UCPath: the new payroll/personnel system coming in Fall 2018

by Simeng (Karen) Li, International Peer
Thursday, June 28, 2018 8:53 AM

UCPath​​, the new system for Payroll, Academic Personnel, Timekeeping and Human Resources​, goes live at UCSB​ ​this Fall. UCPath replaces our current payroll system and will be available to all UCSB employees in early October.

What is UCPATH?
UCPath is a UC-wide initiative to align payroll, academic personnel, timekeeping and human resources for all UC employees and to replace the UC’s nearly 40-year-old payroll/personnel system (PPS) with new, more powerful technology, streamlined processes and a shared service center.

Why are we doing this?
PPS is outdated, expensive to maintain, and inadequate to support our complex business requirements. Upgraded technology and better, more consistent business practices are needed to strengthen our foundation and ability to accommodate future growth.

What do graduate student employees need to know?
(1) Paychecks will no longer be issued on or delivered to campus. 
For anyone who is not using direct deposit, a paper check will be issued by the UCPath Center on payday and sent via US mail to the home address on file, arriv​ing sometime after payday. Enroll in direct deposit before July 2018 if you do not want to receive your check by mail when UCPath goes live. This is also a good time to sign up to receive your W-2s electronically.
(2) Your paycheck and pay notices will look different. 
The UCPath system uses industry-standard, automated calculations for deductions and withholdings, making them consistent across all UC locations. Because of this, your before- and after-tax deductions may be shown in a new order or be named differently. When you receive your first paycheck issued under the new system, review your deductions and contact the UCPath Center via the UCPath portal if you have any questions.
(3) In 2018, employees may receive two W-2s.
Because we are transitioning to UCPath mid-year, all employees who worked both before and after October 1, 2018 will receive one W-2 from AYSO/PPS and one from UCPath for 2018. In 2019 and beyond, employees will receive one W-2 from UCPath; employees will continue to be able to access W-2s for 2018 and before via AYSO.
(4) Increased self-service via the UCPath portal. 
Much like other user-friendly online banking and shopping sites you may already be using, with the UCPath Employee Self Service portal you will have direct, web-based access to view and update your personal information for employment purposes, such as home and mailing address and direct deposit information​ (accessible 24/7 from your desktop, tablet and smartphone). Watch a brief demonstration of the UCPath Employee Portal and the UCPath Manager Portal.
(5) Less on-campus payroll consultations. 
All UC employees will need to contact the UCPath Center for routine payroll questions using the UCPath portal. Located in Riverside, the UCPath Center will be the transactional hub for many of these procedures, serving all the universities’ more than 200,000 employees from each of the campuses, and medical and research facilities. Learn more about the UCPath Center. You should continue to contact your department directly with urgent or complex questions regarding your pay.

What you can do now to prepare?
Enroll in direct deposit and sign up for electronic delivery of W-2s to avoid having these documents delivered via U.S. mail to your home address on file. Instructions for how to enroll using our current system can be found on the Business and Financial Services website.

Want to learn more?
Submit questions and find FAQ answers and project information, including downloadable guides, on the UCPath at UCSB website.