Complete the Text File Template for Manage Accruals Upload...The example on this page shows five...

Job Aid: COVID-19 Text File Template for Manage Accruals Upload

UCPATH.UNIVERSITYOFCALIFORNIA.EDU Last updated 4/10/20 of 15

Overview

Earn codes RGC & RVN have been established to support tracking of Paid Administrative Leave due to the Covid-19 temporary emergency Paid Leave provisions. Employees do not need to be placed on administrative leave in the extended absence module. The upload process is to be used for both single and mass transactions.

Earn code RGC is to be used for the REG Paid Leave-Salaried employees and RVN is REG Paid Leave-Non-Exempt employees. These earn codes can be submitted with an effective date of 3/1/2020. If a date prior to this is utilized the transactions will error out.

The I-181 interface is a custom process in UCPath for University of California (UC) Locations to facilitate mass time and attendance data loads for academic personnel and staff. The I-181 interface process also enables UC Locations to manually populate a pre-defined text file template for mass data loads into the Manage Accruals page, which is also known as the E-084 page.

When uploaded by UC Locations via the Upload E-084 File page in UCPath, the text template transactions that pass data edits are loaded to the Manage Accruals page by UCPath Department ID and then are routed for approval using Approval Workflow Engine (AWE). An AWE transaction is created for each unique combination of Department ID and Employee Class.

When approved, the transactions load from a staging table to the UC_PSHUP_STG1 table for payroll processing. Note that the Upload E-084 File process creates a log file that lists transactions that did not load to the Manage Accruals page. Issues on this log file must be reviewed and resolved by UC Locations. UC Locations can access the E-084 log file via the UCPath Interface Dashboard or UCPath Report Manager page.

Note that the Upload E-084 File process does not restrict UC Locations from loading the same file more than once. It is the UC Location’s responsibility to ensure that the same file is not loaded multiple times to avoid data issues in UCPath.

Navigation to the Upload E-084 File page from PeopleSoft Menu > UC Customizations > UC Extensions > Self service Transaction Links > Upload E-084 File. Refer to the PHCMABML201 Employee Accrual Adjustments course for text file upload instructions.

Use this job aid for instruction to fill out the UC_PS_Inbound_FileGenerator_I181_HRSONLY text template to upload to the Manage Accruals page.

The UC_PS_Inbound_FileGenerator_I181_HRSONLY is located on SharePoint using this URL: https://sp.ucop.edu/sites/ucpc/UCPathLocationSupport/UCPathTemplates/. Be sure to access the most current version of the file on SharePoint for each use.

Read this job aid before completing the text file template.

https://sp.ucop.edu/sites/ucpc/UCPathLocationSupport/UCPathTemplates



Acronyms and Definitions That May Be Used in this Document ♦ CI: Component Interface is a tool that allows you to upload a file that contains mass data changes directly

into UCPath. ♦ Current Effective Date: Effective date that is less than or equal to the current system date. ♦ DDODS: Data Dissemination Operational Data Store. A nightly job, also known as the ODS Nightly Burst,

sends select UCPath data to DDODS for UC Locations to access via Cognos reports. ♦ Employee: Any person in UCPath with an Organizational Relationship of Employee, which appears as

EMP in the header of pages on the Job Data component. ♦ Employment Record Number (ERN): Refers to the specific job for an employee. Each concurrent job

(appointment) that an employee holds has a unique UCPath Employment Record Number. ♦ FTE: Full-time is also known as FTE. Full-time is 30 Affordable Care Act (ACA) hours of service per week,

on average, during an evaluation period. ♦ Future Effective Date: Effective dates that are greater than the current system date. ♦ Historic Effective Date: Effective dates that are less than the current effective date. ♦ UC: University of California. ♦ UC Location: a University of California location. ♦ UCPC: UCPath Center.



UC_PS_Inbound_FileGenerator_I181_HRSONLY

The UC_PS_Inbound_FileGenerator_I181_HRSONLY payroll text file is designed for more than one purpose; this template has many uses. This job aid only covers how to use this template for mass data loads into the Manage Accruals page.

Example UC_PS_Inbound_FileGenerator_I181_HRSONLY Instructions Page

Open the text file using Excel. Only use Excel to enter data on the text template.

The first worksheet in the text template is the Instructions tab. Read and review these instructions, but ignore the highlighted instructions; they do not apply for upload to the E-084 Manage Accruals page.



Example UC_PS_Inbound_FileGenerator_I181_HRSONLY with Data Rows

The text file template is located on the second worksheet labeled I-181 File Gen. The text template has multiple header rows. Do not delete or modify the header rows or the text template and template format. The following bullets provide an explanation of the header rows.

♦ Row 1 is blank. ♦ Row 2 requires the Business Unit. You can enter only one business unit per text file. Be sure to enter the

applicable business unit for the employees included in the file. If you are a UC Location with multiple business units, create separate text files for each business unit. For example, UCLA has two business units: LACMP and LAMED. LACMP and LAMED must create their own text files.

♦ Rows 3-6 contain explanatory text. Be sure to read this text. ♦ Row 7 in the example shown above lists the column header. ♦ Row 8 lists the maximum field value size for each cell. ♦ Row 9 is an example row. Note that the example row does not populate columns W and Y, even though

these may be required or used on your file. Do not delete the example row before you submit your file for processing. The example row must remain on the file.



The example on this page shows five rows of data for processing under the header rows and sample row. Insert rows on the UC_PS_Inbound_FileGenerator_I181_HRSONLY text file for data items that you want to load starting on row 10 under the header rows.

Columns A through I are required on this template for mass update to the Manage Accruals page, as well as columns W and Y.

UC Locations are responsible for populating, auditing uploading and reviewing and resolving the expected and unexpected results of the UC_PS_Inbound_FileGenerator_I181_HRSONLY text file upload. How to access the E-084 process log file for review is covered later in this document. The following sections explain the template fields and the correct field formats to use.



Populate the Template

The following table explains the columns to use on the text file template to upload to the Manage Accruals page.

Populate the UC_PS_Inbound_FileGenerator_I181_HRSONLY text file with active values, such as earnings codes and position numbers, relevant to the time period that you are processing. You can process for historic, current and future-dated rows. For example, do not use an inactive earnings code in a current pay period. Valid earnings codes that can be used by UC Locations for the Manage Accruals page are listed later in this document.

Field Record Required to

Populate (Y/N)

Field Format/Notes

BUSINESS UNIT N/A Y Enter the Business Unit for the employee. This value is required.

EMPLID JOB Y Enter the employee ID. Go to Job Data to locate the Employee ID. Employees do not have to be active to be on the text file, but the EMPLID must exist in UCPath. For example, terminated employees may be included in the file.

EMPL RCD # JOB Y Enter the applicable JOB record for the employee. Go to Job Data to locate the applicable Empl Record on the Job Data > Work Location page.

POSITION # POSITION_DATA

Y Enter the UCPath Position Code for the Empl Record. Go to Job Data to locate this information. Position number is used to gather the employee’s Department ID, which is used in AWE approval routing.

PAY PERIOD END DT Y Enter the applicable UCPath pay period for the earnings begin and end dates. Refer to the UCPath Monthly or Biweekly Payroll Calendar as needed. Date format to use is MMDDYYY, where MM is month, DD is Day and YYYY is century and year. The employee and employment record number must be active as of this date.




Populate (Y/N)

Field Format/Notes

EARNS BEGIN DT Y Enter the date that the adjustment, take or payout occurs or starts if entering a date range. Refer to the UCPath Monthly or Biweekly Payroll Calendar as needed. Date format to use is MMDDYYY, where MM is month, DD is Day and YYYY is century and year. The employee and employment record number must be active as of this date.

EARNS END DT Y Enter the date that the adjustment, take or payout occurs or ends if entering a date range. Refer to the UCPath Monthly or Biweekly Payroll Calendar as needed. Date format to use is MMDDYYY, where MM is month, DD is Day and YYYY is century and year. The employee and employment record number must be active as of this date.

ERNCD POSITION_DATA

Y Enter a valid UCPath Earnings Code for the employee based on the employee’s Payroll Pay Group and Earnings Program. The Earnings Code must be active as of the listed Pay Period End Date. Invalid Earnings Codes for employees result in rejected (error) transactions. Refer to DDODS for a list of valid codes. You also can use the Earn Code look up on the Manage Accruals page to see the most recent list of valid earnings codes. A list of valid earnings codes at the time of publication is also included in this document.

Other Hours Y Enter a positive or negative hour’s value in this column, as long as the total hours do not exceed 24. Negative 8 hours, should be entered as -8.00. Note that prior pay period negative adjustments are associated with current calendar year only. Refer to the chart later in this document to see how negative Other Hours impact leave balances for adjustments, takes and payouts. Enter positive amounts for all catastrophic leave hours for the following earnings codes: CBB, CBE, CDB, CDE, CRB, CRE.




Populate (Y/N)

Field Format/Notes

UC_FMLA_FLAG N The main intent of the FMLA/CFRA/PDLL Usage? Field on the UCPath Manage Accruals page is for UC Locations to record FMLA/CFRA/PDLL intermittent time for an employee, but this also can be used when adjusting time for an employee on an extended leave. This field indicates whether the leave accrual adjustment should count toward FMLA, CFRA or PDLL entitlement usage. The column defaults to N (No) when loaded if nothing is entered in the column. Also review the FMLA, CFRA and PDLL Validations section in this document for additional requirements and process validations. Enter the valid value:

♦ A-FMLA: Updates only the FMLA entitlement balance. A FMLA Extended Absence Request must exist for this employee and time period in UCPath.

♦ B-CFRA: Updates only the CFRA entitlement balance. A CFRA Extended Absence Request must exist for this employee and time period in UCPath.

♦ C-PDLL: Updates only the PDLL entitlement balance. A PDLL Extended Absence Request must exist for this employee and time period in UCPath.

♦ D-FMLA/CFRA: Updates both the FMLA and CFRA entitlement balances. A FMLA and CFRA Extended Absence Request must exist for this employee and time period in UCPath.

♦ E-FMLA/PDLL: Updates both the FMLA and PDLL entitlement balances. A FMLA and PDLL Extended Absence Request must exist for this employee and time period in UCPath.

♦ Y-Yes: Updates the applicable FMLA entitlement balance. A FMLA Extended Absence Request must exist for this employee and time period in UCPath.




Populate (Y/N)

Field Format/Notes

DESCR254 Y Enter the reason for the adjustment, take or payout. The maximum number of characters is 254.



Example UC_PS_Inbound_FileGenerator_I181_HRSONLY with Data Rows

Use of the Negative Sign in the Text File Template and the Manage Accruals Page Refer to the following table to see how negative Other Hours in the text file template or Hours/Credits on the Manage Accruals page impact a leave balance and appear on pay statements and/or the Review Absence Balances page in UCPath. Note that a negative sign precedes some hour/credit values in the following examples. The Type value in the following table is based on the Earnings Code type.

Leave Balance

Type Other Hours Column or Hours/Credits

End Result to the Leave Balance

Appears on Pay Statement

Appears on the Self Service Review Absence Balances Pages

Sick Hour 8 Pays the employee but does not impact the accrual balance

Yes No

Sick Hour -8 Reverses pay from the employee but does not impact the accrual balance

Yes No

Sick Take 8 Subtracts from leave balance

Yes Yes

Sick Take -8 Adds to leave balance Yes Yes

Vacation Take 8 Subtracts from leave balance

Yes Yes



Leave Balance

Type Other Hours Column or Hours/Credits

End Result to the Leave Balance

Appears on Pay Statement

Appears on the Self Service Review Absence Balances Pages

Vacation Take -8 Adds to leave balance Yes Yes

Vacation Payout 8 Subtracts from leave balance except for LNF and LFN

Yes Yes

Sabbatical Adjustment 8 Adds to leave balance No Yes

Sabbatical Adjustment -8 Subtracts from leave balance

No Yes

Refer to the Impact of Negative and Positive Adjustment and Payout Values to Absence Management (AM) Leave Balances job aid for additional information regarding use of the negative sign.

Job Aid: Impact of Negative and Positive Adjustment and Payout Values to Absence Management (AM) Leave Balances

UC Locations can enter payouts, takes and adjust all employee accrual balances with the exception of vacation and sick balances. The exception regarding vacation and sick balance adjustments is for Post Doctorals; UC Locations can adjust Vacation and Sick balances for Post Doctorals. Vacation and sick balances for all other employees can be adjusted only by UCPath Center Absence Management. Takes and payouts appear on the employee's pay statement in the Earnings and Hours section. Adjustments do not appear on the employee's pay statement. Note that if a Location enters an adjustment as a take, the take appears on the employee’s pay statement, and the employee may question the take. UC Locations can adjust an employee’s FMLA, CFRA, PDLL balances by using the Other value in the Adjustment/Payout/Take field on the Manage Accruals page. FMLA, CFRA and PDLL balances cannot be adjusted using the I-181 file.



Adjustment, Payout, Take and Hour Explanations ♦ Adjustment: Use to make an accrual adjustment, such as incrementing or decrementing an employee’s

comp time. A negative sign in Other Hours in the text file template or Hours/Credits on the Manage Accruals page subtracts from the employee’s balance.

♦ Take: Use for current, future and prior period takes (decrements). Note that, for takes, a negative sign in Other Hours on the text file template or Hours/Credits on the Manage Accruals page adds to the employee’s balance. Enter a positive to reduce the balance.

♦ Payout: Use for payouts for leave accrual balances, such as CTO, PTO and so forth. A negative sign in Other Hours on the text file template or Hours/Credits on the Manage Accruals page adds to the employee’s balance. Enter a positive to reduce the balance.

♦ Hour: Using Hour may generate employee pay and appear on the paycheck if used incorrectly. The Hour option may be used when I-181 is no longer an option. Locations should not use Hour to pay someone from the Manage Accruals page. A good example for using Hour is: 80 hours were paid for REG via I-181 and a late entry came in for an 8-hour leave. The Location adds two rows – one for REG at -8 hours to reduce the pay and one for SCK or VAC for 8 hours.



Text File Checklist Complete the following checklist when creating your text file and before submitting the text file for processing.

Task # Task Explanation/Notes Complete

1 Confirm that the text columns use codes, not code descriptions.

Refer to DDODS for a list of the most recent valid codes.

2 Confirm that all required fields on the template are populated.

Refer to the applicable sections in this document for instructions regarding which columns to populate on the text file template.

3 Confirm that employee ID, employment record number, position and earnings codes are correct.

Correct incorrect data.

4 Confirm the text file has not already been submitted

The E-084 process does not check to see if you have already submitted a file for processing. Submitting the same file multiple times will cause data issues.

5 Confirm that dates are formatted correctly.

Confirm that all dates in the text file are MMDDYYYY. For example, enter 07012017, not 7/1/17 or 7/1/2017. Note that checking the date format can be performed only using a text editor tool, such as Notepad. You cannot confirm this task using Excel.

6 Confirm that there are no leading or trailing spaces in columns.

Review all cells in the text file to ensure that there are no leading or trailing spaces (extra spaces). Note that this task can be performed only using a text editor tool, such as Notepad. You cannot confirm this task using Excel.

7 Save the file as text file. When the Generate I-181 Time Entry Inbound File button is clicked, the file is saved as a text file with the proper file name and stores it in C:\Documents\Temp folder. From that point, Notepad can be used for corrections.

When you are ready to submit your file for upload and approval processing, refer to the PHCMABML201 Employee Accrual Adjustments course for text file upload instructions.



Review the E-084 Log File The Upload E-084 File process creates a log file that lists transactions that do not load to the Manage Accruals page. UC Locations are responsible for populating, auditing, uploading, reviewing and resolving the expected and unexpected results of the UC_PS_Inbound_FileGenerator_I181_HRSONLY text file upload. UC Locations can access the E-084 log file via the UCPath Interface Dashboard or UCPath Report Manager page. Refer to the Location Error Report job aid for step-by-step instructions.

CI Error and Warning Message List

The following table provides a list of possible component interface processing error and warning messages that can appear on the E-084 File process log file and the appropriate action to take. Note that processing stops for employees with error messages, and processing continues for employees with warning messages.

# Message Action(s) to Take

1 Error: Employee's Earning code is invalid. Earnings codes are allowed based on UCPath configuration, UC Location end user role, the employee’s pay group and the employee’s earnings program. If any of these variables are not met, this error occurs. Determine the correct earnings code to use and submit the employee on a new file.

2 Error: The employee’s under the Department ID were not processed.

This error message is shown for all CI errors and lists the entire row in the log. Determine the correct Department ID and submit the employee on a new file.

3 Error: Transactions older than 2 years will not be allowed.

The listed transaction(s) cannot process on this file. Do not try to process this transaction via the text file.

4 Error: FMLA eligible leave prior to Extended Absence request.

If the UC_FMLA_FLAG for a row is set to Y for absence type of Take, then a corresponding active FMLA/CFRA/PDLL extended absence request should exist in the PS_GP_ABS_EA table where the date of the Take must be between Leave Begin and Leave End Date and for Academic Year employees, the dates should be between the Period Begin and Period End Dates on the row. If not, this error occurs. Correct the error and submit the employee on a new file.



# Message Action(s) to Take

5 Warning for any transaction which is older than 60 days (difference between Earnings Begin Date and Pay Begin Date of the current pay period).

Transactions with warnings process. Do not ignore warnings. Review employees with warning messages and determine if other action is needed. This error also occurs if the DESCR254 is missing for the row.

6 Error: Position number is a required field. Enter the position code. Determine the correct Position number on Job Data and submit the employee on a new file.

7 Error: Employee ID is a required field. Enter the employee ID and submit the employee on a new file.

8 Error: Employee Rcd is a required field. Verify in Job Data. Enter the correct employment record number and submit the employee on a new file.

Complete the Text File Template for Manage Accruals Upload...The example on this page shows five...

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