Manual Payroll Interface Files - I-181 & I-618

Guidance on processing manual UCPath Interface files impacting Payroll, including roles and responsibilities for Department/Service Channels, Payroll and UCPath Center.

Department/Service Channel

• Identifies the need for processing a manual I-181 or I-618

Payroll

• Validates Excel Template for I-181 & I-618 to ensure formatting is valid for processing

UCPath Center

• Validates Interface File and processes successful rows.
• Rejects errors onto an E-010 report for corrections

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Process Steps to populate I-181 or I-618

1. Open template for I-181 to process hours only or I-618 to process amounts only
2. Navigate to Job Data in order to obtain the following information needed to process the file:

• EMPL ID
• Employee Record
• Position Number

Navigation:  PeopleSoft Menu > Workforce Administration > Job Information > Job Data

3. Key in the Current Pay Cycle Period End Date in the following format: MMDDYYYY
   • To ensure your date is in the proper format, use “Text” from the formatting dropdown
   • The Pay Period End Date MUST be the current cycle, you should not prior or future period end dates.
4. Key in the Earnings Begin and Earnings End Dates

Note: The I-181 must be reported by day, whereas the I-618 can be reported by pay period.

5. Key the Earnings Code

Note: Some Earnings Codes are now split, one for hourly employees and one for salaried employees.

6. Key in the Hours for I-181 and Amount for I-618
7. Save Excel Template using the Interface and Pay Period End Date in your file name
   • EX: “I-181 PPE 09212019”

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Process Steps to Send I-181 or I-618 for Upload

Each Service Channel has designated a select group of individuals who can use the following link for getting their manual file to Central Payroll: https://securesend.ucdavis.edu/filedrop/ucpath

1. After saving your Excel Template, fill out the form indicating:
   • The type of Interface file
   • The submitter’s name
   • Which Service Channel the file is from
   • A Brief Message
2. Once submitted, Central Payroll will review all files received and consolidate into 1 manual file for processing to UCPC
3. UCPC will process successful rows. An E-010 will generate for rows with errors.
4. If an E-010 generates, Central Payroll will take a high level look and distribute errors out to the responsible Service Channel for review and resubmission on a correction file.
5. Submission for corrections files will follow the same process as the initial manual file.

Sample I-181 

Sample I-618