UCPath Information

Peoplesoft Upgrade Manager (PUM) Project

Did you know? Currently UCPath is running version 17 of the Oracle PeopleSoft Human Capital Management (HCM) system. This was the most recent version available at the time of UCPath’s initial launch in 2016, and a decision was made to hold on any upgrades until all locations were live. PeopleSoft currently has version 37 avaialbe.

Why do we need to upgrade?
UCPath is over 20 versions behind the current Oracle PeoplesSoft System Version 37 and as a result improved efficiencies and functionality cannot be implemented. In April 2021, UCPC and UCOP launched the system-wide UCPath PUM project to rectify this situation. All locations, including UC Riverside, is collaborating with UCPC on this upgrade effort. The first phase of this upgrade will take place in December 2021.

The December upgrade will:
- Improve stability, reducing support efforts
- Address compliance gaps that are being managed manually
- Support the Affordable Care Act (ACA), eliminating manual UCPath processes
- Reduce security risks, increasing personally identifiable information (PII) data protections
- Prepare UC to modernize the system for future enhancements
What is the timeline?

The technical upgrade to version 37 will be implemented Fall 2021. This initial upgrade is expected to be completed in December 2021. Further implementations will be necessary and UCPath is working on a timeline and project plan for this effort.
What is the current status?

The project is currently underway. The UCPath Project Team has completed the fit/gap assessment, functional design and building phase in collaboration with all UC locations and Centers of Excellence (COEs). UC Riverside has completed testing and validating the impact of the project at our location. We recently completed SIT testing where the Campus Support Center along with other participants across campus tested the changes before they were moved to production.

The UC Riverside cross-functional PUM support team, in collaboration with UCPC, is involved with both System Integration Testing (SIT) and User Acceptance Testing (UAT). We are also participating in various groups such as PUM Training, PUM OCM/Comm, etc. Per the assessment of the December 2021 upgrade, there will be minimal impacts on UC Riverside and external systems (such as timekeeping, general ledger, etc.).
How will I be supported?

This project is owned by UCPC and UCOP. Your UC Riverside cross-functional PUM support team is dedicated to transparency and understands that change can be challenging and difficult. Everyone is committed to providing up-to-date information as UCPC and UCOP transition UCPath to the newest version of Oracle PeopleSoft HCM. We are currently in the early stages of this project, but check back often for more updates. We will be communicating via our website, campus SCOTmail, Inside UCR, R'Space and more to keep the campus informed. The CSC will also be presenting at FHROG, Shared Service Center Meetings, Leadership meetings, and more as needed to make sure transactors have all the information they need immediately.
Why do we need an upgrade?
The assessment of this upgrade has demonstrated that it will have minimum to no impact on:
- Functionality and interface updates, resulting in little-to-no business process changes.
- Changes in WFA (HR Templates), Payroll, Benefits, and General Ledger.
- Self-service functionality for employees and managers.
- Cognos Reports and the ODS.
- Security provisioning.
The SIT and UAT testing provided the input needed to confirm this initial impact assessment.
What will future implentations look like?

The upgrade planned for Fall 2022 will include the deployment of Fluid, the new and modern PeopleSoft user interface. This simple and intuitive UI design benefits everyone, from transactors to casual self-service users. Although the adoption of fluid comes with a learning curve, the benefits of this new user interface design will be substantial. It allows for an improved user experience, responsive mobile flexibility for your devices, and simple customizable navigation. More information will be available after the first of the year, with demos and training opportunities tentatively scheduled for summer/fall 2022.

We will provide updates as available and the UCPC as well as UC Riverside plan to be as transparent as possible, while also allowing more lead time to provide all resources necessary to make this a successful upgrade implementation.

UCR Is Now Live With RI (Reporting Instance), Replacing the daily DDODS burst from UCPath!

The transition to RI replaced the daily ODS file on February 26th and now allows for PULLING data from UCPath into HRDW and the rest of the campus downstream systems. RI has proved to be a more stable/predictable way to bring UCPath data to our local campus systems.

More detailed information:

The reason for the change:

Challenges with DDODS scalability – resulting in DDODS missing the expected delivery window
Complexity of affiliation rules / filtering – causing data quality issues
Requests to add new tables cannot be supported
Unsustainable maintenance

RI Benefits:

Near real time data from the time we schedule our update
Greater flexibility to access the data as needed
Improved data quality due to simplified and reduced number of affiliation rules
Ability to add additional tables – with less IT effort
Locations can request additional tables during deployment (as well as ongoing)
Provides greater access to data while minimizing impact to the production environment
Reporting Instance will be the single source of data for all downstream applications

Paycheck Reminders for the New Year:

## Paycheck reminders for the new year

New year, new paycheck! Paid bi-weekly? Your December paychecks covered your January health insurance premiums, so they may have looked different, too. Here are a few changes to look out for on your first paycheck of the new year. ### New benefits Did you enroll in any new benefits during Open Enrollment, or change your contribution to your Flexible Spending Account? You’ll start seeing deductions for your 2021 premiums in your January paycheck, or in your December paychecks if you’re paid bi-weekly. Whether you’re paid monthly or bi-weekly, your 2021 FSA contributions will begin with your first paycheck in January. A couple of additional reminders for members of the UC Health Savings Plan: Confirm both your payroll deductions and UC’s contribution to your Health Savings Account. If you’re contributing less than the IRS maximum for 2021 (increased to $3,600 for single coverage or $7,200 for family coverage, including UC’s contribution), it’s not too late to increase your contribution. And remember — the IRS allows people who are 55 or over to make an additional “catch-up” contribution of $1,000 a year. ### Changing costs Though UC works hard to keep costs for its medical plans stable, you may see a change in your premiums even if you didn’t change plans. Changes to employee contributions for single coverage across all pay bands range from increases of $0 to $12 per month. ### Retirement contributions UC’s voluntary Retirement Savings Program offers a convenient, tax-advantaged way to save for retirement. Check to make sure your contributions are where you’d like them to be. If you transitioned from casual to career status, you may see changes to your deductions for retirement benefits. ### Tax changes Depending on your situation, you may see a change in your January paycheck: The OASDI (old age, survivors and disability insurance) tax will be withheld from income up to $142,800 in 2021. If you reached the maximum last year, your deductions will restart in January. The Additional Medicare Tax will restart if your salary and wages exceed $200,000 in a calendar year. If you have any questions about your paycheck, you can contact UCPath. ### One final reminder – Be W-2 savvy The deadline to request an electronic W-2 was Jan. 15, 2021. If you’ve signed up online, all notifications about your W-2/W-2c will be sent to your preferred email address on file in your benefits account, so make sure your contact information is up to date. Remember that UC does not send actual W-2 statements to employees by email or text. You must sign in to UCPath using a safe, known link to view your electronic W-2 (if you enrolled to receive one). If you receive an email or text that has a link or an attachment for viewing your W-2, it is a phishing scam designed to gain your private information. Do not open any attachments or click on any email links that claim to give you access to your W-2!

End of the Year Reminders:

As 2020 comes to a close, here are some important reminders and announcements related to your pay, taxes and benefits — some that may require action. Read closely and mark your calendar for upcoming deadlines. ### Jan. 15, 2021: Tax information deadline UCPath begins processing W-2s in late January. To ensure the information on your W-2 is complete, accurate and reaches you, please take the following steps by January 15. Verify your personal email and home address in UCPath online. Even if you opt for a digital W-2, it’s important that UC can reach you. Verify your dependents.The Affordable Care Act (ACA) requires UC to make reasonable efforts to obtain Social Security numbers for employees, their spouses/domestic partners and dependents. To review or update your information, log in to UCPath online, then select Employee Actions > Health and Welfare > Dependent Coverage. Opt-in to an electronic W-2.Online W-2s are easy, secure and oh-so-convenient! To sign up, log in to UCPath online, then select Employee Actions > Income and Taxes > Enroll to Receive Online W-2. International workers: Verify your GLACIER account information. International employees may receive a W-2 or 1042-S (Foreign Person's U.S. Source Income Subject to Withholding). To ensure your tax information is sent correctly, verify that your personal email and home addresses match exactly in UCPath online and the GLACIER tax database. You may also opt to have an electronic 1042-S through GLACIER. Learn more about Form 1042-S. ### 2020 W-2 statements Employees at locations that transitioned to UCPath during 2020 — UC San Diego, UC San Diego Health, UCSF, UCSF Heath, UC Hastings and Lawrence Berkeley National Lab — will receive two W-2 statements. A statement from At Your Service Online will reflect earnings up to the transition, and a statement from UCPath will reflect earnings for the remainder of the year. Employees from all other UC locations will receive one W-2 statement from UCPath. ### Important security reminder UC does not send W-2 statements by email or text. If you receive an email or text with a link or an attachment for viewing a W-2, it is a phishing scam designed to gain your private information. Do not open attachments or click email links that claim to provide access to your W-2. To access your electronic W-2, always go to UCPath online using a safe/known link. ### Federal and State Earned Income Tax Credit (EITC or EIC) Per the Earned Income Tax Credit Information Act, UC includes a notice with all Form W-2 statements notifying employees that they may be eligible for the federal EITC. This is a benefit for working people with low to moderate-income. To qualify, you must meet certain requirements and file a tax return, even if you do not owe any tax or are not required to file. EITC reduces the amount of tax you owe and may give you a refund. For more information about the federal EITC, reference IRS Notice 797 or contact the Internal Revenue Service at (800) 829-3676 or via www.irs.gov. You also may be eligible to receive the California EITC, starting with the 2015 tax year. The California EITC is a refundable state income tax credit for low-income working individuals and families. It is treated in the same manner as the federal EITC and generally will not be used to determine eligibility for welfare benefits under California law. To claim the California EITC, even if you do not owe California taxes, you must file a California income tax return and complete and attach the California EITC Form (FTB 3514). For information on the availability of the credit, eligibility, how to obtain necessary forms and help filing, contact the Franchise Tax Board at (800) 852-5711 or via www.ftb.ca.gov. ### Claiming Exemption from Withholding The IRS requires you to complete a new W-4 form each year if you are claiming exemption from tax withholding. If you wish to claim exemption from withholding in 2021, you must make this choice on UCPath online before Feb. 15, 2021. Have Questions or Need Help? Log in to UCPath and select _Ask UCPath_to submit an inquiry. You may also call UCPath to speak with an associate at (855) 982‐7284 from 8 a.m. to 5 p.m. (PDT) Monday through Friday.

New UCPath Appointment Feature

Try the New UCPath Appointment Feature Starting Dec. 7, 2020, all UC employees can schedule phone appointments with UCPath for assistance with submitted inquiries. One-hour appointments are available Monday through Friday, 8 a.m. to 4 p.m. (PT). Schedule an appointment at a time that’s convenient for you — no waiting required! Appointments are a great idea for new employees who need help using UCPath for the first time, or who have questions about benefits enrollment. They’re also great for employees who need help with lengthy or multiple inquiries. (Please note that these appointments are not intended for those who are submitting a complex case on behalf of someone else and require __production or IT support.) How to make a UCPath appointment: Log in to UCPath Online Make a note of your employee ID in the upper-right corner of the UCPath portal Select “Ask UCPath” to Submit an Inquiry or view My Inquiries After you submit a new inquiry or select the case number of an existing inquiry, the Case Details page appears. Make a note of the case number you need help with Select “*CLICK HERE TO REQUEST A CALLBACK APPOINTMENT” at the top of the page to schedule an appointment

Enter your case and employee ID numbers
Once your appointment is scheduled, you will receive an appointment confirmation with a calendar attachment via email
A UCPath Employee Services associate will call you at the number you have provided at your appointment time

More information on UCPath appointments:

If you have a question, please visit UCPath and click on “Ask UCPath Center” to submit an inquiry or call (855) 982-7284 to speak with an associate M-F between 8 a.m. – 5 p.m.