How to Submit Expanded Sick Leave Hours using Mass Pay File (I-181) | Scribe

How to Submit Expanded Sick Leave Hours using Mass Pay File (I-181)

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  • 3 minutes

    Accessing and Completing the Mass Pay File

    Navigate to the[UCLA Central Resource Unit (CRU)/Payroll Partner website](https://www.centralresourceunit.ucla.edu/s/article/How-to-Find-Mass-Template).
    To download the file, click **I-181 Blank Template**.
    Click **Download**.
    Click **Enable Editing** to begin data entry.
    Do not delete the sample data on line 9.
    Begin your data entry on line 10.
    In the **Business Unit** column, enter **LACMP** or **LAMED**.
    In the **EMPLID** column, enter the employee's UCPath Employee ID.
    In the **EMPL RCD #** column, enter the employee's UCPath job record number that is associated to the position to which you are applying the leave hours.
    In the **POSITION #** column, enter the employee's UCPath position number that is associated to the employee's job to which you are applying the leave hours.
    In the **Pay Period End Dt** column, enter the end date for the current pay period.
    Refer to the [UCPath Center Payroll Processing Schedule](https://ucpath.universityofcalifornia.edu/pages/payroll-processing-schedules-working-hours) to ensure you are entering the correct pay period end date. Do not use an end date that is in the past.
    In the **EARNS BEGIN DT** column, enter the date that the leave was taken. **NOTE:** You can use historic or current pay period dates when entering the leave hours.
    In the **EARNS END DT** column, enter the same date as the **EARNS BEGIN DT** column. **NOTE:** You will be entering separate lines for each date the employee is using leave hours.
    In the **ERNCD** column, enter the appropriate Earn Code. 1. **SKL** for Exempt Employees 2. **S1L** for Non-exempt Employees
    In the **Other Hours** column, enter the number of sick leave hours taken for that day as a positive number. **NOTE:** Policy-covered Exempt employees should record sick leave in full-day increments. Refer to the [UC Absence from Work Policy PPSM-2.210](http://policy.ucop.edu/doc/4010406/PPSM-2-210) – Recording Sick Leave Balances and Use section for additional information.
    If you are entering sick leave hours for more than one day, start entering data on a new row and repeat steps 3 through 12 for each day the employee is using sick leave.
    If you are reporting expanded sick leave hours, enter the letter "P" in the **UC FMLA FLAG** column for every line associated with the expanded sick leave.
    You can enter leave hours for multiple employees on the same file but be mindful when entering the data.
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