[UCRDBR] UCPath Alert: Off-Cycle Quarter-End Payroll for Monthly Employees

[Departmental Benefits Representatives]

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June 13, 2025

To:
Department Benefits Representatives (DBRs)
From:
Central HR Benefits Office on behalf of the UCPath Center
Re:
UCPath Alert:  Off-Cycle Quarter-End Payroll for Monthly Employees

DBRs, please share this information via your internal listserv.  Do not reply to this email.  Please
send a separate email with questions to benefits at ucr.edu<mailto:benefits at ucr.edu>.

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Please review the following protocol for submitting off-cycle pay requests for monthly paid employees via the E-078 pay request form near the upcoming quarter-end.

What is the protocol?
When processing off-cycle pay requests for monthly paid employees who have earnings after the June 27, 2025, pay-end date, payroll transactors must add Initiator Comments to the E-078 form to ensure that the employee's earnings from June 01 - June 30, 2025, are captured in the correct quarter.

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E-078 form

Why is this protocol required?
This protocol ensures that wages are captured accurately in UCPath for off-cycle payroll periods that span two quarters.

Action required
Payroll transactors must check the Pay-End Date field when using the E-078 form for monthly paid employees and take the action shown in the table below:

Pay-End Date
Action
Scenario 1: Pay-End Date field shows June 01, 2025, for the monthly paid employee
Proceed as usual without using comments
Scenario 2: Pay-End Date field shows June 27, 2025, for the monthly paid employee
Please use the comments to share employee earning details per the instructions that follow

Instructions for Scenario 2

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Enter the employee's earnings dates from June 1 to June 27, 2025, in the "Earnings Begin" and "Earnings End" fields.
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If the employee's earnings continue past June 27, 2025, enter the following information and format in Initiator Comments: "Employee is due (insert hours) hours of pay for 06/01/25 to 06/30/25."

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When to apply this protocol
This protocol should be applied near quarter-end, following the completion of the general ledger processing. For the current quarter, GL processing concludes on June 17, 2025, so payroll transactors must follow this protocol when they submit off-cycle requests from June 18 to June 24, 2025.

Important reminder
This protocol applies only to the current quarter with a pay-end date of June 27, 2025. After that date, you may submit off-cycle requests for monthly employees as usual on the next open calendar.

Thank you,
UCPath
(855) 982-7284
Monday - Friday from 8:00 a.m. - 5:00 p.m.
ucpath.universityofcalifornia.edu<https://ucpath.universityofcalifornia.edu/>

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