Posts Tagged: Payroll
On Aug. 8, 2020, President Trump signed an executive order for U.S. employers to have the option to defer the collection of employee payroll taxes through Dec. 31, 2020.
Two weeks ago, the Internal Revenue Service issued guidance on this optional program. This program would call for the OASDI Social Security taxes deferred from the employees' wages through Dec. 31, 2020, to be repaid by the employees during the January through April pay period of 2021 in addition to their regular OASDI Social Security withholdings for that period.
After this guidance from the IRS and the National Association of College and University Business Officers (NACUBO), and in consultation with the controllers at every UC location, UCOP has decided that the University of California system should not participate in this optional program at this time.
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.
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 firstname.lastname@example.org.
On Aug. 1, phase 2 of the Cooperative Extension Positions Call process ended and phase 3 began. During phase 2, the Program Teams reviewed the 40 phase 1 proposals and submitted six additional proposals. All submitted proposals are posted on the 2018 Call for Position web page: http://ucanr.edu/2018callforpositions.
- The statewide programs and institutes are now reviewing all 46 proposed positions to determine if there are any positions they feel are of higher priority.
- If so, they can propose up to two additional CE advisor positions and two additional CE specialist positions by Sept. 15 – keeping in mind that the more proposals there are at the end, the lower the probability of being approved for recruitment.
- The proposals that did not make the phase 1 final 40 can be picked up during these subsequent phases. They can be found on the proposal ideas web page. New proposals are not limited to these ideas.
After Sept. 15, Program Council will review all the feedback and make recommendations to the vice president.
“We thank the ANR network for actively engaging in this participatory process to strengthen and rebuild CE positions statewide,” said Wendy Powers, associate vice president.
UCPath is a systemwide initiative launched by the University of California to modernize its current payroll system, which is nearly 40 years old. Using new technology, UCPath will unify and standardize payroll, benefits and human resource systems for all UC employees.
Employees at Office of the President, UC Merced and UC Riverside have already made the transition. UCLA and UC Santa Barbara are scheduled to join UCPath this fall. UC Berkeley, UC Davis, UC Irvine and UC ANR are scheduled to join in April 2019.
This initiative involves a single payroll and HR technology system, a shared services center in Riverside, and the formation of UC ANR as a distinct business unit within UC. The formation of UC ANR as a stand-alone business unit, rather than as part of UCOP or a campus, is one of the strategic initiatives supported by President Napolitano, and provides an opportunity to improve efficiency and strengthen compliance and accountability.
“UC Path will transform the way we do business,” said Fox. “Our fiscal silos will be unified, hugely improving the accuracy of our fiscal data and the speed with which we can access it. It will also give all of us better access to information and improved tools for hiring and transaction approvals.”
Business officers and administrative staff will be key to the success of UCPath for ANR.
“They are the people who know how to get things done in ANR today,” Fox said. “We want to support them in becoming UCPath experts to help ANR employees navigate the new systems and processes.”
Business officers and administrative staff who missed the UCPath Network kick-off Zoom meeting with Fox can view a recording of the Aug 24 session at https://ucdavis.app.box.com/v/ucpathnetwork. The next monthly session will be on Wednesday, Sept. 26, 11 a.m. to noon.
Highlights of UCPath when it goes live in spring 2019:
- User-friendly, mobile-enabled portal to view and update personal data and manage benefits
- The UCPath Center in Riverside will help with benefits, payroll and personnel services
- Direct deposit in up to three accounts
- New recruitment tools and enhanced candidate experience
- Manager self-service access to reports and employee data
- Improved security for payroll and personnel data
- Automated routing for approval of personnel and certain pay transactions
- Improved online employee appraisal system
- Standard set of reports provided to all UC business units
Academics who are affiliated with a campus should refer to their respective campus UCPath websites. More information is on UC ANR's UCPath website at http://ucanr.edu/UCPath and it will continue to be updated as we approach the launch.
An email account has been set up to receive questions and comments about UCPath: email@example.com.