Smart HR Templates are used to terminate employees in UCPath. If the employee has multiple jobs and must be terminated from each, submit a termination template for each job, as necessary. However, if the termination reason is Death or Retirement, only one termination template is needed; UCPC will terminate the employee from all other jobs.
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 Voluntary Termination template if the employee resigns
Use the Involuntary Termination template if the employee is terminated, laid off, or dies
Use a Payroll Request to request final pay for involuntary terminations, contract requiring off cycle final pay, accruals to pay out, or employee is unable to report all hours worked/leave used in timekeeping system.
UCPath Transactors
Coordinate with other departments for terminating other jobs, as needed; initiators can only submit Terminations for Empl Records/Positions within departments for which they have security access.
Refer to Job Aid: Termination and Final Pay for an overview of terminations and final pay.
Note: For Death Payments do not submit a Final Pay Request until you receive notification from the Beneficiary Care Coordinator (BCC)
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 in UCPath and Job Aid: Review the Payroll Processing Schedule to ensure you understand deadlines.
For terminations in the case of death, the Effective Date should be one day after the date of death.
The Last Date Worked should always be earlier than the Effective Date and is the employee’s last day on pay status. For employees terminating while on a leave of absence, the Last Day Worked should be the last day working prior to the start of the leave.
Considerations for Jobs with End Dates:
Monitor the "Jobs with Approaching End Dates" Report.
If you will be extending an Appointment End Date, you must submit the PayPath transaction and have it approved one day prior to the current Appointment End Date to avoid an auto-termination.
If you are submitting a future-dated termination, for a job with an end date that is prior to the termination date, UCPath will auto-terminate the job on the existing end date and delete the future dated termination row. To prevent this, you need to go to PayPath and extend or remove the date in the End Job Date field prior to submitting the termination template. We are requesting that the termination process over-ride the job end date and not require this extra step, but currently this is how it works.
If an employee needs to terminate while on a Short Work Break or Leave of Absence, Last Day Worked entered on the Termination Template should match the Last Day Worked before going on Short Work Break or Leave of Absence.
Termination is driven by End Date and Auto-Termination function in UCPath OR by a Termination Template (not both).
Jobs with end dates that are not being extended only require a final pay request if accruals are to be paid out, and/or if timekeeping doesn’t include adjustments needed, and/or if the employee is represented and their contract includes a requirement for off-cycle final pay.
Staff jobs with Expected Job End Dates auto terminates that night and will be no longer be active the next day.
Academic jobs do NOT auto terminate unless the End Job Automatically check box is checked, but accruals will stop on that date. You have two choices to terminate an academic employee with an Expected Job End Date:
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. (Exception: Involuntary termination with Reason = Appointment Expired does not require off-cycle final pay)
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 reported in timekeeping system 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 (see screenshot below). 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:
Job Aid: Termination and Final Pay for guidance on submitting terminations and final pay.
Initiate Voluntary Termination Template Transaction - For step-by-step guidance on entering a voluntary termination template transaction. This template can be used for academic and staff employees. A separate termination template must be initiated for all applicable jobs.
Initiate Involuntary Termination Template Transaction - For step-by-step guidance on entering an involuntary termination template transaction. The steps in this procedure can be used for academic and staff employees. For termination reason of Death, UCPC WFA Production will terminate all employee jobs. For all other reasons, a separate termination template must be initiated for all applicable jobs.
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.
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
The Payroll Processing Calendar deadline for on-cycle Final Pay is the Location Corrections to Msg Error Log Deadline.
UCPath Center uses established off-cycle timelines for processing off-cycle payroll requests. For the most up to date information check out UCPC’s Knowledge Article: When are off-cycle payroll transactions processed?
Monitor off-cycle pay request status on the Off-cycle Dashboard under the Transactor Hub dropdown menu and use the Review Paycheck Summary page to review final pay once distributed. You can check the current Off-Cycle Transactions turnaround times on the UCPath Metrics Dashboard - Home.