Payroll/ Ecotime/Leaves Info
Here employees will find information on how to set up their method of receiving their paychecks, etc. Also find information about how to record scheduled working hours and accruals. Plus information regarding all types of leaves that they may qualify for.
3 Types of Payment Methods to Receive Paychecks
Three Ways for Employees to Get Paid
- Your pay is automatically deposited in your U.S. bank account and available on payday
- You have the option to split your earnings across 3 different accounts
- Direct Deposit can only be set up with U.S. financial institutions
How to Setup Direct Deposit
Changes (add/update/delete) to your Direct Deposit information is allowed once per day. A maximum of three Direct Deposit accounts are accepted. The initial Direct Deposit set-up may take up to two weeks to become effective.
- Login to UCPath online
- Select Employee Actions > Income and Taxes > Direct Deposit
- Add, update, or delete direct deposit information.
- To add direct deposit information: enter the bank routing number, the account type, the account number, and the direct deposit amount or percentage.
Mailed Paper Paycheck
- Make sure that your home address is current in UCPath
- Your paycheck is mailed to your home address via United States Postal Service
- It could take 2 to 3 days for a paper paycheck to arrive at your home address within the us and longer outside the country.
UC Pay Card (Visa Debt Card)
- Enrollment in the UC Pay Card is available to non-represented employees and certain represented employees.
- Get a debit card without establishing a bank account
- Your earnings are loaded onto your card every payday (with funds available that day)
- You can use your card anywhere Visa cards are accepted
- Instructions, the application form, and a link to FAQs here- Sign up for Pay Card
Payroll Calendars and Observed Holidays
- Here you can access downloadable Monthly (exempt employees) & Biweekly (non exempt employees) Payroll calendars.
- The university provides 14 paid holidays a year. A holiday that falls on Saturday is typically observed on the preceding Friday; a holiday that falls on Sunday is typically observed on the following Monday. Consult with the HR to determine if you are eligibile for paid holiday hours
- Observed University Holidays
- New Year's Day
- Martin Luther King Jr. Day, observed on the third Monday in January
- Presidents' Day, observed on the third Monday in February
- César Chávez Day: observed on the last Friday in March
- Memorial Day, observed on the last Monday in May
- Juneteenth National Independence Day, June
- Independence Day
- Labor Day
- Veterans Day
- Thanksgiving Day
- Friday after Thanksgiving
- Winter Break (2 days)
- New Year's Eve (or equivalent)
Signing up for Electronic W2
Electronic W2 is safe and convenient. Your W-2 can’t get lost, stolen, or misplaced and you can download/print at any time.
Go to UCPath online and click on Employee Actions > Income and Taxes > Enroll to Receive Online W-2. If the current status says CONSENT RECEIVED, no action is required – you are already signed up for the electronic statement.
- Once signed up, all notifications pertaining to your W-2/W-2c will be sent to your preferred email address on file in the UCPath system – make sure that your email is correct.
- UC does not send actual W-2 statements to employees by email or text. You SHOULD NOT open any attachments or click on any email links that claim to give access to your W-2! If you receive an email or text that has a link or an attachment for viewing your W-2, it is a phishing scam designed to gain access to your private information. All employees must sign in to UCPath to view/print their electronic W-2.
Find more information on UCnet.
Campus Ecotime is a payroll reporting tool that is integrated with UCPath for pay and leave reporting. Find a more extensive list of FAQs related to Timekeeping.
Ecotime Timesheet- Reporting Hours
You are required to record the hours you worked and or use of accrued time by the ECOTime Deadline.
Ecotime Schedule Deadline for biweekly and monthly timesheets
Ecotime Login: ecotimecampus.ucsd.edu
The university has two types of overtime for eligible staff employees: straight and premium. Employees may receive either compensatory time off (comp time) or pay for overtime worked. Contact the HR team to set this up.
- Only non-exempt employees are eligible for overtime. Exempt and non-exempt titles are identified in the Staff Title and Pay Plan.
- Overtime work must be approved in advance by your supervisor
UC San Diego provides paid time off for a variety of activities, including vacation, holiday, sick leave, jury duty, voting, and other types of leave.
Time Off (Vac/Sick/Jury Duty/FML)
You check vacation and sick leave balances in UC Path. You will need to log in navigate from the menu bar to Employee Actions > Leave Balances.
The amount of vacation leave an employee accrues depends on their appointment type, percent of time worked, years of qualifying services, and hours on pay status. The University uses a factor based on these inputs, to determine the vacation accrual rate.
Employees must request supervisory approval to schedule and use vacation time. Some categories of employees may use vacation immediately after they begin accruing it. Other staff employees are eligible after completing 6 months of qualifying service. All employees may use only vacation time they have accrued.
Eligible full-time Professional and Support Staff (PSS) accrue vacation leave as follows:
- Less than 10 years of service: approximately 15 working days a year
- 10-15 years of service: approximately 18 working days a year
- 15-20 years of service: approximately 21 working days a year
- 20 or more years of service: approximately 24 working days a year
Eligible full-time Senior Management Group (SMG) members and Managers and Senior Professionals accrue vacation leave as follows:
- Less than 5 years of service: approximately 18 working days a year
- 5-10 years of service: approximately 21 working days a year
- 10 or more years of service: approximately 24 working days a year
Eligible employees accrue vacation for all hours on pay status.
Employees cease to accrue vacation time when they reach a maximum balance. The full-time staff employee maximum accrual rate is twice the amount of vacation earned each year.
- 15 working days per year: 240 hours
- 18 working days per year: 288 hours
- 21 working days per year: 336 hours
- 24 working days per year: 384 hours
Sick Accruals/ Bereavement
Sick leave may be used in the event of:
- Employee illness or medical appointments
- Illness of a family member or individual in the employee's household
- Medical appointments for a family member or individual in the employee's household
Career employees accrue a specific amount of sick leave each month based on the number of working hours in the month. Full-time employees earn approximately 12 days per year. Employees working half-time or more are entitled to sick leave in proportion to their hours on pay status. For details, refer to the Factor Leave Table.
There is no maximum for sick time accrual.
Employees may be required to submit satisfactory proof of illness or inability to work. Policy-covered employees may use up to 30 days of sick leave in cases of serious illness or up to 10 days of sick leave for a death in their family or household. Employees covered by a collective bargaining agreement should refer to their bargaining unit agreement for information about use.
Employees not eligible for leave with pay for illness or bereavement may charge the absence to compensatory time off or personal leave.
Jury Duty/Witness Duty/Voting
UC San Diego provides paid time off for jury and witness duty for eligible employees.
Jury duty: Employees may be required to submit proof of attendance to their supervisor and departmental timekeeper.
- Exempt employees receive administrative leave with pay for work days spent on jury duty, not to exceed the pay for the employee's normal workday and workweek.
- Non-exempt career employees receive administrative leave with pay for actual time spent on jury duty and in related travel, not to exceed the pay for the employee's normal workday and workweek.
Witness duty: Career employees receive administrative leave with pay for work days spent as a witness in an administrative or legal proceeding when subpoenaed as a witness.
Expert witness duty: An employee who is called or subpoenaed as a paid expert witness in a proceeding involving or on behalf of the university receives administrative leave with pay.
Employees not eligible for administrative leave with pay for administrative or legal proceedings may charge the absence to accrued vacation, compensatory time off, or personal leave.
UC San Diego can provide paid time off for voting in local, state, and federal elections.
Non-exempt employees can receive up to 2 hours leave with pay to vote in a local, state, or federal election if they do not have time to vote outside of working hours. Any additional time off is without pay.
If you need to take time off to vote, you must:
- Take the time at the beginning or end of your regular work shift (whichever allows the most time for voting and the least time off work), unless otherwise agreed.
- Give your manager 2 working days notice.
FML and PFCB (Family Medical Leave / Pay for Family Care and Bonding)
To find out whether you’re eligible for FML, please contact the HR team.
UC employees may be able to take up to 12 weeks of unpaid Family and Medical Leave (FML) for:
- Incapacity due to:
- Pregnancy, prenatal medical care, or childbirth
- A serious health condition
- The serious health condition of a son or daughter, spouse, domestic partner (same-sex or opposite-sex), or parent
- Bonding with a newborn, adopted or foster-care child in accordance with state and federal law in effect at the time of the leave
- Military Family Leave to eligible employees with a spouse, child or parent on active duty or called to active duty.
Pay for Family Care and Bonding (not to be used for employee's own leave)
If you are eligible for FML, you may also be eligible for Pay for Family Care and Bonding (PFCB). The Pay for Family Care and Bonding (PFCB) program, effective January 1, 2023, gives qualifying employees the option to replace 100% of their eligible earnings for up to eight workweeks per calendar year.
For more information regarding the Pay for Family Care and Bonding (PFCB) Program please visit UCnet PFCB.
More information and resources:
- Leave of Absence Request Form
- UC documents and forms (UCnet)
- For HR Contacts: Sample Letters
- Employee rights and responsibilities (PDF) - Department of Labor
Resources available to assist employees:
Note: Federal regulations prohibit denying leave because an employee did not use the forms provided on this page.
Catastrophic Leave Donation Program
The Catastrophic Leave Donation program is a way for our Triton employee community to support each other through challenging times by donating vacation hours.
The program allows the voluntary donation of accrued vacation hours by fellow employees to create a bank of hours for use by employees facing hardship. It provides continuation of salary and benefits for eligible employees who have exhausted all their accrued time balances due to:
- a catastrophic illness or injury (applied to disability waiting period)
- caring for a catastrophically ill or injured family or household member
- the death of a family or household member
- a catastrophic casualty loss suffered due to a terrorist attack, fire or natural disaster
If you are nearing your vacation accrual maximum, or if you’re just feeling inspired to support your colleagues, please consider donating some of your vacation hours to the Catastrophic Leave bank. It could make a world of difference in the life of a Triton colleague.