There are two employee designations under the Fair Labor Standards Act (FLSA), exempt (usually paid monthly) and nonexempt (usually paid biweekly). In UCPath, pay will not be generated for an employee with more than one FLSA designation and/or more than one pay frequency. If an employee has multiple jobs, their FLSA and pay frequency must align across all jobs.
Use this document when you’re hiring, reclassifying, or making job changes for an employee who has multiple UCPath job records (or is about to have them) to ensure:
UCPath transactors
Note: Additional guidance from UC Path Center (UCPC) can be found on the WFA100 Resolving FLSA Status Conflict job aid.
UCPath Center highly discourages frequency changes (bi-weekly to monthly or monthly to bi-weekly) for an employee changing positions mid pay cycle. This may cause timekeeping issues and could be challenging when processing a payroll request for missing pay. When an employee is changing frequency, it is best to make the Effective Date at the start of the next pay period vs mid-cycle.
If there is an existing row with the same Effective Date needed for the FLSA change, complete the Position Update Form in the Forms Library and submit it to UCPath Center via Ask UCPath case.
Pay Group is a derived value; Job Code, Comp Rate Code, Pay Frequency impact it and certain Pay Groups require a manual override (6MH, 6MS), which is requested via the Job Data Update form.
Pay Group may derive the day after fields are changed and/or the Hire template transaction is processed.
Overrides to Comp Frequency can be entered on the hire template and a Pay Group override can be requested in the Comments – be sure to check that UCPC processes correctly and know you may need to make updates after the hire is processed in some cases.
Pay Group and FLSA overrides that need to be corrected may delay the processing of hires; and if not responded to promptly may result in the cancellation of the hire.
Ensure that Casual/Restricted student appointments are set up to match existing appointments, including graduate Academic titles.
1. Reach out to appropriate Central HR Office for approval/assistance in determining which FLSA status should be applied across all jobs and if changes required to Pay Group or compensation:
Once approval and a final FLSA status determination is received from your Central HR office, you can either update the employee’s current job and/or create the new position with the aligned FLSA status accordingly:
Create the employee’s new position for concurrent hire, then update: When you enter the job code the FLSA status will default based on the job code, this value can be overridden for FLSA alignment in a separate position update transaction (Reason Code = FLS)
Update FLSA status for the employee’s existing job: Navigate to PayPath and on the Position Data tab, select the appropriate effective date, the reason code “FLS”, and override the FLSA status
2. Override the Pay Group manually:
The 6MS Pay Group requires UCANNL Comp Rate Code; and it works by taking hours reported, dividing by working hours in the month to calculate a percentage that drives pay. (Note: Grad Division is no longer using 6MS). There are two steps to override the Pay Group to 6MS:
In PayPath update:
Position Data tab: FLSA Status: Exempt
Job Data tab: Comp Rate Code: UCANNL, Comp Rate: Annual Rate if person works full time (system will derive the hourly amount, if the Pay Group is positive time reporting), and Comp Frequency: M
And then submit an ASK UCPath case and attach the Job Data Update form requesting a Pay Group Override to the 6MS Pay Group; this Pay Group allows an employee to be monthly, exempt, and positive time reporting.
The 6MH Pay Group requires UCHRLY Comp Rate Code; and it works by taking the number of hours reported and multiplying by an hourly rate to determine pay. There are two steps to override the Pay Group to 6MH:
In PayPath update:
Position Data tab: FLSA Status: Exempt
Job Data tab: Comp Rate Code: UCHRLY, Comp Rate: Hourly amount, and Comp Frequency: H
And then submit an ASK UCPath case and attach the Job Data Update form requesting a Pay Group Override to the 6MH Pay Group; this Pay Group allows an employee to be monthly, exempt, and positive time reporting.
Note: Override Pay Groups can also be done through Comments on a Hire Template.
The UCPath Payroll Processing Calendar deadline for template transactions is the Employee Data Change Deadline. Review the Payroll Processing Schedule and Job Aid: Review the Payroll Processing Schedule to ensure you understand deadlines. After local approval of the hire transaction, UCPC will review and process the transaction. UCPC will cancel the transaction if it is incorrect (e.g., incorrect Reason Code, etc.) You can check the current Workforce Administration turnaround times on the UCPath Metrics Dashboard - Home.
You can review the status of your transaction on the Transaction Status page, once it has been approved or denied locally; you can also review UCPC comments and clone your transaction from the Smart HR Transaction Status page.
You can review local approver comments on the SS Smart HR Transactions page
PayPath transactions go through approval routing. The UCPath Payroll Processing Calendar deadline for PayPath transactions is the Stop Processing PayPath & Position Mngt(5:00 PM) Deadline. The transaction must be approved by this deadline to be processed with the current pay cycle. No new PayPath transactions on this employee record can be submitted until the current transaction has been approved or denied.
After the transaction is processed, review Person Org Summary, Job Data or Workforce Job Summary to ensure your updates have been made.