Kissflow – A New Way to Submit Payroll Requests
Payroll Services is transitioning current webforms and other non-webform submission processes to Kissflow, a new centralized platform for submitting and processing Payroll requests.
This implementation will take place in four phases between September and December 2026, with forms transitioning to Kissflow based on their function, business requirements, and priority.
Also see Kissflow Implementation Campus Communication (PDF) and Kissflow Project FAQs.
Why Now?
The transition to Kissflow is connected to the campus website hosting update from Drupal 7 to Drupal 11. The Drupal upgrade is necessary to support current security and accessibility requirements, including applicable legal requirements. As part of this transition, the campus must move away from the existing Webforms platform by December 2026.
Why Kissflow?
Instead of navigating multiple submission methods, requesters will have more consistent and streamlined experience for submitting Payroll requests. Kissflow will provide Payroll Services and campus requesters with:
- One-stop shop: Centralized online access to Payroll forms.
- Streamlined processes: Standardized submission and workflow processes.
- Process tracking: Greater visibility into the status of submitted requests.
- Process transparency: Clearer visibility for campus users and stakeholders.
- Improved efficiency: More consistent routing, processing, and handoffs.
- Metrics and reporting: Ability to track forms received, returned for additional information, completion times, and transaction information.
- Audit documentation: Consolidated documentation to support audit and compliance needs.
- Internal handoffs: Improved coordination while preserving segregation-of-duty requirements.
- Workflow visibility: Greater visibility into where requests are within the process.
- Custom notifications: Automated email notifications based on the request and workflow.
When is The Change?
Because Payroll forms have different requirements, audiences, and business priorities, implementation will occur in four phases rather than all at once.
Functional training, job aids, and other resources will be provided before each phase goes live. Office hours will also be available after each Go Live to help requesters transition to the new process. Payroll Services will provide additional phase information at each individual phase level.
Phase 1 - 09/14/26 Training, 09/21/26 GO LIVE
Forms [Access]
- Payroll Services Inquiry [Public]
- Handshake Employer Account for Department [Public]
- Handshake Student Job Posting Request [Public]
- Cal Fresh Verification of Employment [Public]
- TRS Mass Replace Supervisor [Public for Staff & Student Forms, Authenticated User for Academic Form]
- TRS Supervisor/Approver Update [Public for Staff & Student Forms, Authenticated User for Academic Form]
- UCPath Reports To Update [Authenticated User]
- UCPath Work Location Update [Authenticated User]
- Student Federal Work Study Contract Submission [Authenticated User]
- Fund Change [Authenticated User]
- Salary Cost Transfer (SCT) / Benefit Cost Transfer (BCT) [Authenticated User]
- Position Management [Central Office - Human Resources Compensation Only]
- Leave of Absence (LOA) [Central Office - Human Resources Leaves Only / Central Office - Academic Personnel Office Leaves Only]
- HR Incentive Program [Central Office - Human Resources Talent Acquisition Only]
- Payroll Records Request [Central Office - Legal Affairs/Records Management Only]
Phase 2 - 10/08/26 Training, 10/19/26 GO LIVE
Forms [Access]
- Additional Pay [Authenticated User]
- Damage Payment [Authenticated User]
- Short Work Break (SWB) [Authenticated User]
- Post Doc Anniversary Update [Authenticated User]
- Imputed Income [Central Office - Tax Services Only]
- Taxable Relocation Reimbursement [Central Office - Travel Office Only]
- Child Healthcare Premium Reimbursement Request [Central Office - Academic Personnel Office Only]
- Child Care Assistance Reimbursement [Central Office - Academic Personnel Office Only]
Notice: Role-Based Training coming soon for identified authenticated users.
Phase 3 - 11/09/26 Training, 11/16/26 GO LIVE
Forms [Access]
- New Hire/Rehire and Intake Request [Authenticated User]
- Concurrent Hire Request [Authenticated User]
- Contingent Worker - Intake Request [Authenticated User]
- Contingent Worker - Extended/End [Authenticated User]
- Job Data Changes [Authenticated User]
- Hiring Event [Payroll Services Only]
- Merced Faculty Association [Designated Official]
Notice: Role-Based Training coming soon for identified authenticated users.
Phase 4 - 11/16/26 Training, 12/02/26 GO LIVE
Forms [Access]
- DC Forms (Data Collection only) [Authenticated User]
- Separation (Tentative DC Form only) [Authenticated User]
- Summer Salary-ACR 2024 & Prior [Authenticated User]
- Summer Salary-ACR 2025 & Onward [Authenticated User]
- Summer Salary-ACS (Non-Senate Faculty) [Authenticated User]
- Summer Salary-ACS (Faculty) [Authenticated User]
- Summer Salary-ACA (Faculty) [Authenticated User]
- Summer Salary Misc Comp (Faculty) [Authenticated User]
- Overpayment Request [Payroll Services Only]
Notice: Role-Based Training coming soon for identified authenticated users (Separation and DC forms).
Attention: Summer Salary Coordinators will be trained on Summer Salary forms January 2027.
What to Expect?
- Communication (generic) to campus on Kissflow Implementation by phase.
- Communication (detailed) to Chief Administrative Officers, Division Partners, Central Offices, and Campus Identified Users.
- Training (role based) for authenticated requesters as idenfiefid by Chief Administrative Officers.
- Resources & Job Aids will be made available to authenticated requesters (inluding basic navigation).
- Support for authenticated requesters on system functionality during Office Hours hosted by Kissflow Administrators.
- Continous Improvements - Community of Interest quarterly meetings in 2027
