OVERVIEW

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Manage Accruals is used to capture hours for actions that cannot be captured in the timekeeping system. The best practice for accrual adjustments is to use the Time & Attendance system. UC San Diego department transactors will, generally, only use the Manage Accruals page for prior pay periods.  

For Academic specific guidance refer to: UCPath Academic Job Aids and Resources

When to use

• Adjustment action to manage Location-owned balances such as Catastrophic leave donations, Sabbatical Credits, and Post Doc Sick & PTO balances (submit a case to UCPath Center to adjust UCPC-owned balances such as Sick accrual and Vacation/PTO accrual balances for all other employee classifications). 
• Other action to manage FMLA, CFRA, PDLL balances and to manage COVID-ADMIN leave 
• Payout action for Comp Time & PTO payouts, etc. This generates pay, zeros out vacation/sick accrual balance and appears on the employee’s pay statement. *After an employee has switched department / pay frequency, information cannot be sent through Time & Attendance and then Comp Time & PTO payouts can only be done through Manage Accruals. 
• Take action is used for prior period adjustments.  This generates pay, reduce the employee’s vacation/sick accrual balance and appear on the employee’s pay statement. You may also indicate if the take is related to FMLA to adjust those balances as well. 
• Hour action is used for non-leave (non-exception) related hour submission, such as REG for the prior pay period.  Transactions entered using the Hour type on the Manage Accrual page generate pay and appear on the pay statement. Hour actions are typically used to swap hours worked for Sick/Vacation but can be used if the I-181 time submission has passed if directed by Time & Attendance team. 

Action Type	Hours/ Credits	End Result to Balance	Appears on pay Statement	Appears on the Review Absence Balances pages
Adjustment	8	Positive values add to leave balance	Y	Y
Adjustment	-8	Negative values subtract from leave balance	Y	Y
Other	8	Positive values add to leave balance	N	Y
Other	-8	Negative values subtract from leave balance	N	Y
Payout	8	Positive values subtract from leave balance	Y	Y
Take	8	Positive values subtract from leave balance	Y	Y
Take	-8	Negative values add to leave balance	Y	Y
Hours	8	Positive values add to upcoming paycheck	Y	Y
Hours	-8	Negative values subtract/reverse from upcoming paycheck	Y	Y

Intended Audience

UCPath transactors

 

BEFORE YOU BEGIN

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For Best Results

Exempt Employees who receive their pay from UCPath do not receive REG hours through an I-181 time submission, therefore when entering a Take action, a corresponding Hour row is not required. For Hourly Employees, to swap previously submitted REG hours with Sick/Vacation/Etc. there must be a corresponding Hour row for the Take row to successfully accomplish the swap. Note: The UPK: Enter Hours Due to Missing I-181 File Cutoff indicates that Hour actions do not impact the employee's leave accrual balances, however, this is not correct. You can verify that the historic pay period accruals have been updated by reviewing the Pay Period Hours on the Admin – Review Absence Balances page. 

Do not use future dates. For Takes, Hours and Adjustments use historic or current pay period dates and for Other only use current pay period dates. For both Adjustment and Other, you can enter a date range or you can adjust up to 24 hours on a row if the Begin Date and End Date are the same. For Takes and Hours, you must enter rows for each day, so Begin Date and End Date must be the same date on each row. 

In the Hours/Credit field, for Hours, Adjustment and Other actions, positive values add and negative values reduce. When entering Take actions, positive values decrease the employee’s balance and negative hours increase the employee’s balance. Also, the FML Earn Code is not a pay code or a leave take code; this code is only used to report non-work hours.

For Adjustment actions, FMLA/CFRA/PDLL Usage? field will default to N, and should not be updated. For Other actions, this value defaults from the Absence Element and changing it will result in a balance adjustment error. 

Upon successfully saving, the Requester section populates your employee ID, name, the date and time you saved the transaction and the Transaction ID is generated at the top of the screen; note the ID number for your reference 

For Post Doc Accruals: 

Use Manage Accruals for:  

• PTO for active postdoc  
• Sick leave for active postdoc
• Zeroing out PTO for postdocs that transfer to a new series or appointment (via Termination/Concurrent hire templates--i.e., new employee record)   

Use Accruals & Service Adjustment eForm for:  

• Transferring Postdoc Sick leave balance to Regular sick leave upon a transfer to a new series or appointment (via Term/Concurrent hire templates).

The Accruals & Service Adjustment eForm utilizes text boxes so please write clear and concise notes. The eForm does not have a category for Postdoc Sick Leave. You will need to select the Other field and write “Postdoc Sick Leave”. 

For PostDocs transferring into a new department, best practice is the releasing department would make the adjustments:

• If the postdoc is transferring to a new series, the PTO would need to be zeroed out and the sick leave transferred to new appointment/series  
• If the postdoc is transferring to another postdoc appointment the PTO would need to be zeroed out and the sick leave transferred  

UCPath uses the Postdoc Anniversary date to “renew” PTO and Sick time. However, there are instances when the Anniversary date does not align with the Appointment date. In these situations, the department would need to prorate the PTO and Sick based on duration of appointment. 

For all other employees, only UCPC can Adjust Sick, Vacation, and PTO balances. For example, if the employee is missing accrual hours due to conversion or accruals did not calculate correctly, use the Accruals & Service Adjustment eForm to request adjustments to UCPC-owned balances. For more scenarios, refer to the ABM201 Accrual and Leave Accrual Service Credit Processing Guide for Locations available on the Ask UCPath Help Site.

 

STEPS TO TAKE IN UCPATH

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• ABM201 Manage Accruals  - Use this task to enter accrual transactions for payouts, takes. adjustments and hours.
• ABM201 Review Manage Accrual Transactions - Use this transaction to review manage accrual transactions using the view-only Manage Accrual Transactions page.
• NAV310 Approve Accrual Adjustment Transaction - This job aid explains how approvers review and approve employee accrual adjustment transactions in UCPath, including validating adjustment details and workflow approvals. Customers often describe this task as “approve accrual adjustment,” “approve leave accrual change,” or “approve balance adjustment.”
• ABM201 Accruals for Employees Eligible for Both PTO and Vacation/Sick Leave Programs - Use this job aid to understand how leave eligibility, accruals, and job setup are managed for employees who hold concurrent positions at both a UC Campus and Medical Center. It explains UCPath requirements, policy considerations, and leave program rules to ensure employees are correctly enrolled and accrue leave based on each eligible position. 
• ABM201 AutoCalc FMLA CFRA and PDLL Takes - the Auto-Calc FMLA, CFRA and PDLL Takes job aid
• ABM201 Adjust FMLA CFRA PDLL Balances - use this task to adjust an employee's FMLA, CFRA, or PDLL balance. UCPath automatically reduces the employee’s eligible FMLA hours, CFRA hours and PDLL hours when the employee is on an unpaid FMLA, CFRA or PDLL extended leave using a function known as auto-calc.
• ABM201 Enter Vacation Take - Use this task to enter a vacation take transaction. Vacation takes entered on the Manage Accrual page generate pay, reduce the employee's vacation accrual balance and appear on the employee's pay statement. The same steps can be used to enter other types of takes on the Manage Accrual page using other take earnings code.
• ABM195 View Employee Absence Balance Data - This UCPath job aid explains how to view and interpret employee leave and accrual balances using the Admin – Review Absence Balance page. It shows how to search for employees, understand current balances (earned, taken, adjustments, ending balance, and accrual maximums), and interpret protected leave such as FMLA/CFRA/PDLL and protected sick leave. The document also explains the Accrual for Pay Period by Appointment section, differences in balance updates by employee type (monthly, biweekly, per diem, academic, and postdocs), what happens when no balances exist, and where to go for correcting or adjusting balances.
• ABM201 Accrual and Leave Accrual Service Credit Processing Guide for Locations -  This job aid outlines how Locations can request leave accrual corrections in UCPath.
• ABM201 Employee Accrual Adjustments PowerPoint Guide - This is a PowerPoint slide deck originally designed for Instructor Led Training - location users have found it helpful for review purposes.

 

WHAT TO DO AFTER

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The Payroll Processing Calendar deadline for Manage Accrual transactions is the Inbound Files Deadline. The transaction must be approved by this deadline to be processed during the Absence Management payroll processing.

 

IF YOU NEED ASSISTANCE

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