UCPath Backlog & 2023 Year-End Reminders

Sent to the TRS-Update mailing list on Nov. 29

The UCI Central Payroll Office sent out a Year-End communication to all Campus and Health employees this week. We are sending this follow-up communication to all UCI transactors to provide some additional reminders and important information. Please read closely and make note of all upcoming deadlines.

UCPath Payroll Backlog

The UCPath Center has notified locations that certain payroll adjustment transactions are backlogged due to staffing challenges and unanticipated increases in work volume. Year-end processing may be affected by this backlog. Affected transactions include:

  • Overpayments
  • Payroll Adjustments/Earn Code reclassifications
  • FICA/retirement adjustments
  • Out-of-state adjustments
  • Check reissues

UCPath is working diligently to fill vacancies and redistribute resources to address the backlog. Please submit any pending requests that need to be recorded against the 2023 tax year as soon as possible. If you need assistance with escalating any requests, please reach out to Central Payroll for assistance by submitting an EEC inquiry.

Go Paperless!

UC has launched the Go Paperless with UCPath campaign to promote direct deposit pay delivery and electronic delivery of W-2 and 1095-C forms, Please assist us in promoting these options with your departments.

2023 Overpayments

The UCPath Center’s submission deadline for overpayments occurring from Jan. 1 through Nov. 15 has passed as of Friday, Nov. 17, 2023.

  • UCPath may not be able to process requests received after November 17, 2023, before year-end.
  • Employees should make every attempt to either repay the net amount of the overpayment (gross earnings less taxes and deductions) or agree to a repayment schedule by Dec. 29, 2023.

What happens If I do not submit adjustments before the end of the year?

  • Overpayments not processed before Dec. 29, 2023, will need to be processed in 2024 as prior-year overpayments, and the employee’s overpayment due will include unrecoverable taxes.

Other important details:

  • Be sure to notify employees with outstanding overpayments who have not yet agreed to a repayment schedule so they can arrange for repayment or agreement to repay before Dec. 29, 2023. Employees who have previously agreed to repayment terms are not subject to this deadline.
  • Location teams or employees holding paychecks for pay that is not due must return them to the UCPath Center immediately. Uncashed checks may be returned to the UCPath Center via U.S. Mail, along with a note indicating that the check is related to an overpayment. The UCPath Center will reverse the returned check to ensure that the employee's 2023 W-2 is correct.

Off-Cycle Requests – December Processing Deadlines

For any earnings that should be paid to employees in 2023 via off-cycle request, please note the following deadlines for submission and approval:

  • MO: 12/14/2023, issue date will be 12/22/2023
  • BW: 12/15/2023, issue date will be 12/21/2023

Have Questions or Need Help?

For local UCI Payroll assistance, please submit a Central Payroll Office Inquiry via UCI’s Employee Experience Center.

For UCPath Center assistance, log in to UCPath online and select Ask UCPath to submit an inquiry. You may also call UCPath to speak with a UCPath associate at 855-982‐7284 from 8 a.m. to 5 p.m. (PDT) Monday through Friday.