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Payroll Coordinator Guide

  
  
  
Alternative_Pay_Processing_Request.pdfWritable PDFAlternative_Pay_Processing_Request
Backup_for_Overpayment.pdfBackup_for_Overpayment
Damage_Payment_Form.pdfWritable PDFDamage_Payment_Form
Direct_Payment.pdfWritable PDFDirect_Payment
Foreign_National_Hiring_Memo.pdfForeign_National_Hiring_Memo
Glacier_Access_Admin2_Request.pdfGlacier_Access_Admin2_Request
Glacier_Access_Admin3_Request.pdfGlacier_Access_Admin3_Request
Glacier_Initial_Information.pdfWritable PDFGlacier_Initial_Information
Intercampus_OneTime_Pay_644CT.pdfWritable PDFIntercampus_OneTime_Pay_644CT
Interlocation_Incoming_Memo.pdfWritable PDFInterlocation_Incoming_Memo
Interlocation_Outgoing_Memo.pdfWritable PDFInterlocation_Outgoing_Memo
Overpayment_Cover_Letter.docxWritable PDFOverpayment_Cover_Letter
Overpayment_Cover_Letter_Academic.docxWritable PDFOverpayment_Cover_Letter_Academic
Overpayment_Notice_and_Release.docxOverpayment_Notice_and_Release
Payee_Setup_204.pdfWritable PDFPayee_Setup_204
Payee_Setup_Instructions.pdfPayee_Setup_Instructions
Separation_Payment_AB2410.pdfSeparation_Payment_AB2410
Separation_Payment_AB2410.xlsSeparation_Payment_AB2410
Separation_Supplement_Payment_AB2410.pdfSeparation_Supplement_Payment_AB2410
Separation_Supplement_Payment_AB2410.xlsSeparation_Supplement_Payment_AB2410
Temporary_Campus_Appointment_560T.pdfWritable PDFTemporary_Campus_Appointment_560T
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  • Introduction

    A Damage Payment is a payment made to an employee who begins work prior to signing the University of California State Oath of Allegiance, Patent Policy, and Patent Acknowledgement form in lieu of regular wages.

    A Damage Payment constitutes settlement of a claim by the employee based upon services rendered prior to signing the State Oath of Allegiance Form.

    Non-US citizens are not required to sign the State Oath of Allegiance, so Damage Payments are not relevant.


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  • Payment Criteria

    The following conditions must be met before a Damage Payment can be processed:

    • The employee entered into University employment in good faith, with no knowledge of the University of California State Oath of Allegiance requirement.
    • The employee would have executed the State Oath of Allegiance, Patent Policy, and Patent Acknowledgement Form prior to commencing University employment had the University advised him or her of the requirement to sign it.
    • The employee signed the State Oath of Allegiance Form upon learning of the requirement.
    • The hire action must be completed in PPS, even if the employee will do no work beyond the date of the Damage Payment.

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  • Process

    Obtain employee's signature on the University of California State Oath of Allegiance, Patent Policy, and Patent Acknowledgment.

    Update employee hire information in the Payroll Personnel System (PPS), including hire date, appointment/distribution data and other information, to ensure the PPS data is consistent with data provided on the Damage Payment Request form. The hire date should be the same date the Oath is signed.

    Complete the Damage Payment Request form, including the Damage Payment Release on the second page. The Damage Payment form includes details regarding why the Oath was not signed prior to the commencement of service, the duration of time the employee worked prior to signing the Oath, an approved and detailed calculation of the payment due to the employee for service and an acknowledgment from the employee stating that he or she understands the terms of payment.

    The divisional or departmental business office will submit all forms and supporting documentation together to Staff Human Resources or Academic Timekeepers, as appropriate. Human Resources will review the Damage Payment Request before sending to the Payroll Office for processing. The Payroll Office will process Damage Payments in the next available pay-cycle.


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  • Authorization and approvals

    This process requires the following reviews and approvals:

    An employee may not approve his or her own reimbursement or payment request.


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  • Resources

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  • Incorrect Payment Summary

    Incorrect pay is discovered one of three ways:

    • Payroll Audit of Compute
    • HR or Divisional audit of time and attendance records and/or DOPE
    • Employee notification

    Incorrect pay can occur from errors in:

    • Percentage of time on pay status (monthly rated) or hours on pay status (hourly rated)
    • Pay period end date
    • Rate amount
    • Employee ID
    • Time and Attendance
    • Lack of multi-unit coordination
    • Other miscellaneous errors

    For guidance in correcting errors in pay, please contact the Payroll Office staffed list-serve: payerr@ucsc.edu.

    Errors in pay that are discovered prior to the compute for the affected period should be corrected immediately. Contact payerr@ucsc.edu for pre-compute support when errors are discovered during "closed" periods of the affected cycle.  Please refer to the OPTRS Manual: Adjustments - Correcting Mistakes Before the Compute to request transaction corrections.


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  • Overpayments

    Begin by determing the cause of the error. In an overpayment situation, the method of correction is determined on a case-by-case basis. Overpayments that are less than 25% of the employee's normal gross pay should be corrected on the employee's next regularly scheduled pay cycle and do not require consultation with the Payroll Office. Please use the Overpayment Notice and Release form to communicate with employees regarding overpayments.

    Examples of areas will be impacted every time an adjustment, such as a manual hand-drawn check, overpayment calculation or cancellation, is made:

    • Employee Earnings of Record
    • Liability Accounts
    • Expenditure Accounts
    • Carrier Payments
    • Quarterly Federal and State Returns
    • W2 Reporting

    Adjustment is < (less than) 25% of normal pay:

    • HR Representatives have implied approval to adjust pay in OPTRS.

    If there are extenuating circumstances and the next available pay cycle is not a viable option, contact the Payroll Office at payerr@ucsc.edu for guidance.

    An example of an overpayment that is <25% of normal pay but should be routed to Payroll for guidance.
    • Send e-mail to payerr@ucsc.edu
    • Subject: < 25% and EEID
      • Example Subject Line: Adjustment Under 25% 794899953
    • Body/Text to include:
      • EEID and Name
      • Pay cycle
      • Error in pay
      • Example: Smith, John, 712345678 was overpaid by 12 hours on his J-2B paycheck and will be going on furlough, so will not have pay for the next three months. Please advise.

    The Payroll Office will respond within 4 hours of receiving the request with the appropriate course of action.

    If action from HR is required, HR will respond back to the payerr listserve (“reply all”) once the requested action has been completed.

    Adjustment is > (greater than) 25% of normal pay:

    Please contact the Payroll Office for guidance.

    An example of an overpayment that is > 25% of normal pay and should be routed to the Payroll Office for guidance.
    • Send Email to payerr@ucsc.edu
    • Subject: Overpayment > (greater than) 25% and EEID
      • Example Subject Line: Adjustment Over 25% 794899953
    • Body/Text to include:
      • EEID and Name
      • Pay cycle
      • Amount of over payment
      • Additional pertinent details (why? how? escalation status)
      • Example: Smith, John, 712345678 was overpaid by 50 hours on his J-2B paycheck due to an administrative error processing the OPTRS Roster. Hours owed to another employee were inadvertently added to his transaction line. Please advise.

    The Payroll Office will respond within 4 hours of receiving your email. The Payroll Office will analyze each situation on a case-by-case basis, taking into consideration the concerns and information provided by the HR Representative. The Payroll Office will ultimately decide the method of recovery, based on timing, the unique complexities of each case, etc.  Based on this analysis, the Payroll Office will provide the options for overpayment recovery in the form of the Overpayment Letter, to be shared with the employee.  Detailed instructions will be provided in each letter.

    For more information on processing LX/RX transactions in OPTRS, please refer to the OPTRS Manual: Late Time Payment/Pay Reduction (EDLR).

    If the overpayment is discovered by the Payroll Office during a Payroll audit, the Payroll Office Accountant will instruct the HR Representative on the appropriate correcting action.


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  • Cancellation

    Cancellation of paper checks and reversals of ACH deposits are not always an option. As noted above, there are many deductions that ARE NOT reversible. In addition, timing is critical -- there is a very narrow window of time to reverse ACH deposits.

    If the Payroll Office has determined that cancellation is the most appropriate method to handle the overpayment, the Payroll Office will instruct the HR Representative to complete the Back-up for Overpayment form. It is important to use the forms available on our webpage; do not use earlier printed versions that may be in your files.

    • This form is to be used only after consultation with the Payroll Office.
    • The transactions coded for this method of recovery are not entered into OPTRS.
    • Once you have been instructed to do so by the Payroll Office:
      • Complete the Back-up for Overpayment form in full
      • Note unit contact information
      • Fax the Back-up for Overpayment form to the Payroll Office at 459-3702.
    • The Payroll Office will calculate the net overpayment.

     


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  • Underpayment

    An underpayment is an error in reporting normal, scheduled and approved pay.

    Adjustments that are < (less than) 25% of normal pay:

    • Should be paid on the employee's next regularly scheduled pay cycle.
    • HR Representatives have implied approval to adjust pay via OPTRS entry on the next available published pay-cycle.

    Employees should be notified of any underpayment errors and advised when they will receive the payment.

    Adjustments that are > (greater than) 25% of normal pay:

    HR Representatives should contact the payroll listserve payerr@ucsc.edu for guidance.

    Sample Email for Underpayments >25% of normal pay:

    • Send Email to payerr@ucsc.edu
    • Subject: Underpayment > (greater than) 25% and EEID
      • Body/Text to include:
      • EEID and Name
      • Pay cycle
      • Error in pay
      • Amount of under payment
      • Additional pertinent details (why? how? escalation status)
        • Example: Smith, Jill, 798765432 was underpaid by 62 hours on her J-2B paycheck due to an administrative error processing the OPTRS Roster. Hours owed to her were inadvertently added to another employee’s transaction line. Please advise.
    • Include original correspondence to employee, alerting him/her of the underpayment and the response from the employee (if written/email).

    The Payroll Office will respond within 4 business hours of receiving your email.

    If action from HR is required, HR will respond back to the payerr listserve (“reply all”) once the requested action has been completed.


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  • Flush Pay

    "Flush Pay" situations are discovered by the Payroll Office in the course of a post-compute audit. Flush pay occurs when there is insufficient current monthly pay and/or no retro-active or additional pay from which to recover a negative transaction. As a result, all pay transactions fail in the compute.  Flush pay will result in no pay being issued to the employee. The Payroll Office will contact HR directly to develop a correction plan for each unique case.

    It is the responsibility of the HR Unit(s) to research transactions and determine the cause of the "flush". If multiple units are involved in paying the employee, the correction must be coordinated between all impacted units.

    Things to consider:

    • Was the RX in excess of 25% of the intended pay?
    • Will timing of the corrections cause a hardship to the employee?

    The Payroll Office will annotate the PAN of the negative transaction (RX) that caused the problem, as well as send email notification to all responsible HR Unit personnel. The HR Unit(s) must then work with the Payroll Office to develop a correction plan that includes:

    • Schedule(s) on which all transactions will be resubmitted (scheduling the negative transaction (RX) on a pay cycle in which the employee will have positive pay sufficient to recover it)
    • Whether or not the employee can wait until his/her regular payroll cycle to receive any positive pay that is due to him/her.
    • Status of employement: is the employee active, on LOA or terminating?

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  • Zero Net

    "Zero net" is different from flush pay in that the pay transactions DO compute and do NOT need to be reprocessed.  The Payroll Office will consult directly with the employee when a "zero net" check is discovered during the Post compute audit.  A "zero net" check occurs when an employee has set up a voluntary payroll deduction(s) which is in excess of his/her net disposable income (gross pay less mandatory deductions). Depending on the attributes of the deduction, it may have taken all available net pay, and may or may not result in the remaining balance of the deduction being held in suspense until future pay is available to draw against.

    Example

    403(b) deduction greater than gross disposable:

    • Employee normally has a gross of $3,200 and a net of $2516
    • Employee sets up a 403(b) deduction through At Your Service Online for $300/month and accidentally adds an extra zero, resulting in a deduction of $3000/month.
    • At compute, the 403(b) will deduct all that it can (after reducing taxable grosses) which, in this case, will be in excess of the net disposable income. This will leave the employee with a "zero net" check.

    There is no adjustment to be made to the gross pay. The employee's unit paid the gross that should have been paid. The zero net occurred due to a deduction amount error.


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  • Permanent Interlocation Transfers

    When an employee transfers without a break in service, for one year or more, from one UC location to another, the action is termed an Interlocation Transfer.

    • OUTGOING Interlocation transfers are employees transferring from UCSC to another location.
    • INCOMING Interlocation transfers are employees transferring to UCSC from another location.

    Outgoing Permanent Transfers

    An Outgoing Permanent Transfer is an employee currently employed by UCSC, who terminates his/her employment and accepts a position at a different UC location (campus, lab or medical center), without a break in service (ie, the employee separates from UCSC on 6/30/16 and begins service at UCB on 7/1/16).

    HR Employment, HR Teams and Divisions update interlocation transfers in PPS (ie, complete the OEU and separation action).

    • Fill out and print the appropriate Interlocation Transfer Form (Interlocation Incoming Memo or Interlocation Outgoing Memo) and staple it on top of the completed separation packet
    •   The Interlocation Outgoing Memo is also used as an audit tool
    • All Outgoing Permanent Transfers must be updated with Reason Code "IT"
    • For detailed information on policy/procedure, please see the PPS Manual, section 4.6
    • No final check will be prepared for the transfer employee and any leave hours will be transferred to the employee's new location

    Incoming Permanent Transfers

    An Incoming Permanent Transfer is an employee, currently employed by another UC location (campus, lab or medical center), who terminates his/her employment and accepts a position at UCSC without a break in service (ie, the employee separates 11/30/15 from UCLA and begins service with UCSC on 12/1/15).

    • Please alert the Payroll Office as soon as you are aware that the employee you are hiring at UCSC is transferring from another UC location
    • Please coordinate with the location at which the employee is currently employed to insure no break in service.  A break in service is any number of days between the stop of one job and the start of another job, including weeknds and holidays
    • Follow the instructions as outline in the PPS Manual: section 4.6
    • No final check will be prepared for the transfer employee and any leave hours will be transferred to UCSC

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  • Temporary Appointments (MLA)

    An interlocation transfer is considered temporary when an employee at one location, designated the Home location, accepts a position at another location, the Host location, for a period of twelve months or less, with the intention of returning to work at the Home location at the end of the this period.

    Interlocation payroll expense is transferred between locations by use of financial and budgetary transactions.  Interlocation payments occur between the locations, labs and Office of the President.  Approvals from both Home and Host locations are required in all instances before payment can be made.  Interlocation payroll expense and the associated benefits are charged to interlocation suspense accounts and transferred on a monthly basis to the financial control account of the appropriate location for allocation to the assigned funding source.

    UCSC is HOME: a UCSC employee accepts a temporary assignment at another UC location

    • The Temporary Interlocation Appointment Form (UPAY 560-T) originates at the other location (or Host location)
    • If the UCSC Payroll Office receives the UPAY 560-T from the Host location, it will be routed to the appropriate UCSC HR Office or Division for review and approval
    • Any necessary adjustments to UCSC appointments are made by the Home department or timekeeper
    • HR Offices and Divisions approve and route back to Payroll
    • Payroll will manage the Host appointment in PPS
    • Payroll will generate the appropriate financial transactions to "bill" the Host location as indicated on the UPAY 560-T

    UCSC is HOST: an employee from another location accepts a temporary assignment at UCSC

    • UCSC Hiring department contacts the Home location to obtain employee data for Home location portion of the Temporary Interlocation Appointment Form (UPAY 560-T)
      • This communication also alerts the Home location to any changes or adjustments that may need to be processed to accomodate the Temporary Interlocation Appointment with UCSC
    • Hiring department completes and approves the UPAY 560-T
    • Route to UCSC Payroll
    • Payroll will coordinate payment with the Home location's Payroll Office and will respond to all related financial transactions as detailed on the UPAY 560-T.

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  • One-Time Payment

    An interlocation one-time payment is required when an employee at one location (Home location) is eligible to receive a payment originating from another location (Host location) for an event or sevice of a short duration.  A one-time payment is paid from the Home location.

    UCSC is HOME: another location pays a UCSC employee for an even or service of short duration.

    • The Interlocation One-Time Payment Form (UPAY 644C-T) originates at the other location (Host location)
    • If UCSC Payroll receives the UPAY 644C-T from the other location it will be routed to the appropriate HR Office or Division for review and approval
    • HR Office or Division approves and routes back to Payroll
    • Payroll will manage the Host payment in PPS
    • Payroll will generate the appropriate financial transactions to "bill" the Host location as indicated on the UPAY 644C-T

    UCSC is HOST: UCSC pays an employee of another location for an event or service of short duration

    • Hiring department contacts Home location to obtain employee dat for Home location portion of the Interlocation One-Time Payment Form (UPAY 644C-T)
    • Hiring department completes Host location information
    • Route to UCSC Payroll
    • Payroll will coordinate payment with the Home location's Payroll Office will respond to all related financial transactions as detailed on the UPAY 644C-T

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  • Campus business policy references

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  • Before you start

    The hiring and re-hiring of Foreign Nationals is first processed through the GLACIER System to generate appropriate forms. Refer to the Payroll Coordinator Guide: Foreign Nationals for further details.

    After all GLACIER documentation has been completed, the HR representatives will perform the following:

    • Complete the hiring action in PPS (See PPS Manual for further details on PPS entry)
    • Complete a Foreign National Hiring Form and staple it on top of the completed non-resident alien payroll forms.

    Note: This process is critical so that documents are identifiable for audit purposes by the Payroll Office, and not merely directed to the file area.


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  • Necessary forms to submit

    Whenever a Foreign National is hired or re-hired into your department, submit these forms to Payroll:


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  • GLACIER features

    GLACIER is a secure, web-based Non Resident Alien tax compliance system that collects tax related information from Foreign Nationals receiving funds from the University of California at Santa Cruz.

    GLACIER determines:

    • Tax residency
    • Withholding rates
    • Income tax treaty eligibility
    • Stores and manages data
    • Generates management reports
    • Prepares tax forms and required statements

    Note: All Foreign Nationals receiving funds from the University must have a GLACIER record whether they are paid through Payroll or Accounts Payable.


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  • GLACIER benefits

    GLACIER provides the following benefits:

    • Provides foreign individuals with up-to-date information and support to assist them with complex tax matters
    • Reduces tax compliance burden on foreign individuals and University departments
    • Improves compliance with immigration and tax laws
    • Minimizes tax exposure in the event of an audit

    Central Payroll Office will continue to review documents, enter appropriate tax codes to PPS, and perform all year-end tax reporting functions


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  • Payments that require a GLACIER tax record

    GLACIER tax records are required for Foreign National Visitors in the following categories:

    • Visa types - A, B1, B2, E, F, H, J, K, L, O, P, TN, V, WB and WT
    • Pending U.S. Permanent Resident
    • Pending Refugee or Asylum status
    • Employment authorization card (EAD)

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  • GLACIER Process Roles

    There are three levels of access on GLACIER.

    1. Admin 1 is the System Administrator (Payroll)
    2. Admin 2 is the second highest level of access to GLACIER; an Admin 2 has access to:
      • Add New Individual Record
      • Review / Update Individual / Entity Records
      • Create / View / Print Reports
      • Review passwords and send email reminders to Users
      • View GLACIER Administration
      • Use the Tax Calculator
      • Responsible for adding and monitoring the test individuals for the trainee purpose in the GLACIER
      • Responsibility of Admin 2 to alert the Payroll Office Admin 1 of any changes in their payroll coordination for Admin 3 access
      • Responsible for Reviewing Glacier Reports monthly and contacting Foreign National Individual to update information in GLACIER
      • Resend Individual Access Information
    3. Admin 3 is the third highest level of access to GLACIER; an Admin 3 has access to:
      • Add Individual Passwords
      • Review Individual / Entity Records
      • Add certain Individual Records (only those they created)
      • View GLACIER Administration
      • Use the Tax Calculator

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  • GLACIER Check List of Tasks to Complete

    • Appointment Letter including notification of future GLACIER email.
    • Contact between HR unit and employee.
    • On Boarding: Employee brings GLACIER generated documentation.
    • Extension of Employment: When extending employment for foreign national individual please review updated information here (4.12-2 PPS Manual).
    • HR unit provides employee with required information (Initial Information Form or equivalent)
    • HR unit enters records into PPS.
    • HR unit forwards OEU paperwork & GLACIER documents to Payroll Office with the Foreign National Hiring Form stapled to the front.
    • HR unit follows up with employee regarding any outstanding issues.

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  • GLACIER training

    GLACIER Unit Administrators are required to complete the following trainings:

    After all trainings have been viewed, complete the required forms and fax to the Payroll Office.


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  • Postdoctoral: Hire Coding

    Title Codes

    The title of a Postdoctoral Scholar appointment is determined by the requirements of the funding agencies.

    • Title Code 3252: Paid through the payroll system; they are paid using DOS code REG.
    • Title Code 3253: Paid through the payroll system when awarded a fellowship or traineeship.
    • Title Code 3254: Paid directly from extramural agency.

    Applicable DOS Codes

    FEN Fellowships or scholarships paid through the payroll system to a Post Doctoral Fellow or paid directly to citizen or resident alien.
    FEL Fellowships or scholarships paid through the payroll system to a Postdoctoral Fellow or paid directly to Foreign Nationals.
    PDW Used for Postdoctoral Fellows appointed without salary regardless of citizenship code (similar to WOS)
    PDD Postdoctoral Fellows that receive a differential, bringing compensation up to the minimum established by the University.
    If a Fellow is receiving income from an outside agency that is less than the minimum established by the University, the University should provide differential pay to the Fellow.

    Retirement/FICA Coding

    Postdoctoral Employees (TC 3252):

    • Citizens and Resident Aliens will contribute to DCP, Medicare the Safe Harbor H/M.
    • Those who meet the criteria for participation in the coordinated retirement plan will be derived as U/E.

    Postdoctoral Fellow (TC 3253):

    • Not eligible for DCP Casual but will derive H/M to allow any non-postdoctoral payments to be eligible for DCP Casual as well as Medicare deductions.
    • Payment of postdoctoral stipends to Fellows must be using a new DOS code (FEN or FEL) in order to avoid DCP and Medicare deductions.

    Postdoctoral Paid directly (TC 3254):

    • Not eligible for DCP Casual, N/N

    Note: All three title codes are ineligible for UCRP with exception made for "grandfathered" postdoctorals that remain in the Post Graduate Researcher title code - 3240.


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  • Policy reference

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  • Before you start

    The information in this guide provides payroll policy and procedures to follow when an employee is separating from University employment.

    • A separation action occurs when an employee separates from University employment.
    • The separation process is determined by the type of employee who is separating.
    • When an employee is discharged or resigns, the separating employee is paid for time worked and accrued vacation.

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  • Policy and Background

    There are two types of separation: voluntary and involuntary.

    A voluntary separation from employment is:

    • retirement
    • the end of a limited-contract appointment, in which the end date of employment is established during the initial hire action.
    • employee elected separation, with notice.

    An involuntary separation from employment can be, but is not limited to, the following:

    • Employee resigns/quits without notice (less than 72 hours)
    • Employee is discharged

    When an unrepresented employee voluntarily separates from employment, the employee's final pay will be processed in the employee's next available regularly scheduled payroll compute cycle.

    Represented employees that voluntarily separate from employment will be reviewed on a case-by-case basis and will be paid in accordance with mandates set forth in each union contract, giving due consideration to payroll deadlines and policy. Please contact the Payroll Office at AB2410@ucsc.edu for guidance.

    Involuntary separations will be addressed as set forth in the California Labor Code Assembly Bill 2410: final pay for separating employees is due and payable immediately and is subject to the 72-hour rule when separation is involuntary.

    An AB2410 form must be completed and submitted to the Payroll Office to process final pay when the payroll compute cannot be utilized.

    Payroll must be notified of an involuntarily, separating employee(s) three days prior to the separation date. HR should report all time known when separation notice is given. Adjustments can be made in OPTRS after the final payment has been generated, if necessary.

    If it is difficult to determine whether or not a separation is considered voluntary or involuntary, please contact the Payroll Office at AB2410@ucsc.edu. Please include in your email:

    • Name of the employee
    • Employee's ID number
    • End date of employment
    • Terms of separation (lay-off, severance, etc.)
      • Many employees who are laid off, elect to retire. Time keepers must notify the Payroll Office of retirement actions if they are known at the time of separation; retirement changes the personnel action and the calculation of the employee's final net payment.

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  • Procedure for Compliance

    The key to success when an employee is separating is timely communication between the Unit Supervisors and the HR Teams. The HR Teams are responsible for the thorough review of Time and Attendance Records.

    HR Service Teams contact the Payroll Office for processing a Separation Payment AB2410 (PDF | Excel) request when the separation from employment is involuntary. The Payroll Office will determine and implement the appropriate course of action. The Payroll Office will advise HR of payment disbursement (elected direct deposit, mailstop or vendor check pick-up).

    • Please make sure all hours submitted on the Separation Payment AB2410 (PDF | Excel) are reviewed for accuracy.
    • A final paycheck may be issued through the AP Vendor check-write or through a regularly scheduled payroll compute.

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  • Completing the AB2410 Form

    • The Separation Payment AB2410 (PDF | Excel) details the hours or percentage of current time to be paid.
    • The Separation Supplement Payment AB2410 (PDF | Excel) details hours or percentage adjustments or payments for late time.
    • Time to be paid includes:

    Note: Only hours to be PAID are reported. Do not include leave balance adjustments on final pay document. VAC, VLA, SKL and SLA must be reported on the UPAY644E, Time Reporting Worksheet or Roster.


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  • Processing the Payment

    HR Service Teams must email the Payroll Office at AB2410@ucsc.edu to notify Payroll of the Separation Payment AB2410 (PDF | Excel) request. The Payroll Office will respond within two business hours* that the notification has been received and will consult with the unit at that time as to the proper method of payment and to determine how the forms will be sent to the Payroll Office (fax 9-3702, email attachment or hand-delivered).

    * Payroll Office hours are M-F 9am-noon

    After receiving instruction from the Payroll Office, the unit prepares the Separation Payment AB2410 (PDF | Excel). The form is then delivered to the Payroll Office as previously discussed. The Payroll Office must analyze the request and take prompt action to prevent issuing incorrect payments through a regularly scheduled payroll compute. Late requests put the University at risk for fines and penalties. The HR Service Teams must contact the Payroll Office when the request will be late, in order to make special arrangements.

    • The Payroll Office will manually calculate the final payment, including mandatory deductions and contributions.
    • Transactions will be prepared to charge the departmental expenditure account and to update the employee's earnings records with the final payment information.
    • The Payroll Office will determine the appropriate method to generate the payment (AP Vendor check-write, exception to the AP Vendor check-write or through a regularly scheduled payroll compute).
    • The Payroll Office will notify the HR Service Team when a check is generated and is, either ready for pick-up or ready for Campus Mail delivery.

    The Payroll Office adheres to the AP Vendor check-write process.

    • The deadline for processing the Separation Payment AB2410 (PDF | Excel) is 10:00am the day before the AP Vendor check-write.
    • Missing a deadline may require processing an exception to the AP Vendor check-write process. The majority of separations are planned events. It is the responsibility of supervisors to communicate to HR Personnel, and the HR Personnel to communicate to the Payroll Office in a timely manner, to allow ample opportunity to generate the final check in the most efficient manner so that the check may be presented to the employee on his/her final day.

    The HR Team completes the final wage payment process.

    • If Payroll determines and schedules final pay to be generated through the AP Vendor check-write process, the HR Service Team member will pick-up the employee's final check from the Payroll Office and distribute it to the employee at the place of discharge or where the employee works.
    • If Payroll determines that final pay will be generated through the regularly scheduled payroll compute, the payment will be issued according to the payroll production schedule. The final paycheck will be distributed according to the pay disposition code.
    • The separation action must be promptly entered into PPS per payroll deadlines: ending the appointment(s) and distribution(s), entering the separation date, separation reason and last day on pay status. If the EDB is open, process the separation action prior to sending AB2410 documentation to the Payroll Office. If the EDB is closed, process the separation on the first available "open" day. Issuing final pay to Active status employees is considered unauthorized pay and puts the University at risk.
    • The employee is provided with the Separating Employee Packet, including information on DCP Accumulation withdrawals.
    • Time reported on the AB2410 form that has also been reported on the roster or via CruzPay feed must be zeroed-out. Please annotate the AB2410 form noting whether HR will zero-out the transaction/s or to request that Payroll zero-out.

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  • Categories of Separating Employees

    The final pay policy to pay final wages/hours on the employee's regular payroll cycle applies to unrepresented employees who voluntarily separate from University employment and includes:

    • Employees who quit career positions to accept per diem positions.
    • Employees who resign prior to their appointment end date (early resignations).
    • Employees who are retiring.
    • Employees whose contract has expired.

    The final pay policy to pay via the AB2410 manual process applies to represented employees with contracts that define the terms of separation pay and employees who involuntarily* separate from University employment, including:

    • Dismissals
    • Layoffs
    • Employees who are receiving settlement or severance payments (*can be voluntary or involuntary).

    For information about severance pay and voluntary and involuntary termination benefits please refer to the Termination Benefits Guide. All payments described in the Termination Benefits Guide are subject to special processing via the AB2410 manual process.

    The final pay policy does not apply to employees who are transferring to other UC campus locations without a break in service. Please refer to the Interlocation Transfer Guide for more information about employees who are transferring to other UC locations.

    The final pay policy does not apply to expiring Academic or Student appointments, including appointees who leave campus prior to their appointment end date.

    The final pay policy does not apply to payments made upon death of a University employee. Refer to the Accounting Manual P-196-25 Payroll: Employee Death Payments for more information about the policy and procedures relating to payments made upon the death of a University employee.


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  • Consequences for Non-Compliance

    The University is at risk if the employee records (EDB) is not updated to reflect separation prior to the release of final payment checks. The University and the Payroll Office personnel are at risk for fines and penalties when the Payroll Office is not given sufficient time to respond to requests for final payment.

    • The HR Service Team communicates with employees about grievances and directs the employee to contact the Labor Board. The HR Service team notifies the Payroll Office by email about separation payment grievances.
    • Daily penalties may be assessed and include weekends and holidays for up to a maximum of 30 days wages.
    • Penalty payments are considered tax reportable income and are not subject to typical employment taxes (Federal and/or State withholding, etc).

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  • Special Situations

    There are instances when current month pay should be adjusted.  Contact the Payroll Office for guidance.

    • The Payroll Office consults with the Compensation Office for all retroactive wage implementations to ensure compliance with the mandates set forth in the California Labor Code and CA Assembly Bill 2410.
    • Contact the Payroll Office when an employee is discharged or quits during a time when retroactive wages are to be paid.
    • The University is obligated to comply with provisions of CA Assembly Bill 2410 when a separating employee does not provide their timesheet or does not respond to requests for information needed to process final payment.
    • Payment is for all wages known at the time of separation. The HR Service Team should use conservative estimates when final hours cannot be verified. Every effort must be made to pay an employee who quits without notice all unpaid wages within the 72-hours period. Any additional earnings are processed as additional pay adjustments through a regularly scheduled payroll compute.
    • When an employee is dismissed at the end of an investigatory leave, the HR Service Team consults with the Labor Relations Office to determine the most appropriate method to disperse final payment to the employee.
    • It is the responsibility of the HR Service Team to receive a request in writing when an employee requests that final payment be mailed to him/her.

    The California Labor Code includes a provision for separation payment requirements for the month of December. Employees separating in December, prior to campus closure, should be paid using the Separation Payment AB2410 Form and the employee's time should be zeroed-out on the UPAY644-E Time Reporting Worksheet.

    If an employee is losing employment and the payment date falls on a date when the employer is closed (Saturday, Sunday or a holiday), the final payment is to be dispersed on the next business day.

    Employees separating during the campus closure will be paid all pay due on the December monthly payroll cycle, issued the first business day of the new year. Be sure to submit the AB2410 Form to the Payroll Office as soon as the separation is known during the month of December to insure that payment can be processed before campus closure.


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  • Resources

    The policies that apply to this campus business procedure include:

    The method for processing separation actions is determined according to individual employee reason, circumstance, and timing.

    • Refer to UCSC Payroll Guides
    • Refer to OPTRS Manual/DOPE section/Separation from Employment Process.

    Staff separation processing is performed by:

    Academic separation processing is performed by:

    Student separation process is performed by the:


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  • Termination Benefits

    In general, termination benefits may be provided to an employee as a result of voluntary or involuntary early termination of services. Termination benefits are those that are over and above standard benefits (i.e., vacation pay, health care coverage, etc.) provided upon termination that are not provided by UCRP or the annuitant health plan.  The following are examples of termination benefits:

    • Health care coverage continuation
    • Expanded health care coverage
    • Expanded health care coverage not provided by UCRP annuitants
    • COBRA benefits paid by UCSC
    • Severance pay
    • Cash pay outs at, or following, termination, including annuity payments
    • Career counseling or job placement
    • Other payments such as moving expenses, attorneys' fees, damages and interest on back pay.

    Some of the benefits listed above exceed those provided under University policy and need to be approved as an exception or included in a settlement agreement approved by the Office of General Counsel.


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  • Voluntary Termination Benefits

    Voluntary Termination Benefits represent payments made to employees as:

    • an inducement to hasten the termination of services or
    • as a result of a voluntary early termination plan.

    The University's obligation to provide benefits for voluntary terminations or separations typically arises as a result of a bilateral agreement in which the University agrees to provide benefits in exchange for which the employee agrees to leave service earlier than he or she otherwise would.

    The following DOS codes for Voluntary Termination Benefits paid through PPS must be used instead of the base code SEV:

    DOS Code Description Usage
    VTL Voluntary Termination Lump Sum By-Agreement Settlement Payments, job placements, etc
    VTS Voluntary Termination Severance By-Agreement Severance
    VTR Voluntary Termination Regular Pay Regular Pay in monthly increments

    See DOS Section for further Details


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  • Involuntary Termination Benefits

    Involuntary Termination Benefits represents payments made to employees as a consequence of the involuntary termination of services. In contrast to voluntary terminations or separations, involuntary terminations result from a unilateral decision by the University, such as layoff. The conditions for involuntary terminations are outlined in personnel policy, which provides the basis for conveying these types of benefits to employees.

    For Involuntary Termination Benefits all of the following criteria must be met:

    • A plan of termination has been approved by those with the authority to commit the University to the plan
    • The plan has been communicated to the employee
    • Benefits can be estimated

    For Involuntary Termination Benefits paid through PPS, the following DOS codes must be used instead of SEV:

    DOS Code Description Usage
    ITL Involuntary Termination Lump Sum By-Agreement Settlement Payments, job placements, etc.
    ITS Involuntary Termination Severance By-Agreement Severance
    ITR Involuntary Termination Regular Pay Regular pay in monthly increments
    ITP Involuntary Termination Pay-in-Lieu Regular pay in monthly increments in-lieu of notice

    See DOS section for further details


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  • Description of Service (DOS) Code

    The following DOS codes are used for payment input (Paytran) only. The codes cannot be used as a distribution line in a PPS employee EDB record setup.

    By Agreement DOS Codes

    DOS Code Description Usage
    VTL Voluntary Termination Lump Sum Settlement Payment
    VTS Voluntary Termination Severance By-Agreement Payment
    ITL Involuntary Termination Lump Sum By-Agreement Settlement Payment
    ITS Involuntary Termination Severance By-Agreement Payment

    Rated DOS Codes

    DOS Code Description Usage
    VTR Voluntary Termination Regular Pay Pay in monthly increments
    ITR Involuntary Termination Regular Pay Pay in monthly increments
    ITP Involuntary Termination Pay-in-Lieu
    • Regular Pay in Lieu of notice
    • Employee does not have the option of Preferential Rehire rights
      or receiving Severance Pay.
    • Involuntary lay-off
    • At the HR Control Unit's discretion

    Additionally, the base DOS Code BYA can no longer be used to make either Voluntary or Involuntary Termination Benefits payments.


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  • Payments Outside of PPS

    For non-salary termination payments made throughout the year outside of the PPS system (ie, through the FAST office), the following object codes should be used to record the payments:

    • Termination Benefits -- Voluntary: Object Code 8770
    • Termination Benefits -- Involuntary: Object Code 8875

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  • ITP: Pay in Lieu

    Pay-in-lieu of notice is considered to be wages. A claimant is not eligible to receive unemployment compensation for the particular period following termination of employment for which payment was intended. A pay-in-lieu of notice (ITP) payment is subject to the same conditions as regular pay. Benefits will be based on the pay period end date representing when the employee actually left. Likewise, vacation and sick leave accrue based on the pay period end date.

    When to use ITP

    • Employee does not have the option of Preferential Rehire rights or Severance pay. Layoff is involuntary.
    • A Payment in-lieu of notice is used at the HR Service Team's discretion. It is not a mandated type of payment.

    How to use ITP

    • Separation date must be a projected date based on the agreement made with the HR Control Unit.
    • Appointment/Distribution end dates and last day on pay status must be the last day the employee actually works.
    • An AB2410 must be generated and distributed to the employee for the total owed (including projected wages) on employee's last working day.

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  • Example

    HR Control Unit offers a one month Pay-in-lieu of notice with the employee's last working day being July 15. The employee's record in PPS is updated as follows:

    • Separation date: August 15
    • Last day on pay status date: July 15
    • Appointment end date: July 15

    In this example, benefit coverage extends through September 30. The Separation Payment_AB2410: (Excel | PDF) is completed in the following way:

    • Line 1: Employee is paid as REG (regular time) for the percentage of actual time worked
    • Line 2: Remaining July hours are paid as projected ITP Pay-in-lieu for the percentage of work time left in July
    • Line 3: August projected ITP Pay-in-lieu is paid at the percentage of the month through August 15
    • Line 3: Terminal vacation paid must have an August 31 pay period end date. Vacation and sick leave are calculated based on the August 31 pay period end date.

    Separation

    The AB2410 check for all pay due is given to the employee on July 15.


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  • Required Backup

    For all payments involving termination benefits, we require backup sufficient to properly classify the payment, calculate net pay and apply appropriate benefits, deductions, etc. as agreed upon between both parties.

    In addition:

    For voluntary termination DOS codes (VTL, VTS, VTR) we are required to substantiate:

    • The employee accepts the offer, and
    • The amount of the liability can be estimated

    For payments made on voluntary DOS codes, separating unit must send Payroll the agreements as backup for all payments over 10K

    For involuntary termination DOS codes (ITL, ITS, ITR, ITP) we are required to substantiate:

    • A plan of termination has been approved by those with the authority to commit the University to the plan, and
    • That plan has been communicated to the employee, and
    • The amounts can be estimated.

    For payments made on involuntary DOS codes, separating unit must send Payroll the agreements as backup for all payments regardless of dollar amount.

    Send backup for all payments to the Payroll Accountant handling your case. The backup must be sent at the time that the payment was recorded (entered into OPTRS, AB2410 paperwork is prepared, faxed and added to timesheet).


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  • Resources

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  • Pay Cycle Conversion

    The University of California, Santa Cruz currently utilizes two primary pay cycles: Biweekly (BW) and Monthly (MO). Switching an employee’s primary pay cycle can impact leave accrual calculations and balances, elected benefit contributions and continuation, retirement, FICA derivation, and tax assessments. Because an employee’s primary pay cycle informs so many regulated reporting arenas, the timing of EDB update actions is critical when switching an employee’s primary pay cycle.

    When converting an existing employee from one pay cycle to the other, the effective date of the new appointment/s should be the first day of the new pay period. Current BW employees converting to MO will have new appointment start dates of the 1st of the month. Current MO employees transitioning to BW will have start dates that align with the beginning of the next quadri-weekly cycle.  The 20XX Pay Period End Dates with DOPE calendar lists the BW pay periods in each quadriweekly benefits cycle.

    If an effective date must fall outside these parameters, consultation with the Payroll Office is mandatory.

    All pay cycle conversion actions must be put into effect after the conclusion of one pay-cycle and before the compute of the new pay cycle. For example, if an employee is transitioning from the BW pay cycle to the MO pay-cycle, the employee must receive pay on the BW pay cycle until the close of the quadriweekly cycle to ensure proper contributions and deductions are assessed for the month.

    All EDB update actions must be performed during open periods of the current primary pay cycle. Please refer to Payroll Deadline Schedules.“Open Periods” can be defined as any day prior to and including the date in the “Last Day to Update EDB to affect final Roster and Cruz Pay Students” column.

    If a pay cycle conversion is being implemented due to an employee holding both academic and staff positions, consultation with the Academic Personnel Office (APO) is required prior to pay cycle conversion.  If you have not already consulted with APO, STOP and contact Cris Imai.


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  • Pay Cycle Conversion Samples

    Scenario One: BW to MO Conversion

    Jim Jackson received reclassification which changes his primary pay cycle from BW to MO.  The reclassification action is effective 11/01/2013.

    • End Jim’s BW appointment, effective 10/31/2013.
    • Create a conversion appointment on the BW cycle for 11/01 – 16/2013 by converting the new monthly rate of pay into an hourly rate:
      • $4,500.00 x 12 = $54,000.00 / 2088 = $25.86 conversion hourly rate
    • Establish the new monthly appointment and distribution on the MO cycle G-56, effective 11/17/2013.

    Scenario Two: BW to MO Alternate Effective Date Conversion

    Bonnie Bunny has a current biweekly appointment; she recently accepted an FLSA exempt position. The new appointment start date is 02/05/2013. The new appointment will result in a change of pay cycle for the employee: BW to MO.

    • Contact the Payroll Office for additional analysis and instructions.
    • End Bonnie’s biweekly appointment, effective 02/04/2013.
    • Create a conversion appointment on the BW cycle G-2A for 02/05 – 02/16/2013 by converting the new monthly rate of pay into an hourly rate:
      • Monthly rate x 12 months / 2088 working hours = hourly rate of pay
      • $2,000.00 x 12 = $24,000.00 / 2088 = $11.50 conversion hourly rate
    • Establish a new appointment and distribution on the MO cycle G-11, effective 02/17/2013.

    Scenario Three: MO to BW Conversion

    Sammy Slug is currently a MO employee; he recently reduced his working hours, which results in a change of his primary pay cycle. Sammy will begin working his new biweekly schedule, effective 3/17/2013.

    • End Sammy’s monthly appointment, effective 03/16/2013.
    • Establish the new biweekly appointment and distribution on the BW cycle G-1C, effective 03/17/2013.

    Scenario Four: Retro Reclass

    Rhonda Retro received reclassification which changes her primary pay cycle from BW to MO.  The reclassification action is effective 2/1/15, today is 3/25/15.

    • Consult the 20XX Pay Period End Dates with DOPE calendar and note that one biweekly pay cycle has computed for the current quadriweekly set, but not the other.
    • Schedule OEU update for after the second BW cycle computes on 4/2/15.
    • All retroactive adjustments to pay should be processed on the employees next regularly schedule cycle.  In this example, the next pay cycle is the MO for April.

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  • Damage Payments FAQs

    Q) Do the daily penalties include weekends and holidays?

    • A) Yes. The daily penalties include weekends and holidays for up to a maximum of 30 days pay.

    Q) Are penalty payments considered taxable wages? Are they considered covered compensation for UCRP?

    • A) Penalty payments are considered tax reportable income but are not subject to normal employment taxes (Federal & State withholding, Social Security, etc.). Therefore, penalty payments must be processed through Accounts Payable and tax reported on Form 1099. Penalty payments must not be processed through Payroll.

    Q) If a department incurs penalties, can the penalty payment be charged to contract and grant funds or State funds?

    • A) No. Penalty payments can not be charged to contract or grant funds or to State General Funds.

    Q) Are penalty payments considered covered compensation for UCRP?

    • A) Penalty payments must be processed through Accounts Payable and are tax reported on Form 1099.

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  • Incorrect Payments FAQs

    Q) When will the department expenditures account be credited?

    • A) The campus does not have authority to write off or forgive salary overpayment until all efforts to collect the debt have been exhausted.

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  • Separation from employment FAQs

    Q) If an employee has two appointments and only one appointment ends, does the procedure apply to the terminating employment?

    • A) No, when an employee holds two appointments at the same location and only one appointment ends, then the employee has not separated from the University.

    Q) Can a department extend an employee's appointment in order to obtain additional time to submit final hours worked?

    • A) No, a department should not change an appointment end date as a method of obtaining additional time to pay the employee.

    Q) Does California Assembly Bill 2410 apply to distributions of retirement funds?

    • A) No, California Assembly Bill 2410 only applies to wages, not to retirement funds.

    Q) Are employees working out-of-state- covered by this policy?

    • A) Yes, the policy applies to all University employees working out-of-state, including employees of the Los Alamos National Laboratory.

    Q) How does the law related to retroactive wages resulting from a collective bargaining agreement?

    • A) Determination is made on a case by case basis. Contact the Payroll Office when an employee is discharged or quits during a time when retroactive wages are to be paid.

    Q) Are employees that work out-of-state covered by California Assembly Bill 2410?

    • A) Yes, all University employees working out-of-state, including employees of the Los Alamos National Laboratory, are subject to the provisions of the Bill.

    Q) Does the AB2410 procedure apply to employees who terminate with the intention of being rehired within a few days? For example, career employees who are accepting per diem appointments are required to have at least a one-day break in service before being rehired.

    • A) Yes, if the termination is involuntary or otherwised covered in Termination Benefits. Employees who voluntarily quit their career positions to accept per diem positions are paid via the Payroll compute.

    Q) Does the AB2410 procedure apply to employees who have appointment end dates but who resign earlier?

    • A) Employees who resign before achieving their appointment end dates are paid via the Payroll compute. The definition of a voluntary quit includes early resignations.

    Q) Does California Assembly Bill 2410 apply to Inter-location Transfers?

    • A) No, employees who transfer from one campus to another without a break in service are not considered separating from University Service.

    Q) If an employee has two appointments and only one appointment ends, does the law apply to the terminating appointment?

    • A) No, an employee is only considered to be separating from employment when he/she has no active appointments.

    Q) If an employee retires from the University, does that represent a voluntary separation?

    • A) Yes, retirements are voluntary separations and all wages due are paid via the Payroll compute.

    Q) When a separating employee does not provide his or her timesheet or does not respond to requests for information needed to produce and deliver his/her final paycheck, is the University still obligated to comply with the payment provisions contained in the law?

    • A) Yes, departments must make every effort to pay an employee all unpaid wages. When the wages owed are in dispute or unknown, departments should pay all wages that are known to be due the employee. If the dispute can be resolved or when the hours can be determined, the department should pay the amount settled upon. If the dispute can not be resolved or the employee does not provide the necessary documentation, the department will have a reasonable defense if the employee seeks remedies over the disputed amount through the Labor Commissioner.

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  • Wages FAQs

    Q) Does the law apply to terminal vacation pay?

    • A) Yes, the code applies to ALL wages for labor performed.

    Q) Does the law apply to distributions of retirement funds?

    • A) No, the Code applies only to wages, not retirement funds.

    Q) Does the law apply to Senior Manager severance pay and other severance payments?

    • A) Yes, Senior Management and other forms of severance pay are considered wages and must be included in the employee's final payment.

    Q) Is the University obligated to process mandatory and voluntary deductions since the employee will not be paid on his /her primary pay cycle?

    • A) Yes, the employee is entitled to his/her normal deductions. Consequently, the Payroll Office will manually withhold mandatory and voluntary deductions.

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  • Where to get help

    Contact the following offices for questions related to:


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