibilities.

  • What computer technology is required to complete training?

    Access to the UC Learning Center is required to to complete online self-paced training and to register for instructor-led virtual training sessions. The UC Learning Center Knowledge Base   provides solutions to common issues.

  • What if I do not have access to the technology required to complete the courses?