Smart HR Templates are used to Retire employees in UCPath. Retirement is determined with RASC, retiring someone in UCPath does not retire them with RASC.
After the termination template is submitted, a Final Pay Request may or may not be required. A Final Pay Request does not need to be submitted if all of the below is true:
If all of the above is true, then the employee’s final payment will be their last regular on-cycle check.
Use the UC_RETIREMENT template when an employee submits a retirement request. The UC_RETIREMENT template is used for both staff and academic employees.
Use a Payroll Request to request final pay if any of the following apply:
If none of these apply, the employee does not require a Final Pay Request and their final pay will be their last regular on-cycle check.
UCPath Transactors
If needed, coordinate with other departments for last day worked in concurrent jobs. Note that when UCPC receives a retirement template transaction, they will retire the employee from all other UC jobs. Also, review the Payroll Processing Calendar to ensure you submit your transaction in time for approval before the Employee Data Change deadline.
Review the Template Action Reason Code Job Aid to determine which Template and Reason Code is applicable.
Review the Payroll Processing Schedule under the Transactor Hub menu and Job Aid: Review the Payroll Processing Schedule to ensure you understand deadlines.
Refer to Job Aid: Termination and Final Pay for an overview of terminations and final pay.
The Retirement Template Transaction must be submitted and approved locally before the Final Pay request is submitted.
The employee should enter all hours worked and accrual usage into their time and attendance system as Normal.
Remember, after the retirement template transaction has been submitted, you may need to request final pay. If so, remember to check the Payout Accruals checkbox in the final pay request, if applicable.
If retiring employees have questions about Retirement Savings Programs, refer to the Savings Plans (403b/After Tax DC and 457b) Enrollment/Change Effective Dates. This calendar is available in the Employee Calendars under the Income & Taxes menu.
For guidance on how to enter a faculty member as an active Emerita/us in UCPath, associated with a WOS (without salary) position following their retirement refer to Job Aid: Emeriti Processing Following Retirement.
Considerations for 7/1/2024 Retirement:
For employees wishing to take advantage of the 2025 Cost of Living adjustment (COLA) effective July 1st, by retiring prior to that date. This includes those who qualify for a Retirement Cost of Living adjustment (COLA) and the Inactive COLA, follow the guidance on the Job Aid: Retirement Transaction Process for July 1 Retirement Date – COLA
Note: This process only addresses the actions in UCPath. Standard Retirement Administration Service Center (RASC) retirement business process and Academic Personnel Manual (APM-120) policy must be followed.
Final Pay Considerations:
You must submit the termination or retirement template transaction before submitting a request for final pay. Double check to make sure the template has been locally approved before submitting the final pay request.
On-Cycle Final Pay Data Entry:
Off-Cycle Final Pay Data Entry:
Certain Union Codes cause final pay to default to off-cycle, even if that requirement is not part of the contract. Additionally, if you select Involuntary as the Termination Type, the final pay will default to off-cycle.
The Off-Cycle checkbox cannot be unchecked. If you’d like to request that UCPC process the final pay on-cycle, you must make that request in the Initiator Comments. Ensure Earnings and Leave data are not entered for hours already in Time and Attendance if you are requesting on-cycle processing.
The Pay End Date field defaults based on the current pay cycle (monthly or biweekly), and cannot be updated. For exempt/monthly records, it may also show the upcoming BW on-cycle pay period end date. This field can't be changed, but will automatically update after the GL Post Confirm of the current pay cycle. Once the pay is distributed, it will update to the actual distribution date.
Additional pay, such as stipend pay, should not be included on the Earnings tab in a final pay request as this is calculated and processed by UCPC. If additional pay is the only final pay, and must come off-cycle, submit final pay request with Initiator Comments only. For employees receiving recurring additional pay, update the recurring additional pay end date to avoid future over payments.
If you need to change the funding source on any Earnings Code, after you have entered all the rows you need, check the Override ChartField Values Box. This will open up the Chart Field Details box on each row. You can enter the Chart Field values for the Earnings Code that need to be charged to a different funding source than what is set up in the position funding.
If the employee has payouts that cannot be entered through the timekeeping system or the employee’s final pay will be issued off cycle, then you will need to enter them on the final pay request. The following earnings codes will be available options when submitting payouts:
Note: UCPC will calculate the payout of vacation accruals if you check the Payout Accruals check box on the final pay request. TRM should only be used to issue vacation payout when employee has already received their final pay but the payout accrual checkbox was missed.
Refer to UCPC’s Job Aid: Termination and Final Pay for more information about each tab and fields on the Final Pay Request.
Before starting a transaction, review the UPK below for step-by-step guidance, the system steps may have changed since the last time you have done this type of transaction:
Initiate Retirement Template Transaction – For step by step guidance on entering a retirement template transaction. This template can be used for academic or staff employees. UCPC WFA Production will retire the employee from all jobs after receiving the first retirement template.
Submit Final Pay Request – For step-by-step guidance on creating and submiting a final pay request. In this example, the final pay request is a voluntary request for a monthly employee.
Approve Final Pay Transaction - For step-by-step guidance on approving a final pay request.
The UCPath Payroll Processing Calendar deadline for template transactions is the Employee Data Change Deadline. Review the Payroll Processing Schedule under the Transactor Hub menu in UCPath 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.
If the transaction indicates the need for a new Employee ID, the Employee ID will not be available until after UCPC processes the template transaction.
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.
Job Aid: Template Transactions – Status Pages
UPK: View Transaction Status - Transaction Status Page
Transaction Statuses:
If a transaction has a status of Requested, deleting it on this screen will remove it from the UCPath Center WFA Production queue. Deleted transactions cannot be retrieved and must be re-submitted if deleted in error.
You can review local approver comments on the SS Smart HR Transactions page: UPK: View Template Transaction Status - SS Smart HR Transactions Page