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

This guide is essential for anyone responsible for submitting Expanded Sick Leave hours through the Mass Pay File (I-181) process at UCLA. It provides detailed instructions on accessing and completing the necessary Excel template, ensuring accurate data entry, and submitting the file for processing.

26 steps
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**.

This image highlights the I-181 blank Excel template hyperlink on the HR Admin page of the CRU website.

Click **Download**.

This image highlights the download button for the I-181 blank Excel template.

Click **Enable Editing** to begin data entry.

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Do not delete the sample data on line 9.

Begin your data entry on line 10.

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In the **Business Unit** column, enter **LACMP** or **LAMED**.

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In the **EMPLID** column, enter the employee's UCPath Employee ID.

This image highlights the cell on row 10 in the EMPLID column in the I-181 blank Excel template.

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.

This image highlights the cell on row 10 in the EMPL RCD # column in the I-181 blank Excel template.

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.

This image highlights the cell on row 10 in the POSITION # column in the I-181 blank Excel template.

In the **Pay Period End Dt** column, enter the end date for the current pay period.

This image highlights the cell on row 10 in the Pay Period End Dt column in the I-181 blank Excel template.

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.

This image highlights the cell on row 10 in the EARNS BEGIN DT column in the I-181 blank Excel template.

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.

This image highlights the cell on row 10 in the EARNS END DT column in the I-181 blank Excel template.

In the **ERNCD** column, enter the appropriate Earn Code. 1. **SKL** for Exempt Employees 2. **S1L** for Non-exempt Employees

This image highlights the cell on row 10 in the ERNCD column in the I-181 blank Excel template.

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.

This image highlights the cell on row 10 in the Other Hours column in the I-181 blank Excel template.

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.

This image displays 4 complete rows of employee sick leave details in the I-181 blank Excel template.

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.

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You can enter leave hours for multiple employees on the same file but be mindful when entering the data.

Data integrity is the responsibility of the department representative completing the file. CRU/UCLA Payroll Partner does not review the files for accuracy; they only upload them to UCPath.

Save the file as an Excel file and use the appropriate naming convention with the date at the end of the file name. Naming convention: I-181 File PPE MMDDYYYY\ Example: I-181 File PPE 01312025

This image highlights the Save button in the I-181 blank Excel template.

Submitting the Mass Pay File for Processing

Submit a case to [CRU/UCLA Payroll Partner](https://cru.ucla.edu/) and attach the Excel file to the case for processing.

Refer to the [CRU Pay Processing Calendar](https://cru.ucla.edu/processing-calendars) for deadlines to submit mass files to CRU/UCLA Payroll Partner. These deadlines are earlier than the dates on the UCPath Center Payroll Processing to ensure your files are processed by CRU in time to meet the UCPath Center deadlines

From the homepage, click the **Create a Case** button.

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Click the **HR/Admin** hyperlink.

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You will be prompted to sign in using UCLA Single Sign On (SSO).

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Complete the required fields on the case submission form. 1. Select **Mass Pay Files (I-181, I-618, I-171, etc.)** from the **Topic** drop-down menu. 2. Select your employment type from the **Employment Type** drop-down menu. 3. Enter your UCPath Employee ID in the **Employee Empl ID** field. 4. Enter your UCLA UID in the **Employee University ID** field. 5. Enter your last name in the **Employee Preferred Last Name** field. 6. Enter your first name in the **Employee Preferred First Name** field.

This image displays the case submission form on the HR Admin Request page of the CRU website.

In the **Subject** line, enter **I-181 ESL - Expanded Sick Leave**.

This image highlights the Subject line in the case submission form on the HR Admin Request page of the CRU website.

In the **Description** field, enter “I-181 for number of employees, expected pay period to be paid out on” (Ex. I am attaching an I-181 for 100 employees to be paid on pay period ending 12/31/2024).

This image highlights the Description field in the case submission form on the HR Admin Request page of the CRU website.

Click the checkbox and attach your Excel file to the case.

This image highlights the "Click here to provide attachments." checkbox in the case submission form on the HR Admin Request page of the CRU website.

Click the **Submit** button.

This image highlights the Submit button in the case submission form on the HR Admin Request page of the CRU website.

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

26 steps
3 minutes