Posts Tagged: UCPath
As you begin holiday celebrations and look forward to the new year, the UCPath Center has some important year-end and new-year reminders to share. Please read closely and mark your calendar for upcoming deadlines.
2020 payroll notices
- Employees paid monthly will receive payment for December 2019 earnings on January 2, 2020. View the 2020 monthly payroll calendar.
- Employees paid biweekly will receive the first paycheck of 2020 on January 8. View the 2020 biweekly payroll calendar.
New year, new benefit enrollments
It is important to make sure that the benefits you enrolled in during Open Enrollment are reflected correctly in your paycheck. Here's a checklist to compare against.
The following table illustrates the coverage begin date for Open Enrollment changes and the paycheck on which new benefit rates take effect.
Open Enrollment Coverage Begin Date
Paycheck Deduction begin date
*2020 Disability premiums for January and Flexible Spending Account contributions deduct from the 1/8/2020 paycheck for bi-weekly employees.
** 2020 Flexible Spending Account contributions deduct from the 1/2/2020 paycheck for monthly employees. 2020 Disability premiums for January deduct from the 2/1/2020 paycheck for monthly employees.
Jan. 18, 2020: Tax information deadline
The UCPath Center will begin processing W-2s in late January. In order to ensure that the information on your W-2 is complete, accurate and reaches you, please take the following steps by January 18.
- Verify your home mailing and personal email address in UCPath online. Even if you plan to opt for a digital W-2, it's important that UC can reach you.
- Verify your dependents. UC needs the social security numbers of your spouse/domestic partner and any dependents. To review and update, log into UCPath online and go to Employee Actions > Health and Welfare > Dependent Coverage.
- International workers: Verify your GLACIER account information. International persons receiving UC wages may receive either a W-2 or 1042-S. Verify that your email and home mailing addresses match exactly in UCPath online and in the GLACIER database to ensure that your tax information is sent correctly. You can also opt for an electronic 1042-S through GLACIER.
W-2s for the 2019 tax year
For the 2019 tax year, UCANR employees will receive two W-2 statements:
- W-2 statement from AYSO will cover your January – September 2019 paychecks.
- W-2 statement from UCPath will cover your October - December 2019 paychecks.
- If your first paycheck was after September 30, 2019, you will only receive one W-2 from UCPath.
- Opt-in to receive your W-2 electronically. It's easy, safe and convenient! Sign up today at UCPath online and click on Employee Actions >Income and Taxes> Enroll to Receive Online W-2.
- Box C of the 1095 Affordable Care Act form will display the UCPath address as your employer.
Federal and State Earned Income Tax Credit (EITC)
- All W-2 notifications include IRS Notice 797, alerting you that you may be eligible for the federal EITC, a benefit for working people with low to moderate income. To qualify, you must meet certain requirements and file a tax return, even if you do not owe any tax or are not required to file. The federal EITC reduces the amount of tax you owe and may give you a refund. For more information, visit the IRS website or contact the IRS at (800) 829-3676.
- Similarly, you may be eligible for the California EITC. To claim this credit, you must file a CA income tax return, and complete and attach the CA EITC form (FTB 3514). For more information visit the Franchise Tax Board website or call (800) 852-5711.
Claiming exemption from withholding
The IRS requires you to complete a new W-4 form each year if you are claiming exemption from tax withholding. If you wish to claim exemption from withholding in 2020, you must make this choice on UCPath online before Feb. 15, 2020.
Have questions or need help?
Please visit UCPath and click on “Ask UCPath Center” to submit an inquiry. You can also speak with an associate by calling the UCPath Center at (855) 982‐7284 from 8 a.m. to 6 p.m., Monday through Friday.
UC ANR's implementation of the UCPath payroll and HR system has gone smoothly since our launch on Sept. 27. More than 1,000 ANR employees received their first paychecks accurately and on schedule on Oct. 1 and 2.
Approximately 12 ANR employees noticed their medical plan coverage was dropped during the cutover. In these cases, the Beehive support team worked closely with the UCPath Center in Riverside to review and resolve the issues and ensure that the employees were able to access their medical providers.
We strongly encourage you to log in to the UCPath portal and click on the "Review Benefits" link to check your coverage. If there appears to be a problem with your medical, dental or vision plans, please contact the UC ANR Beehive immediately.
- Phone: (888) 585-7084
- Email: firstname.lastname@example.org
The first time you log in to UCPath at ucpath.universityofcalifornia.edu:
- You'll be prompted to set up five security questions. The security questions help verify your identity and prevent unauthorized access or changes to your financial, health benefits and personal information.
- You'll be asked to complete a questionnaire. This voluntary questionnaire allows you to self-identify veteran and disability status, race, ethnicity, gender identity and sexual orientation. You can “decline to state” for any question, though this information provides important data about UC employee diversity and informs UC's efforts to create an inclusive environment.
Learn more at ucpath.ucanr.edu.
All ANR employees may now access UCPath at ucpath.universityofcalifornia.edu.
UCPath is the University of California's modernized payroll and HR system. The UCPath self-service employee portal is mobile-friendly and available 24x7. Please take some time to get familiar with what you can do on UCPath and understand what has changed.
View your earnings statements
Monthly paid employees can view their first UCPath earnings statement on September 29.
Biweekly paid employees can view theirs on September 30.
Earnings statements generally are available at UCPath one day before payday.
In UCPath, you can choose the Employee Actions link to:
- View/update your personal information
- Check your vacation and sick leave balances
- View your health and welfare enrollments
- Sign up for (or update) your direct deposit.
The Help/FAQ section includes step-by-step instructions for most UCPath features.
Employee pay and UCPath
With UCPath, you will see a number of changes:
- Paper paychecks are no longer available to pick up at your local office. The UCPath Center will mail paychecks on payday to the home address listed in UCPath. It can take up to 10 days to receive your check via the U.S. Post Office. If you prefer, you can sign up for direct deposit at UCPath or submit a request for a Personal Paycard (currently only available to non-represented and Clerical unit (CX) employees)
- Earnings statements look different. Your earnings statement includes a new employee ID number. See Understanding Your UC Paycheck.
- Vacation and sick leave balances are no longer on your paycheck. You can view them in UCPath under Employee Actions.
- Some deductions may be shown in a new order or be listed under different names. There may be minor differences in calculations for taxes and voluntary deductions.
- AYSO is now view-only for functions that have moved to UCPath.
- You will receive two W-2s for 2019 earnings: Because we transitioned to UCPath mid-year, in January you'll get one W-2 in AYSO for earnings prior to UCPath go-live and another W-2 in UCPath for the rest of the year. Sign up to receive your electronic W-2 on UCPath online.
How to get help
The Beehive is a support team made up of UC ANR team members who have UCPath expertise and UC ANR knowledge. The Beehive is available if you have questions about incorrect pay, missing deductions, incorrect personal data, login issues, or if you're generally unsure where to get help.
- Phone: 1-888-585-7084
- Email: email@example.com
Learn more at ucpath.ucanr.edu.
ANR's budget is tight this year, but we don't have a budget crisis, VP Glenda Humiston emphasized during the ANR town hall on Aug. 15. In addition to the budget update, Humiston discussed UCPath, which launches on Oct. 1, and answered ANR members' questions during the 78-minute online meeting that was scheduled for an hour.
ANR's budget remained at $72.6 million for FY 2019-20, the same as last year, while expenses including salaries and benefits have increased nearly $5 million. She shared the good news that President Janet Napolitano will provide ANR with $2.2 million to help cover some of the shortfall the flat budget has created.
Despite the tight budget, Humiston reiterated ANR's commitment to continuing salary equity programs.
“ANR people are our most important resource, they are our infrastructure, so to speak, because without our people we can't do extension, we can't do research,” she said.
In addition to the one-time $2.2 million supplement, ANR will also receive $19 million to help with deferred maintenance.
“This is a huge increase over the roughly $700K we typically receive per year,” Humiston said, noting that the $19 million designated for capital projects cannot be spent for anything else. “We will also have access to more funding for this critical need as part of the General Obligation Bond that will be on next year's ballot.”
She also addressed concerns about the number of UC Cooperative Extension academics.
“Despite a 20-year slide in funding from the state and federal government, we have been able to retain academic numbers through partnering more on shared appointments and redirection of administrative funds to programs. I'm very proud to say that the graph of our academic footprint has not been dropping the past 4 years.”
She pointed out that the state had been cutting funding for the entire UC system. The campuses are able to increase tuition fees to make up the difference while ANR depends on contracts, grants, private giving and other new funding sources. Humiston encouraged everyone to work with Development Services for support in securing more funding. She also urged everyone to tell stakeholders about the value of ANR's work for California.
“There is nothing, nothing good about being the best kept secret out there,” Humiston said.
“All of you do fantastic work. We've got to let our stakeholders know that and we also need to let them know about our budget situation.”
UCPath launches Oct. 1
John Fox, director of Human Resources, reminded everyone that UCPath will officially launch next month. As part of the transition, the AYSO website will become view-only for personal information, tax withholding, and benefits on Aug. 30; all future changes will have to be made in the UCPath portal when it goes live Sept. 27.
The first paychecks from the new UCPath system will be issued on Oct. 1 for monthly paid employees, and on Oct. 2 for bi-weekly paid employees. Fox emphasized that meeting timesheet deadlines is critical in ensure accurate and timely pay in the new system.
As UCPath goes live, the UC ANR Beehive – a team of people who have been involved in the project – will be available to academics and staff to help troubleshoot.
Visit the UC ANR UCPath website at http://ucpath.ucanr.edu to preview the employee self-service portal and get answers to frequently asked questions. Comments and questions can be addressed to firstname.lastname@example.org.
Q & A
The following are some questions that were asked during the town hall:
Can you provide the actual budget numbers behind the charts and power point slides that were shared by Glenda to the CDs in January as well as current budget numbers?
Yes, we can provide the numbers. See the pie charts at the bottom of the one-page budget handout. We will post more budget information in a separate story.
When will we find out about professional development funds?
At the time of the call, AVP Wendy Powers had not received her budget letter. She expects the amount of professional development funds to be the same as last year and to announce within the next two weeks.
Did (or will) the ANR budget challenges impact decisions on academics' merit/promotion/accelerations?
No. While the budget situation may impact the amount of money for salary equity programs or the increase to base scales (3% for CE Advisors and CE Specialists), it does not influence the merit and promotion decisions. Every year the percent of successful merits and promotions varies, as does the number of requests submitted and what requests are made. High level data suggest that this year's success rate is within the range since 2016. That high level data will be shared with the Academic Assembly Council for broader distribution.
When is leadership going to update and improve ANR maternity leave policy, same for paternity leave. When will leadership begin to better align vacation for staff with vacation for academics?
UC ANR leadership does not have the authority to unilaterally change leave policies for our employees. We are part of the UC system. Policies for academics and staff are consistent across the system, and changes generally would have to be approved by the President or the Regents.
When will we see/hear about the new communication strategy being created by our new communication leader?
A working strategic communications plan has been developed. Strategic Communications and Publishing are embarking on a combined strategic planning effort in September to develop longer-term strategies.
Why do we not have a map of specialists and advisors that serve our state on our website?
Informatics and GIS has created two maps. The storymap at http://arcg.is/0yWGfj can be used to quickly see where academic personnel covering specific subjects are located around the state. The UCANR Personnel Filtering App at https://arcg.is/0XHSXb can be used to query and visualize the data more fully. A short video (https://goo.gl/dzykqK) walks through the different features of the UCANR Personnel Filtering App.
How can we attract and retain talent for co-funded advisor positions when they have no indefinite status? How can co-funded academics maintain academic freedom when their position is tied to specific funding partners and their priorities?
For some time now, UC ANR has had two CE Advisors who are very talented and do not have indefinite status. We have successfully retained those individuals. More recently, we have attracted six more talented CE advisors into co-funded positions. All of these positions were filled upon the initial search.
Senior leadership is proud to have these people in these key positions, as are our funding partners. They are here now and there is no evidence that retention is an issue. There is no evidence that academic freedom is compromised. All of our academics are expected to work with stakeholders to identify their priority needs.
Are ANR staff encouraged to contact their local legislative representative to discuss ANR's contribution to California's leading ag industry?
You may and should educate and inform elected state and federal officials and their staff of the work you do in their districts. As UC employees, we cannot take positions on bills or ask for budgetary support without the expressed consent of the UC Office of the President. For more information, please contact Anne Megaro, director of government and community relations, and read the one-pager at http://ucanr.edu/sites/Professional_Development/files/293044.pdf.
A recording of the 78-minute town hall is at https://www.youtube.com/watch?v=62WrjR1Il7w.
In preparation for UCPath, a new version of the time reporting system (TRS) will be deployed in early September for August monthly timesheets.
- Monthly paid employees will use the new TRS to report August vacation and sick leave
- Wait until Monday, Sept. 9, to log into TRS (trs.ucdavis.edu) to enter your August leave usage
- Submit your August timesheet by Friday, Sept. 13
- Supervisors approve by Tuesday, Sept 17, 10 a.m.
If monthly paid employees submit their time before Sept. 9 in the old TRS, the timesheet WILL NOT be saved or processed!
Bi-weekly timesheets will process as normal during this time. Send questions to email@example.com.