[UCRDBR] Academic Year Appointees Service Period vs Payroll Period, Retirement Effective Dates and UCPath Job Retirement Aids

[Departmental Benefits Representatives]

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November 30, 2023

To:
Department Benefits Representatives (DBRs)
From:
Central HR Benefits Office on behalf of the Central Academic Personnel Office
Re:
Academic Year Appointees Service Period vs Payroll Period, Retirement Effective Dates and UCPath Job Retirement Aids
DBRs, please share this important information with your department via your internal listserv.
Service Period vs Payroll Period Dates
Academic appointments have established pay dates, based on the academic calendar. The Pay dates and Service Dates for academic appointees do not align. For example, the Pay dates for the Fall Quarter begins July 1st (August 1st paycheck), but the academic quarter (service dates) begin in late September when classes begin. This information is available on the Academic Personnel Website, found here<https://academicpersonnel.ucr.edu/pay-period-service-period>.  It is important to know the corresponding payroll periods for each Quarter as it requires special attention to the effective dates used for the retirement template processing in the UCPath system.  Academic Year appointees should only retire at the end of a quarter pay period to avoid the inconvenience of an underpayment or overpayment.
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Academic Year Appointees UCPath Effective Dates for Retirement Processing
The retirement date cannot be earlier than the day after the separation date (last day of UC employment). In the UCPath UC Retirement Smart HR Template, please use the following effective date and last day worked for academic year appointees retiring at the end of the following quarters (Fall, Winter, Spring).
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**For academic year appointees who retire at the end of the spring quarter and qualify for the Inactive COLA, dates may vary by year. For detailed assistance in entering retirement actions for employees who qualify for the Inactive COLA, refer to the Job Aid: Retirement Transaction Process for July 1 Retirement Date, see job aid links below.
UCPath Retirement Job Aids
UCPath transactors please refer to the UCPath Job Aids below for the appropriate effective dates to use in UCPath templates for both the retiring and Emerita/us appointments. This will ensure continuity to the current employee benefits and systems access.
Links to UCPath Job Aids:
* Job Aid: Retirement Transaction Process for July 1 Retirement - COLA<https://spwebserv.ucop.edu/LocationUsers/LOCjobaids/UCPC_PHCMWFAL260JA_RetirementTransactionProcessForJuly1RetirementDate_D2Rev00.pdf>
* Job Aid: Emeriti Processing Following Retirement<https://spwebserv.ucop.edu/LocationUsers/LOCjobaids/UCPC_PHCMWFAL250JA_Emeritus_D2Rev00.pdf>
Questions
For questions or more information, please send an email to academicpersonnel at ucr.edu<mailto:academicpersonnel at ucr.edu>.
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