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How to Process Final Wages

To process final wages within the time frame called for by the California Labor Code, follow the steps below.

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1. Review the state law as it applies to your situation.

  • An employee's final paycheck (including earnings to date, overtime, compensatory time, and vacation hours) must be paid at the employee's site of employment on the day of separation when:
    • The employee is discharged.
    • The employee has a predetermined ending date.
    • The employee has given at least 72 hours notice of intention to quit.
  • The final paycheck must be issued within 72 hours when an employee gives no notice of separation.
  • For more details on the requirements, see the Overview.

2. Coordinate preparation of the final check with the appropriate sub desk.

Choose from this list:

Sub Payroll contact Phone E-mail
0-SOM Loida Alberter x43244 lalberter@ucsd.edu
0-3 (A-H) David Smith x42269 dlsmith@ucsd.edu
0-3 (I-P) Gloria Poon x42784 gpoon@ucsd.edu
0-3 (Q-Z) Shanelle Colston x26672 scolston@ucsd.edu

3. Update the Payroll/ Personnel System (PPS) using the Separation Bundle (SEPR).

  • In addition to the usual information that you currently enter, you will need to update additional fields indicated below.
  • In the Screen "ESEP," enter code "3" in the [Dispo] field. (If the value is already a "3," then you do not need to update this field). This will suspend any Surepay deposits.
  • Review the Leave Accrual Calculator (PDF)
     
    esep screen

4. Continue the PPS process.

  • In Screen "EAPC," enter the code "Z" in the [Time] field on the appointment level. This will prevent duplicate payment to your employees.

    eapc screen

5. Update the transaction.

  • Press the F5 key.

6. Include in the "comments" section any specific instructions regarding the separation and payoff hours.

  • Indicate the Mail Code and Recipient to which the check should be mailed.
  • Include specific instructions for the following:
    • Compensatory time (premium and straight) payoff
    • Overtime
    • Trip bonus hours
    • Lieu of notice
    • Specific distribution numbers for multiple funded employees
  • For Sub 2 appointments, include the final hours and appropriate end date.
  • Include the name and number of the contact person if it is someone other than the PPS Preparer.

7. Update the notice.

  • After entering the comments, e-mail the PAN to the appropriate sub desk by entering the e-mail address on the address line of the notification preparation screen.
  • Once this information is received, the Payroll division specialist will prepare the check for mailing to the Mail Code indicated in the comments section. If there is no Mail Code indicated in the comments section, then the check will be held in Payroll for departmental pickup.

8. Arrange for check pickup.

  • For the employee who quits with notice, departments must arrange to present the final check to the employee at the time of his or her separation or retirement date.
  • For the employee who quits without notice, the department must prepare the check for mailing to the employee's last known address.

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