UCPath Frequently Asked Questions (FAQ)

• How do I use UCPath for Open Enrollment?

  For information about 2021 Open Enrollment, consult the UC Open Enrollment website. 

  Employees enroll in benefits during Open Enrollment using UCPath online. Refer to the How to Make Changes: Employees web page for more information and instructions on using UCPath online for Open Enrollment. If you have questions about Open Enrollment, contact the UCPath Center. 

  Retirees enroll in benefits during Open Enrollment using UCRAYS. Refer to the How to Make Changes: Retirees web page for more information and instructions on using UCRAYS for Open Enrollment. 

• 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 page. 

• 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?

  Retirees will continue to use UC Retirement At Your Service (UCRAYS), administered by the UC Retirement Administration Service Center (RASC)  . 

• 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. 

• 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?

  IT support contacts for Duo are available at https://it.ucsf.edu/service/multi-factor-authentication-duo  

• Who do I contact if I am having trouble logging into UCPath?

  For help with Duo, VPN, MyAccess, and web browser and technical issues, contact the IT Service Desk  .

  For help and troubleshooting logging into UCPath, contact the Controller's Office Solution Center  .

• 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. 

• Where do I complete and submit timesheets?

  UCPath did not change the system you use to complete and submit timesheets. 

• What are the deadlines for submitting and approving HBS timesheets?

  Detailed information about HBS for employees and managers is available on the HBS Processing Center page 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 timesheet. Supervisors and timesheet approvers have until the seventh business day to review, correct, and approve monthly timesheets. 

  Biweekly paid employees can edit their timesheets until midnight on the Sunday following the pay period end date; after Sunday, employees cannot make edits to their timesheets. Supervisors and timesheet approvers will need to make edits on their employee's behalf and approve timesheets by midnight on Monday.

  The timing of some holidays may result in a shorter time frame for approvals. Consult the message page in HBS for notification of early approval deadlines. 

   

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

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

  We will announce when Huntington Business Systems (HBS) will close early through the Controller's Office Newsletter and on the HBS messages page.

• I split my time between two departments, will I need to record this in HBS for each biweekly pay period? Can this be automated if it is always divided exactly the same way?

  In UCPath, when an employee has two positions we must send the hours for each position separately.  The employee must designate the hours for each position when completing their timesheet, this split will not happen automatically.

  Two HBS job aids are available to learn how to complete and approve timesheets with multiple positions:

  • Completing an HBS Timesheet for Multiple Appointments  
  • Approving HBS Timesheets for Multiple Appointments  

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

  Biweekly paid employees and their supervisors can make changes to HBS timesheets only until midnight on the Monday following the pay period end date. After this point, employees should contact their supervisor to make corrections. 

  To make late corrections, supervisors should:

  • submit a Time Maintenance Form   to [email protected]   for UCSF Health employees,
  • submit a PeopleConnect   ticket for campus employees including tutors,
  • contact the  Student Financial Aid Office for work-study student employees.

• How do I access and read my pay statement?

  You can view and print your online paystub (pay statement) in UCPath online. Go to Review My Online Paystub   to see, try, or print the required steps. 

  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. Watch a quick simulation   to learn how to add additional accounts in UCPath online. 

• What is a Salary Cost Transfer?

  A salary cost transfer is a reversal of payroll expenses (salary and benefits) charged to an original chartstring and a re-posting to a new chartstring. The salary cost transfer process replaced the Payroll Expense Transfer Uploader (PETU) process at UCSF. In UCPath, salary cost transfers are performed using the 'Direct Retro' process.

  • Campus departments: Salary Cost Transfer Initiators enter and Salary Cost Transfer Approvers approve salary cost transfers directly in UCPath.
  • UCSF Health departments: complete a PeopleConnect Salary Cost Transfer Management Action form  .

• Will I continue to submit Payroll Expense Transfers (PETUs)?

  The deadline to submit PETUs for payroll processed in PPS was September 30, 2020. If you need further assistance, contact the Controller's Office Solution Center  .

  Payroll expenses processed in UCPath, effective with the June 1, 2020 monthly and June 10, 2020 biweekly pay, need to be moved using the new Salary Cost Transfer process in UCPath.

  • Campus departments: Salary Cost Transfer Initiators enter and Salary Cost Transfer Approvers approve salary cost transfers directly in UCPath.
  • UCSF Health departments: complete a PeopleConnect Salary Cost Transfer Management Action form  .

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

  Leave usage information recorded in HBS 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, review How UCPath Displays Leave Balances.

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

  Ending balances in UCPath only reflect absences that have been processed as of the date displayed. Future leave requested/approved in HBS will not be reflected in UCPath leave balances. We recommend that employees continue to view leave usage and balance data in HBS. Because HBS includes a running balance of leave usage inclusive of leave not yet transmitted to UCPath, it provides a more complete view of leave information.

• What is the maximum CTO I can accrue? When does CTO payout occur?

  Some employees earn compensatory time off (CTO). UCSF Health employees can refer to the Compensatory Time (CTO/CTU) Election Form in PeopleConnect to view annual election periods, maximum accrual, pay down amounts, and pay out months. 

   

• 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.

• How does UCPath change what I do in PeopleConnect?

  Managers and administrators will continue using PeopleConnect to submit most Management Actions. 

  UCSF Health managers and administrators will see the following changes to Management Action forms:

  • Some fields will be modified to accommodate new data elements required for UCPath.
  • A new Salary Cost Transfer Management Action form will replace the current Payroll Expense Transfer Uploader (PETU) Excel form to transfer payroll expense distributions after payroll processing.

  Campus managers and administrators will see the following changes to Management Action forms:

  • Some fields will be modified to accommodate new data elements required for UCPath.
  • Funding distribution set-up and changes will no longer be requested in PeopleConnect; campus departments will initiate and approve position funding directly in UCPath.
  • Compensation updates previously submitted using the Faculty Salary Calculator worksheet will be submitted using fields in PeopleConnect Management Action forms.

  Watch the recorded UCPath Town Hall  for Campus Managers and Supervisors or UCSF Health System Managers and Supervisors for additional details on how PeopleConnect will be changing.

• Does MyReports include data from UCPath?  

  Yes. Transaction reports that contain payroll data have been modified to include new UCPath data. HR Data Reports in MyReports have been retrofitted or replaced by new reports. Read more about reporting changes. 

• How will MyReports display data that crosses UCPath implementation? Some of the data will be from PPS and some from UCPath? How will that work?

  Several reports, including the Distribution of Payroll Expense (DPE) report, have been modified to display both historical payroll transactions from PPS and new payroll transactions created in UCPath. Read more about data and reporting. 

Everyone

• 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.

  Virtual training sessions for campus funding entry and salary cost transfer roles require the ability to join a Zoom meeting. Consult IT's Remote Work Resources   page to ensure you have the technical capabilities to complete each course.

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

  We recommend you notify your manager or supervisor for assistance.  IT has provided further guidance   for remote work technology resources.

Funding Entry Initiators and Approvers

• How do I access funding entry training in the UC Learning Center?

  Refer to the Information for Funding Entry Initiators and Approvers page for a list of required training. Completion of training is required before you can be granted access to the system. 

  Click the GO button to launch each course in the UC Learning Center (MyAccess login is required).

Salary Cost Transfer Initiators and Approvers

• I have already completed the Post Award Management (PAM): Compliance eCourse (SFC_PAM_Compliance_01_122010) and have not reached my five-year certification renewal date. Do I still need to complete the new Cost Transfer Reviewer course?

   Yes. All users who will be performing new UCPath Salary Cost Transfer roles must complete the new course.