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.
| 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 |
UCPath transactors
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
Use Manage Accruals for:
Use Accruals & Service Adjustment eForm for:
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:
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 Job Aid: Accrual and Leave Accrual Service Credit Processing Guide for Locations available on the UCPath Help Site for Transactional Users.
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.