Enter Catastrophic Leave Donations in UCPath

This guide provides step-by-step instructions to enter Catastrophic Leave donations in UCPath. It covers entering donations between employees in the same department, different departments, and donations involving the Central Bank.

38 steps

Catastrophic Leave is centrally managed by Campus Human Resources (CHR) and Health Human Resources (HHR). Approval is required prior to entering accrual adjustments in UCPath.

Navigate to UCPath[https://ucpath.universityofcalifornia.edu](https://ucpath.universityofcalifornia.edu/home)

On the **Workforce Administration** homepage, click the **Absence Administration** tile.

Workforce Administration page with cursor drawing attention to the Absence Administration tile.

On the navigation pane, select the **Manage Accruals/Balances** folder.

Absence Administration navigation page with the cursor drawing attention to the Manage Accruals/Balances folder.

Select the **Manage Accruals** page.

Absence Administration navigation page with the cursor drawing attention to the Manage Accruals page.

Click the **Add a New Value** button.

Manage Accruals page with the cursor drawing attention to the Add a New Value button.

Employees in Same Department

Enter the applicable search criteria and click the **Add** button. - **Set ID:** LACMP or LAMED - **Department:** Enter the six-digit department code. - **Employee Classification:** Enter the appropriate classification number (e.g., 1 \[Contract\], 2 \[Career\]) or click the **Look up** icon to select the appropriate classification.

Manage Accruals page with the cursor drawing attention to the Add button.

The employee list is restricted to only those employees matching the search values for **Department** and **Employee Classification**. Employees in different classifications or departments require separate transactions.

Enter the employee's EMPL ID or click the **Look up** icon to select the appropriate employee.

Manage Accruals page with the cursor drawing attention to the Empl ID field.

If the employee does not appear on the list, verify you have chosen the correct **Employee Classification** and the employee is currently on **Active** payroll status (i.e., on a paid leave of absence).

In the **Begin Date** field, enter the first day of the pay period in which the donation is being submitted. In the **End Date** field, enter the last day of the pay period in which the donation occurs. **NOTE:** Transactions are effective on the date submitted and balances update on the following day for the receiving employee and during the next payroll processing for the donor employee.

Manage Accruals page with the cursor drawing attention to the Begin Date field.

Do not use future dates in the **Begin Date** field.

Select the **Adjustment** option from the **Adjustment/Payout/Take** drop-down list.

Manage Accruals page with the cursor drawing attention to the Adjustment/Payout/Take field.

Enter or select the appropriate **Earn Code** for the Catastrophic Leave donation. - **CDE** (Cat Leave Donation to Employee): Use this code when transferring donated vacation from a donor employee. - **CRE** (Cat Leave Received from Employee): Use this code when transferring donated vacation to a receiving employee. **NOTE:** The **Absence Element** field is automatically populated based on the value selected in the **Earn Code** field.

Manage Accruals page with the cursor drawing attention to the Earn Code field.

Enter the number of donated hours in the **Hours/Credits** field as a **positive** amount.

Manage Accruals page with the cursor drawing attention to the Hours/Credits field.

For donor employees, accept the default of **N** in the **FMLA/CFRA/PDLL Usage** field. For receiving employees: - If their leave was already entered as a leave with FMLA, CFRA, or PDLL, accept the default of **N** in the **FMLA/CFRA/PDLL Usage** field. - If the leave was not entered as FMLA/CFRA/PDLL and you want to adjust the employee's FMLA hours, enter **Y** in the **FMLA/CFRA/PDLL Usage** field.

Enter details related to the adjustment in the **Comments** field. **NOTE:** Comments are required for Catastrophic Leave donations.

Manage Accruals page with the cursor drawing attention to the Comments field.

If you have Catastrophic Leave donations for additional employees, click the **Add** icon to insert a new row and repeat Steps 7-14. **NOTE:** Only employees in the same **Employee Classification** and **Department** can be entered in the same transaction.

Manage Accruals page with the cursor drawing attention to the Add icon.

Click the **Save** button when the donation entry is complete.

Manage Accruals page with the cursor drawing attention to the Save button.

After clicking the **Save** button, UCPath checks for errors and sorts the rows in numerical order by EMPL ID.

Correct any errors and then click the **Submit** button.

Manage Accruals page with the cursor drawing attention to the Submit button.

If you navigate away from the **Manage Accruals** page without clicking the **Submit** button, you can search for the transaction using the **Transaction ID** that was created when the transaction was saved.

Employees in Different Departments

If you do not have security access to the other department, partner with the HR Initiator for that department to enter the Catastrophic Leave transaction. If you have security access to both departments, you must enter two separate transactions; one for each department.

Enter the applicable search criteria for the employee in your department and click the **Add** button. - **Set ID:** LACMP or LAMED - **Department:** Enter the six-digit department code. - **Employee Classification:** Enter the appropriate classification number (e.g., 1 \[Contract\], 2 \[Career\]) or click the **Look up** icon to select the appropriate classification.

Enter the employee's EMPL ID or click the **Look up** icon to select the appropriate employee.

Do not use future dates in the **Begin Date** field.

Select the **Adjustment** option from the **Adjustment/Payout/Take** drop-down list.

Enter the number of donated hours in the **Hours/Credits** field as a **positive** amount.

Enter details related to the adjustment in the **Comments** field. Include the employee's name and EMPL ID from the other department in the comment. **NOTE:** Comments are required for Catastrophic Leave donations.

Click the **Save** button when the donation entry is complete.

Correct any errors and then click the **Submit** button.

Donations Involving the Central Bank

Enter the employee's EMPL ID or click the **Look up** icon to select the appropriate employee.

Do not use future dates in the **Begin Date** field.

Select the **Adjustment** option from the **Adjustment/Payout/Take** drop-down llist.

Enter the appropriate **Earn Code** for the donation, indicating whether it is a donation *to* the bank or *from* the bank. - **CDB** (Cat Leave Donation to Bank): Use this code when transferring vacation hours from a donor employee to the Central Bank. - **CRB** (Cat Leave Received from Bank): Use this code when transferring donated vacation hours from the Central Bank to the receiving employee.

Enter the number of donated hours in the **Hours/Credits** field as a **positive** amount.

Accept the default value of **N** in the **FMLA/CFRA/PDLL Usage** field.

Enter details related to the adjustment in the **Comments** field. **NOTE:** Comments are required for Catastrophic Leave donations.

If you must enter Catastrophic Leave donations for additional employees, click the **Add** icon to insert a new row and repeat Steps 29-36. **NOTE:** Only employees in the same **Employee Classification** and **Department** can be entered in the same transaction.

Click the **Save** button when the donation entry is complete.

Correct any errors and then click the **Submit** button.

You must wait for the Catastrophic Leave hours to be added to the receiving employee's absence balance before processing the leave takes through the **Manage Accruals** page.

Refer to the [Catastrophic Leave in UCPath](https://scribehow.com/page/Untitled__CRDkiuDxSSGLH5pmV8I0Rg) page for additional information and links to step-by-step guides for entering and returning Catastrophic Leave hours.

Enter Catastrophic Leave Donations in UCPath

38 steps

Catastrophic Leave is centrally managed by Campus Human Resources (CHR) and Health Human Resources (HHR). Approval is required prior to entering accrual adjustments in UCPath.

Navigate to UCPath[https://ucpath.universityofcalifornia.edu](https://ucpath.universityofcalifornia.edu/home)

On the **Workforce Administration** homepage, click the **Absence Administration** tile.

On the navigation pane, select the **Manage Accruals/Balances** folder.

Select the **Manage Accruals** page.

Click the **Add a New Value** button.

Employees in Same Department

Enter the employee's EMPL ID or click the **Look up** icon to select the appropriate employee.

Do not use future dates in the **Begin Date** field.

Select the **Adjustment** option from the **Adjustment/Payout/Take** drop-down list.

Enter the number of donated hours in the **Hours/Credits** field as a **positive** amount.

Enter details related to the adjustment in the **Comments** field. **NOTE:** Comments are required for Catastrophic Leave donations.

Click the **Save** button when the donation entry is complete.

After clicking the **Save** button, UCPath checks for errors and sorts the rows in numerical order by EMPL ID.

Correct any errors and then click the **Submit** button.

Employees in Different Departments

Enter the employee's EMPL ID or click the **Look up** icon to select the appropriate employee.

Do not use future dates in the **Begin Date** field.

Select the **Adjustment** option from the **Adjustment/Payout/Take** drop-down list.

Enter the number of donated hours in the **Hours/Credits** field as a **positive** amount.

Click the **Save** button when the donation entry is complete.

Correct any errors and then click the **Submit** button.

Donations Involving the Central Bank

Enter the employee's EMPL ID or click the **Look up** icon to select the appropriate employee.

Do not use future dates in the **Begin Date** field.

Select the **Adjustment** option from the **Adjustment/Payout/Take** drop-down llist.

Enter the number of donated hours in the **Hours/Credits** field as a **positive** amount.

Accept the default value of **N** in the **FMLA/CFRA/PDLL Usage** field.

Enter details related to the adjustment in the **Comments** field. **NOTE:** Comments are required for Catastrophic Leave donations.

Click the **Save** button when the donation entry is complete.

Correct any errors and then click the **Submit** button.

You must wait for the Catastrophic Leave hours to be added to the receiving employee's absence balance before processing the leave takes through the **Manage Accruals** page.