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Payroll Coordinator Guide

Big changes are underway in Payroll due to UCPath. These resources are being updated to accommodate. Check back soon!

You can find more information and links to UCPath specific resources through the main Payroll Resources page.
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  • Incorrect Payment Summary

    Incorrect pay is discovered one of four ways:

    1. Payroll Audit of Confirm queries/reports
    2. HR or Divisional audit of time and attendance records
    3. Employee notification
    4. UCPath 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 through payerr@ucsc.edu.

    Errors in pay that are discovered prior to the confirm for the affected period should be corrected immediately. Contact payerr@ucsc.edu for pre-confirm support when errors are discovered during "closed" periods of the affected cycle.​


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  • Overpayments

    In an overpayment situation, the method of correction is determined on a case-by-case basis. To begin the overpayment process, please send an e-mail to payerr@ucsc.edu.

    • Subject: Overpayment Last Name PPE
      • Example Subject Line: Overpayment Smith 12345678 4/4/20
    • Body/Text to include:
      • EID and Name
      • Pay cycle / Slices
      • Error in pay
      • Reason for overpayment
        • ​Example: Smith, John, 12345678 was overpaid by 12 hours for pay period ending 4/4/20: 4/1/20 - 8hrs, 4/2/20 - 4hrs. The employee reported Leave No Pay but the timesheet was marked DNE.

    The Payroll Office will respond within 24 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 timekeeper. 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 the employee. Detailed instructions will be provided in each letter.

    Overpayments that are the result of monthly arrears time-reporting should be corrected on the employee's next regularly scheduled pay cycle and do not require consultation with the Payroll Office. However, if an amended timesheet is submitted, please consult with the Payroll Office at payerr@ucsc.edu​.

    OverPayments Under 50%:

    The Payroll Office will prepare and send a letter to the employee containing a billing notice, repayment options, amounts and tax implications and a consent indicator. Once consent has been received, the recovery will be processed through SC.TA.02 Time & Attendance Adjustments or SC.PY.01 One Time Payments. The Payroll Office will require “slices” by day from the timekeeper and will submit these entries via manual I181 or I618 files or via ammended CruzPay records. The Payroll Office will keep timekeepers updated on recovery efforts.

    Overpayments 50% or Greater:

    The Payroll Office will submit a case to UCPath. The UCPath Center will provide a letter containing a billing notice, repayment options, amounts and tax implications and a consent indicator to the Payroll Office which will, in turn, be disbursed to the employee. The Payroll Office is responsible for working with UCPath to process the overpayment. The Payroll Office will keep timekeepers updated on recovery efforts.

    The process ends when the full amount of the overpayment has been recovered and the individual’s earnings records are adjusted accordingly. Please note that overpayments that are not recovered during the tax year in which they occurred, may be subject to modification and net-to-gross recalculation.


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  • Permanent Interlocation Transfers

    When an employee transfers without a break in service, for one (1) year or more, from one UC campus to another, the action is termed an Interlocation Transfer.

    OUTGOING interlocation transfers are employees transferring from the Santa Cruz campus to another location.

    INCOMING interlocation transfers are employees transferring to the Santa Cruz campus from another location.

    Before Process Begins

    • The employee has notified SHR or their academic division of their transfer and there is no break in service.
    • During the job offer process and termination process, SHR and Academic Divisions will proactively ask if an employee is planning on transferring to another campus or is originally from another campus.
    • SHR and Academic Divisions will coordinate directly with other locations regarding specific transfer information such as transfer dates, probation status considerations, etc.

    Incoming Transfers

    • A position exists in UCPath and recruitment activities (if applicable) have occurred.
    • Incoming transfers will complete paperwork as applicable (with the exception of the I-9 and oath). Incoming transfers are not eligible for a new PIE.
    • AFor employees who transfer from a PPS location to UCSC, payroll tax and leave balances including sabbatical will be indicated on UFIN301 by the originating location and will be provided when processing the hire in UCPath.

    Outgoing Transfers

    • For outgoing transfers, final pay will be processed on the employees’ regular pay cycle and will not be submitted through SC.PY.03 Final Pay.
    • If an employee is transferring from an accruing position to a non-accruing position, the timekeeper will process any compensatory time (CTO) payout through SC.TA.01 Time & Attendance Processing or vacation payout through SC.PY.03 Final Pay.
    • All overpayments are handled prior to the transfer of the employee. UCSC is responsible for negotiating a repayment schedule, this will be addressed in SC.PY.06 Overpayment Recovery.

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  • Temporary Appointments (MLA) and One Time Payments

    Multilocation 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 for the HOME location at the end of this period.

    One Time Payment (OTP): A one-time intercampus 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 service of a short duration. A one-time payment is paid from the Home location.

    Job details for both the MLA and OTP must be approved by both HOME and HOST locations before payment can be submitted.

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

    • The MLA form (UPAY 560-T) is completed and approved by the HOST location.
    • If the UCSC Payroll Office receives the MLA form from the HOST location; it will be routed to the appropriate UCSC HR Office for review and approval.
    • Any necessary adjustments to UCSC appointments are made by the Home Division or SHR.
    • HR Offices approve and route back to Payroll.
    • The Payroll Office will return the fully approved MLA form to the HOST location for pay processing.

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

    • UCSC Hiring department contacts HOME location to obtain employee data for HOME location portion of the Multilocation Appointment Form (UPAY 560-T)
      • This communication also alerts the HOME location to any changes or adjustments that may need to be processed to accommodate the MLA with UCSC.
    • Hiring department completes and approves the MLA form.
    • Route to UCSC Payroll.
    • The Payroll Office will obtain final approval from the HOME location and return the fully approved MLA to HR Offices for pay processing.

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