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Looking for comment templates for the below actions?  Look no further! Transaction Comments are here!

Update/February 2023:  With the implementation of the new contracts, changes to these processes will be ongoing.  If you have a unique scenario or special circumstances, please connect with the Graduate Employment team, via Services & Support, for assistance.



Child Dependent Health Premium (CDHP) Benefit Program
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Scenario

Unfilled Position*

Filled Positions - Current or Future Pay Period

Filled Positions - Retroactive (Prior) Pay Period

Relevant UCPath Job Aid(s)

Receiving CDHP premium remission as an ASE or GSR

(using the same funding as the salary fund source)

n/a

PayPath - Additional Pay

  • Earn Code: NTF

  • Reason: New Additional Pay

  • Effective Date: the first of the month (1-month period ONLY2)

  • End Date: the end of the month

  • Pay Period Amt: Varies

  • Goal Amount: same as Pay Period Amt

See an Additional Pay sample.

One-Time Payment 

  • Earnings Code: NTF

  • Earnings Amount: Varies

  • Earnings Begin: First day of month (1-month period ONLY2)

  • Earnings End: Last day of month

  • Pay End Date: Should auto-generate to next on-cycle paycheck

Steps:

  1. Navigate to Self Service Transactions Links > Select One Time Payments > Search for your employee and select Get Employees

  2. Click the name of the appropriate employee job record

  3. Enter the Earnings Code

  4. Enter the Earnings Amount

  5. Enter the Earnings Begin and Earnings End Dates

  6. Enter Initiator Comments

    1. Ex: Fall 2024 child care reimbursement for December 2024 in the amount of $xx.

  7. Click Submit

Notes:

  • DO NOT SUBMIT One-Time Payment during UCPath Non-Transaction Days. If submitted during this time period, it will not be processed in the next cycle and will essentially be "deleted". You will have to submit a new One-Time Payment after the non-transaction days.

  • If you do not have access to submit One-Time Payment in UCPath, please submit UCPath Services and Support ticket to request access to the module.

  • If student was active during applicable pay period but has since been put on SWB or Terminated from position you are trying to apply the one-time payment to, you will need to submit a ticket to UCPC. First, submit the one-time payment in UCPath then submit a case to UCPC to request the one-time pay be processed.

  • If the additional pay is the only pay/student has financial hardship from not receiving payment (ex: Summer Session TA/Associate-In pay processed via additional pay), submit via off-cycle. Otherwise, retro additional pay should be submitted via One-Time Payment and will be paid with next on-cycle paycheck.

  • If student submitted reimbursement form for first or second month of quarter and we are in the third month before the payroll deadline, it is recommended to submit for current month via Additional Pay so that you do not have to submit One-Time Payment.

  • Campus best practice is to submit One-Time Payment for any retro additional pay. 












Notes

*For unfilled Positions, if you have made the Effective Date at least 1 month prior to the date of hire, you should have available rows to make Position updates. If you think you have run out rows to use, you may have to submit a Position Update Form to UCPC. Contact us to confirm.

  1. A reminder that the Interlocation Transfer Process is not a single template, but a combination of templates and actions AND you should not be using this any longer as of Dec. 2020!

  2. Use a 1-month period ONLY for Childcare Reimbursements; if you make an entry for a full quarter (3 month), the student will get 3 payments. A reminder to make entries effective the first or last month of the quarter only.

  3. Reinstate an employee at our Location who was automatically terminated in error in UCPath (end job automatically box incorrectly checked/end date not extended in time)

  4. If you are processing a Rehire or Concurrent Hire, start the template, and begin following the UPK instructions (~page 15) when you get to the Compensation fields

  5. Refer to Job Aid, "How to Request Off-Cycle Pay for Exempt Employees" (or "How to Request Off-Cycle Pay for Non-Exempt Employees" as necessary)



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