Overview

When an employee changes pay frequency on the same Empl Record and Position Number, hours from the previous pay frequency cannot be processed through Campus Ecotime. You will need to submit an Off-Cycle Pay Request.

Critical Concepts

You will receive an email from Central Core Payroll with employees who were on the I-181 error report. This is an error report from UCPath listing all the hours submitted through Campus Ecotime that could not be processed. You will need to submit an Off-Cycle Pay Request (E-078) for these hours.

For additional guidance on how to submit an off cycle pay request please review:

Job Aids:

• How to Request Off-Cycle Pay for Exempt Employees
• How to Request Off-Cycle Pay for Non-Exempt Employees

UPK:

• Submit Off-Cycle Pay Request
  
  

Steps to Take

Off Cycle Request

1. Log in to UCPath and navigate to: PeopleSoft Menu > UC Customizations > UC Extensions > Self Service Transactions Links
   
   
2. Click on the Payroll Request link.
   
   
3. From the Payroll Request drop down menu, select Off Cycle.
   
   
4. The Reason field and search criteria fields appear.
   
   
5. From the Reason drop down menu, select No Pay Sub No Access Time Rpt.
   
   
6. Enter the Empl ID and click the Get Employees button.
   
   
7. The system displays the search results at the bottom of the page. If the employee has multiple Empl Records, the system displays a list of all the Empl Records.
   
   
8. Click on the name link for the correct Empl Record.
   
   
9. Notice that the Transaction ID field displays NEW. When you successfully complete all required fields and submit the request for review and approval, the system automatically assigns the ID number.
   
   
10. On the Earnings Tab enter in the REG hours. If the employee has changed from a biweekly pay frequency to a monthly pay frequency, you will notice that the Salary % field appears and the Hours field becomes view-only (input 1 in the Salary % field as a place holder)
11. Use the Leaves Tab to enter hours for any absence earn codes. You will notice that there are pre-populated blank rows in the Leaves Tab, these blank rows correspond to the rows in the Earnings Tab. Do not enter anything into these blank rows. Click the + button and create new rows for the absence earn codes you need to enter.
    
    
12. After you are finished entering your rows in the Leaves Tab, you will notice that there are blank rows that populated on the Earnings Tab that correspond to the rows in the Leaves Tab. The total number of rows in the Earnings Tab should equal the total number of rows in the Earnings Tab. The total number of rows should equal total number of rows that were rejected on the I-181 for the employee.
    
    
13. Once you have reviewed the data for completeness and accuracy, you will need to click on the Initiator Comments field and enter:
    
    
    1. For BW to MO include the following details:
       
       
       1.  BW pay group
       2. The hours and earnings dates they need to be paid for on their BW position
       3. The hourly rate
       4. Gross amount due
       
       
    2.  For MO to BW include the following details:
       
       1.  MO pay group
       2. The hours and earnings dates they need to be paid for on their MO positions
       3. Gross amount due
       
       
14. For employees who also had a change in department check the Override ChartField Values Box and enter the Chart Field value of the previous department or you will need to do a direct retro.
    
    
15. Click the Submit button and a unique Transaction ID will appear at the top of the page. Write down this Transaction ID number, you will need it for the UCPath Inquiry you will need to submit.
    
    

UCPath Escalation

Here is an example of what you should write in the UCPath Inquiry Description field: