Payroll Services has tailored the following job aids to assist employees and campus representatives navigate the different payroll processes.
Quick Links
- General
- UCPath System
- Chart of Accounts
- Time Reporting System (TRS)
- Workforce Onboarding Hub (WOH)
- Student Employment Services (SES)
- Understanding Your Income & Taxes
GENERAL
Payroll Roles and Responsibilities Matrix Accessible PDF
Payroll Roles and Responsibilities Matrix PDF
This document is a matrix that outlines, by Payroll areas, key roles and responsibility by group (Employee, Unit and Payroll Services). While these have been the working practices of the campus, we have documented for reference to enhance transparency regarding shared processes.
Understanding the Payroll Separation Process Accessible PDF
Understanding the Payroll Separation Process PDF
Use this job aid to review the answers to some of the most commonly asked questions related to the Separation Process. This job aid applies to all employees (staff, student and academic). For information on when an employee can expect final wages to be paid upon separation, see the Termination & Final Pay page.
Understanding Payroll Timekeeping Requirements for Separating Employee Accessible PDF
Understanding Payroll Timekeeping Requirements for Separating Employee PDF
Use this job aid to review the time keeping requirements for Separating Employees.
Separation Due to Retirement Matrix 2025 Accessible PDF
Separation Due to Retirement Matrix 2025 PDF
Use this job aid to review last date work and separation effective date for employees separating due to Retirement.
ASE and GSR Separation Template and TRS Requirements Matrix Accessible PDF
ASE and GSR Separation Template and TRS Requirements Matrix PDF
Use this job aid created by Payroll and APO to review last day worked and separation effective dating for ASE/GSR
Submitting a Location Code Update in UCPath Request Accessible PDF
Submitting a Location Code Update in UCPath Request PDF
The purpose of this document is to provide instructions on how to request a new location code or update a code in UCPath.
Completing and Submitting an SCT/BCT Request Accessible PDF
Completing and Submitting an SCT/BCT Request PDF
Use this job aid to understand the background of Salary Cost Transfer and Benefits Cost in UCPath. Details on how to gather required field from Distribution of Payroll Expense (DOPE) and translate to SCT/BCT template and submit the SCT/BCT webform to Payroll Services is described in detail. Requests for Payroll Expense Transfers (Direct Retro/Salary Cost Transfer/Benefit Cost Transfer) for Prior Fiscal Years (closed fiscal years) or greater than 120 days (From Account Dater) require approval from the Controller Unit. This can be obtained through the ServiceNow Ticket for General Accounting: Accounting Guidance, select Information and Guidance from the drop down menu. Once you have obtained this approval, you can attach to the payroll form as an attachment to the request.
UCPath Personal Org Summary Inquiry Accessible PDF
UCPath Personal Org Summary Inquiry PDF
Use this Job Aid to view all current organizational relationships for an Employee, Contingent Worker (CWR) and/or Person of Interest (POI). This page displays historical and future-dated employment details, including job assignments, future-dated hire dates, and FTE changes across all locations. This should be done before hiring an employee.
UCPath Workforce Administration - Job Summary Inquiry Accessible PDF
UCPath Workforce Administration - Job Summary Inquiry PDF
Use this Job Aid to view a summary of an employee’s job information including current, future and historical data using the Workforce Job Summary page
UCPath Workforce Administration - Job Data Inquiry Accessible PDF
UCPath Workforce Administration - Job Data Inquiry PDF
Use this job aid to help you navigate the Job Data Inquiry which allows users to view an employee’s job-related information such as work location, job information, job labor, payroll, salary plan, and compensation.
UCPath Workforce Administration - Understanding Compensation Frequency Accessible PDF
UCPath Workforce Administration - Understanding Compensation Frequency PDF
Use this job aid to understand how compensation frequency and comp rate codes work together in UCPath. This job aid includes scenarios and screenshots for Students, Staff and Academic. Academic scenarios include detailed information to help navigate common scenarios. Also see the UCPath Benefit Administration Eligibility Configuration Fields PDF to understand the Benefits Program Participation codes.
UCPath GL Administration - Benefit Cost Transfer Inquiry Accessible PDF
UCPath GL Administration - Benefit Cost Transfer Inquiry PDF
Use Job Aid guide to navigate to Inquiry Benefit Cost Transfer (BCT) page in UCPath.
UCPath GL Administration - Cost Transfer Inquiry Accessible PDF
UCPath GL Administration - Cost Transfer Inquiry PDF
Use this Job Aid guide to navigate to the Cost Transfer Inquiry screen and review Salary Cost Transfers (SCT) and/or review DR Transactions (Direct Retro) in UCPath. Also, includes helpful resources to promote understanding of information displayed on UCPath pages.
UCPath GL Administration - Funding Entry Inquiry Accessible PDF
UCPath GL Administration - Funding Entry Inquiry PDF
Use this Step-by-Step guide to view Position level funding information using the read only Funding Entry Inquiry page in UCPath. Also, includes helpful resources to understanding funding in UCPath. UCPath Center has a 20 min high level overview in UC Learning Center (Requires UC Merced NetID).
UCPath Cognos DOPE Report R-268 Accessible PDF
UCPath Cognos DOPE Report R-268 PDF
Use this Step-by-Step guide to navigate to Distribution of Payroll Expense (DOPE) Report in UCPath Cognos. Also, includes helpful resources to promote understanding of Search Report Parameters and provides definitions of column headers to promote clarity of data available in report. Historical Data (dating back to January 2018) is available by contacting the Assistant Controller, Kelli Maxey at kmaxey@ucmerced.edu.
UCPath Cognos Reports Navigation Accessible PDF
UCPath Cognos Reports Navigation PDF
Use this Job Aid to learn how to navigate to UCPath Cognos Reports.
UCPath Cognos Reports Catalog (Excel)
This is the current list of UCPath Cognos Reports. Document provides the UCPath Cognos folder name, folder abbreviation, report type, and description.
UCPath Earnings Code Configuration Accessible PDF
UCPath Earnings Code Configuration (PDF)
The UCPath system utilizes Earn Codes to categorize payroll expenditures. The primary purpose of this Job Aid is to provide a complete list of all Earn Codes available in the UCPath environment, the description of the code, and whether the code can be used with salaried or hourly pay. Additionally, this listing provides information by Earn Code to determine other benefit costs/assessments: Composite Benefit Rate (CBR), Leave Accrual, General and Employee Liability (GAEL), and the UCRP Supplemental Interest.
UCPath Earn Code List (Excel)
Use this list to review the available UCPath Earn Codes. Headers included are Earnings Code, Description, Effective Date, Allowable Employee Types, and Payment Type.
UCPath LMS Courses Accessible PDF
UCPath LMS Courses PDF
List of UCPath Courses available on the UC Learning Center/LMS.UCPath Center offers some UCLC LMS E-courses to support campus based users.These are high level basic courses to provide basics in navigation and enhance overall understanding of the UCPath System. Log into UC Learning Center/LMS (UC Merced NetID required) and find a course from the home page by selecting "Find a Course" and searching "UCPath".
UCPath PathPal Overview (Watch Tutorial Video, 3:15)
PathPal helps employees and managers quickly find information and guidance for common UCPath self-service tasks directly within the UCPath portal. Users will receive step-by-step instructions and links to official UCPath job aids, making it easier to locate needed resources.
Submitting a Chart of Accounts Change Request Accessible PDF
Submitting a Chart of Accounts Change Request PDF
Use this job aid to understand the Department Change Request process. The document provides instructions on what to do to request departmental changes to the Chart Account Organizational Hierarchy to Update a Chart of Account Segment, or Move, Add, Rename, Reactivate, Inactivate a Department. Information is fed from Oracle into UCPath.
Common Chart of Accounts - COA (PDF) Accessible PDF
Common Chart of Accounts - COA PDF
Use this job aid to understand the Systemwide CCOA, UCPath GL Chartfields and the UCM COA labels use and how that translates to our local Chart of Account Segments.
UC Merced COA Master Values (Oracle Enterprise Structure Report)
Visit the Accounting in Oracle to view the UC Merced chart of accounts enterprise structure. It includes the listing of chart segment values that is sent from Oracle to UCPath Center. Questions related to chart of account values should be direct UC Merced Financial and Accounting Services.
UC Merced Local Account Mapping (PDF)
Use this Job Aid to understand how the Account Segment in the chart string is defaulted through configuration for UCPath Salary and Wages.
Overview of COA and Chart String Segment (PDF)
Visit the Accounting in Oracle webpage for an overview of the Oracle Financials Chart of Accounts (CoA) and Chart String Segments.
TRS FAQs Accessible PDF
TRS FAQs PDF
This job aid lists the frequently asked questions related to timekeeping, alternative work schedules, and supervisor roles and responsibilities in TRS.
TRS Timekeeping FAQs for GSR and ASE Acccesible PDF
TRS Timekeeping FAQs for GSR and ASE PDF
This job aid lists the frequently asked questions related to timekeeping for Graduate Student Researchers (GSRs) and Academic Student Employees (ASEs)
TRS Timesheet Status & Icons Accessible PDF
TRS Timesheet Status & Icons PDF
This job aid list the timesheet status and various clickable icons that Employees, Supervisors, and Department Time Administrators may see while navigating TRS.
TRS Employee - Biweekly Timesheet Submission Accessible PDF
TRS Employee - Biweekly Timesheet Submission PDF
This job aid guides Biweekly Employees (NonExempt) through the process of creating, reporting work and/or leave hours, submitting, and recalling a timesheet.
TRS Employee - Biweekly Timesheet Submission (Spanish) Accessible PDF
TRS Employee - Biweekly Timesheet Submission (Spanish) PDF
Utiliza esta guía de paso por paso en cómo enviar tu hoja de tiempo a tu supervisor.
TRS Employee - Monthly Timesheet Submission Accessible PDF
TRS Employee - Monthly Timesheet Submission PDF
This job aid guides Monthly Employees (Exempt) through the process of creating, reporting leave hours taken/not taken, submitting, and recalling a timesheet.
TRS Employee - Reporting ERIT Hours Accessible PDF
TRS Employee - Reporting ERIT Hours PDF
This job aid guides an employee participating in the Employee Initiated Reduction in Time Program how to report time in their TRS timesheet.
TRS Supervisor - Role & Responsibilities Accessible PDF
TRS Supervisor - Role & Responsibilities PDF
This job aid list the roles and responsibilities of a TRS Supervisor/Approver.
TRS Supervisor - Returned Timesheet From DTA Accessible PDF
TRS Supervisor - Returned Timesheet From DTA PDF
This job aid guides a TRS Supervisor/Approver on what to do when receiving the email notification TRS Notification of Returned Timesheet From DTA.
TRS Supervisor - Timesheet Review and Approval Accessible PDF
TRS Supervisor - Timesheet Review and Approval PDF
This job aid guides a TRS Supervisor/Approver through the process of reviewing, approving, editing, creating a timesheet.
TRS Supervisor - Edit Timesheet for Employee Accessible PDF
TRS Supervisor - Edit Timesheet for Employee PDF
This job aid guides a TRS Supervisor/Approver through the process of editing a timesheet on behalf of an employee.
TRS Supervisor - Notification Opt-In Accessible PDF
TRS Supervisor - Notification Opt-In PDF
This job aid guides a TRS Supervisor/Approver through the process of opting-in to receive an email when employees submits their timesheet prior to the due date.
TRS Supervisor - Recall Employee Timesheet from DTA Accessible PDF
TRS Supervisor - Recall Employee Timesheet from DTA PDF
This job aid guides a TRS Supervisor/Approver through the process of requesting that the Department Time Administrator (DTA) return an employee's timesheet.
WORKFORCE ONBOARDING HUB (WOH)
New Hire On Boarding Template (Word Doc)
If you are a Supervisor looking for a standard template to use to keep track of on-boarding activities, click link to download this template to customize for your departments needs.
Understanding the New Hire Onboarding Process Accessible PDF
Understanding the New Hire Onboarding Process PDF
If you are a Hiring Manager and don't know where to start, use this job aid to help you navigate the process to successfully onboard your new hire to the University. This applies to all employee types.
Understanding New Hire - Claim UCNet ID and DUO Accessible PDF
Understanding New Hire - Claim UCNet ID and DUO PDF
If you are a new hire looking for How To claim your UCM Net ID or Enroll in DUO see the job aid for more details.
Understanding New Hire - Role of the Office of International Students and Scholars - Work Authorization Accessible PDF
Understanding New Hire - Role of the Office of International Students and Scholars - Work Authorization PDF
If you are a nonimmigrant student, scholar, staff and faculty member or a hiring manager for one and you are looking for assistance with Work Authorization you will need to work with the International Students and Scholars Office. Learn more by reading the job aid.
Payroll Services Form I9 Training Accessible PDF
Payroll Services Form I9 Training PDF
Use this document to understand the Form I9 background, requirements, guidance.
STUDENT EMPLOYMENT SERVICES (SES)
Difference Between Student Career Services vs Student Employment Services Accessible PDF
Difference Between Student Career Services vs Student Employment Service (PDF)
Use this job aid to understand the differences between service offerings of Student Employment Services and the Student Career Services. Includes helpful quicklinks.
UNDERSTANDING YOUR INCOME & TAXES
Understanding Your Paycheck Stub Accessible PDF
Understanding Your Paycheck Stub PDF
Use this document to help you understand your earning statement/paycheck stub.
Understanding DCP Accessible PDF
Understanding DCP PDF
Use this document to help you understand the Defined Contribution Plan (DCP), a savings plan that allows participants to accumulate tax‐sheltered money for retirement.
Understanding OASDI Accessible PDF
Understanding OASDI PDF
Use this document to help you understand the Social Security's Old-Age, Survivors, and Disability Insurance (OASDI) program.
Understanding Imputed Income Accessible PDF
Understanding Imputed Income PDF
Use this document to help you understand Imputed income, the taxable value of a benefit paid by an employer, which is added to the employee’s gross, taxable income, but is not included in the net pay.
Understanding Supplemental Wages Accessible PDF
Understanding Supplemental Wages PDF
Use this document to help you understand Supplemental wages, additional compensation (wages) to an employee that are not considered their “regular wages".
Understanding the Overpayment Process Accessible PDF
Understanding the Overpayment Process PDF
Use this document to help you understand the Overpayment Process.
Understanding Your W2 Accessible PDF
Understanding Your W2 PDF
Use this document to help you read your W-2. To retrieve your UCPath W-2 statement, visit UCPath online. In the Income and Taxes dashboard, click View Online W-2/W-2c.
