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Looking for comment templates for the below actions?  Look no further! Transaction Comments are here!

Add Employment
ScenarioUnfilled Position*Filled Positions - Current or Future Pay PeriodFilled Positions - Retroactive (Prior) Pay PeriodRelevant UCPath Job Aid(s)
Add Employmentn/a
  1. Create a New Position
  2. Fund the Position
  3. Hire, Rehire, or Concurrent Hire Templates

See Choosing the Correct Template

  1. Create a New Position
  2. Fund the Position
  3. Hire, Rehire, or Concurrent Hire Templates
  4. Take action for missed pay5

See Choosing the Correct Template

Hire/Rehire/Concurrent Hire Template Transactions

See also Intralocation Transfer v. Concurrent Hire

n/a

Reminder when completing Job Data tab: 


UC Job Data - Academic Duration of Appt: 

End Date (Academic Term Appts)

See example of field.


Step Level generates the compensation fields for GSRs, TAs, and Associates. You will need to manually enter compensation data for Reader and Tutors. 

  • Teaching Assistant (2310) - Step 1
  • Associate-in-lieu of TA (1506) - Step 1
  • Associate Teaching a Course (1506) - Step 9
  • Graduate Student Researcher (3262, 3263, 3264, 3284, 3285, 3286, 3287) - Home academic department Step Level (1-10)

This info is different for Summer Session pay for TAs and Associates!

Reminder when completing Job Data tab: 


UC Job Data - Academic Duration of Appt: 

End Date (Academic Term Appts)

See example of field.


Step Level generates the compensation fields for GSRs, TAs, and Associates. You will need to manually enter compensation data for Reader and Tutors. 

  • Teaching Assistant (2310) - Step 1
  • Associate-in-lieu of TA (1506) - Step 1
  • Associate Teaching a Course (1506) - Step 9
  • Graduate Student Researcher (3262, 3263, 3264, 3284, 3285, 3286, 3287) - Home academic department Step Level (1-10)

This info is different for Summer Session pay for TAs and Associates!

Intralocation Transfer Process: Concurrent Hire + Termination 


Goal: Transfer into new position the day after the current position ends without a break in service

Discontinue Use: Intralocation Transfer template 

See also Intralocation Transfer v. Concurrent Hire

n/a
  1. Create a New Position
  2. Fund the Position
  3. Use Concurrent Hire Template to hire employee into new job
  4. Use Termination template to end the old job (or ensure appropriate end date and "end job automatically" box is checked)



See Choosing the Correct Template

The Concurrent Hire template transaction creates a new employee record, preserving the existing record in the current department. 

  1. Create a New Position
  2. Fund the Position
  3. If the old position had the end job automatically box checked, then it is likely this employee was auto-terminated. You will need to use a Rehire template to hire into the new position. 
  4. Take action for missed pay5


See Choosing the Correct Template

The Concurrent Hire template transaction creates a new employee record, preserving the existing record in the current department. 

Childcare Reimbursement
ScenarioUnfilled Position*Filled Positions - Current or Future Pay PeriodFilled Positions - Retroactive (Prior) Pay PeriodRelevant UCPath Job Aid(s)

Add Childcare Reimbursement for ASEs

(using the same funding as the salary fund source)

n/aPayPath - Additional Pay
  • Earn Code: CCA
  • Reason: New Additional Pay
  • Effective Date: the first of the month (1-month period ONLY2)
  • End Date: the end of the month
  • Pay Period Amt: varies (up to $1100)
  • Goal Amount: same as Pay Period Amt

See an Additional Pay sample.


Example: It is June 12, 2021 and student submitted child care reimbursement for Spring 2021. Since we are pre-data change deadline for the current month/quarter, you can process the additional pay via PayPath update. 

One-Time Payment 

  • Earnings Code: CCA
  • Earnings Amount: Amt. varies (up to $1100)
  • Earnings Begin: First day of month (1-month period ONLY2)
  • Earnings End: Last day of month
  • Pay End Date: Should auto-generate to next on-cycle paycheck

Steps:

  1. Navigate to Self Service Transactions Links > Select One Time Payments > Search for your employee and select Get Employees
  2. Click the name of the appropriate employee job record
  3. Enter the Earnings Code
  4. Enter the Earnings Amount
  5. Enter the Earnings Begin and Earnings End Dates
  6. Enter Initiator Comments
    1. Ex: Entered missed Fall 2020 child care reimbursement for December 2020 in the amount of $1100.
  7. Click Submit

Notes:

  • DO NOT SUBMIT One-Time Payment during UCPath Non-Transaction Days. If submitted during this time period, it will not be processed in the next cycle and will essentially be "deleted". You will have to submit a new One-Time Payment after the non-transaction days.
  • If you do not have access to submit One-Time Payment in UCPath, please submit UCPath Services and Support ticket to request access to the module.
  • If student was active during applicable pay period but has since been put on SWB or Terminated from position you are trying to apply the one-time payment to, you will need to submit a ticket to UCPC. First, submit the one-time payment in UCPath then submit a case to UCPC to request the one-time pay be processed.
    • Ex: Student was an active TA in December 2020. It is now February 2021 and student is on SWB. You will need to submit the One-Time Payment then submit a ticket to UCPC since the student is not currently active.
  • If the additional pay is the only pay/student has financial hardship from not receiving payment (ex: Summer Session TA/Associate-In pay processed via additional pay), submit via off-cycle. Otherwise, retro additional pay should be submitted via One-Time Payment and will be paid with next on-cycle paycheck.
  • If student submitted reimbursement form for first or second month of quarter and we are in the third month before the payroll deadline, it is recommended to submit for current month via Additional Pay so that you do not have to submit One-Time Payment.
    • Ex: We are in Winter 2021 and a student submitted their childcare reimbursement form on March 3, 2021 for charges from February 2021. Since we are still before the March deadline and within Winter quarter, submit the full childcare reimbursement request in March before the payroll deadline via Additional Pay in PayPath.
  • Campus best practice is to submit One-Time Payment for any retro additional pay. 


Example: It is January 18, 2021 and you are submitting an additional pay for pay period 12/01-12/31, you would follow the above steps to submit a One-Time Payment. Submitting a retroactive Additional Pay transaction in PayPath will not disburse the money to the student if the end date has passed. 

Add Childcare Reimbursement for GSRs

(using different funding from the salary fund source)

n/a

PayPath - Additional Pay

  • Same steps as Add Childcare Reimbursement for ASEs above. 

See an Additional Pay sample.


Funding Entry

  • Effective Date: same as Additional Pay info (probably 12/01, 03/01, or 06/01)
  • Add funding line with CCA Earn Code (Ern Cd)
  • Pay Dist: 100%

See a Funding Entry sample.

One-Time Payment

  • Same steps as Add Childcare Reimbursement for ASEs above. 


Funding Entry

  • Effective Date: same as Additional Pay info (probably 12/01, 03/01, or 06/01)
  • Add funding line with CCA Earn Code (Ern Cd)
  • Pay Dist: 100%

See a Funding Entry sample.

Change End Date
Unfilled Position*Filled Positions - Current or Future Pay PeriodFilled Positions - Retroactive (Prior) Pay PeriodRelevant UCPath Job Aid(s)

Position Management


Action/Reason Code:

  • Extend - DTA/EXT
  • Reduce - DTA/COR

PayPath - Job Data

Action/Reason Code:

  • Extend - DTA/EXT
  • Reduce - DTA/COR


Note: for extension, please use earliest date possible

Rehire Reinstatement Smart HR Template3
Change Funding
Unfilled Position*Filled Positions - Current or Future Pay PeriodFilled Positions - Retroactive (Prior) Pay PeriodRelevant UCPath Job Aid(s)
Funding Entry UpdateFunding Entry Update
  1. Funding Entry Update
  2. Direct retro
Change Pay Rate
Unfilled Position*Filled Positions - Current or Future Pay PeriodFilled Positions - Retroactive (Prior) Pay PeriodRelevant UCPath Job Aid(s)
n/a

PayPath - Job Data


Action/Reason Code:

  • Correction - DTA/CPR
  • Promotion - PAY/PRO
  1. Position & Job Data Update Form (to correct compensation) to UCPC
  2. Take action for missed pay5
    (most likely)
Change in Percent Time
Unfilled Position*Filled Positions - Current or Future Pay PeriodFilled Positions - Retroactive (Prior) Pay PeriodRelevant UCPath Job Aid(s)

Position Management


Action/Reason Code:

  • Increase in % time - POS/PIT
  • Decrease in % time - POS/PRT

PayPath - Position Data


Action/Reason Code:

  • Increase in % time - POS/PIT
  • Decrease in % time - POS/PRT
  1. PayPath - Position Data
  2. Take action for missed pay5
Change Reports To
Unfilled Position*Filled Positions - Current or Future Pay PeriodFilled Positions - Retroactive (Prior) Pay PeriodRelevant UCPath Job Aid(s)

Position Management


Action/Reason Code: POS/RTC

PayPath - Position Data


Action/Reason Code: POS/RTC

PayPath - Position Data


Action/Reason Code: POS/RTC

Change Title Code
ScenarioUnfilled Position*Filled Positions - Current or Future Pay PeriodFilled Positions - Retroactive (Prior) Pay PeriodRelevant UCPath Job Aid(s)
Change in Title Code
(affecting pay)
Position Management

OR

Create a new Position
Position & Job Update Form to UCPC
(most likely)

OR

1. Create a New Position
2. Concurrent Hire Template into New/Termination Template out of old1
(recommended)
  1. Position & Job Update Form to UCPC
  2. Take action for missed pay5
    (most likely)

    OR


  1. Create a New Position
  2. Concurrent Hire Template into New/Termination Template out of old1
  3. Take action for missed pay5

(recommended)

Change in Title Code
(not affecting pay)
Position Management

OR

Create a new Position
Position Update Form to UCPC
(most likely)
Position Update Form to UCPC
(most likely)

OR

If available effective date on Position, PayPath - Position Data
How to Update Position Data for a Filled Position in PayPath
Contingent Worker - Unsalaried Visiting Graduate Student
Unfilled Position*Filled Positions - Current or Future Pay PeriodFilled Positions - Retroactive (Prior) Pay PeriodRelevant UCPath Job Aid(s)

  1. Smart HR Transactions: UC_ADD_CWR
    1. Job Code: CWR003 (Visiting Student Res-Graduate)
    2. Employee Class: 14


Daily Rate of Pay

There is a different process for Daily Rate of Pay during Summer Session. Please refer to Graduate Student Employment: Summer Session Pay for processing TA Daily Rates of Pay during Summer Session. 

See also:

ScenarioUnfilled Position*Filled Positions - Current or Future Pay PeriodFilled Positions - Retroactive (Prior) Pay PeriodRelevant UCPath Job Aid(s)
TA or Associate Daily Rate of Pay
(Leave Early)
n/a

Effective 03/01/22 there is a new process! 

Contact Division of Graduate Education and Postdoctoral Affairs for assistance!

Effective 03/01/22 there is a new process! 

Contact Division of Graduate Education and Postdoctoral Affairs for assistance!


TA or Associate Daily Rate of Pay
(Start Late)
n/a

Effective 03/01/22 there is a new process! 

Contact Division of Graduate Education and Postdoctoral Affairs for assistance!

Effective 03/01/22 there is a new process! 

Contact Division of Graduate Education and Postdoctoral Affairs for assistance!

Intercampus Employment
Unfilled Position*Filled Positions - Current or Future Pay PeriodFilled Positions - Retroactive (Prior) Pay PeriodRelevant UCPath Job Aid(s)

MLA Form is required if student will work at more than one UC Campus at the same time.  

Chapter 12: Intercampus Employment

MLA Form is required if student will work at more than one UC Campus at the same time.  

Chapter 12: Intercampus Employment

MLA Form is required if student will work at more than one UC Campus at the same time.  

Chapter 12: Intercampus Employment

Off-Cycle Pay

For missed REG pay

Unfilled Position*Filled Positions - Current or Future Pay PeriodFilled Positions - Retroactive (Prior) Pay PeriodRelevant UCPath Job Aid(s)
n/an/a

Payroll Request > Off Cycle

Monthly/Exempt (eg. Associate, TA, GSR)

  • Earnings Code: REG
  • Salary %: full month of work, use the FTE for the job (eg. 25%, 50%); not the full month, use the formula in the job aid.  USE TA DAILY RATE OF PAY FOR TAs & ASSOCIATES.

Hourly/Positive-Time Reporting (eg. Reader, Tutor)

  • Earnings Code: REG
  • Hours: enter hours per day
Short Work Break

Short Work Break (SWB) cannot be extended longer than four (4) months at a time.  Students on LOA are not eligible for SWB, their UCPath appointment must be terminated. 

Effective March 2021, the FTE does not have to be reduced to "0".  

ScenarioFilled Positions - Current or Future Pay PeriodFilled Positions - Retroactive (Prior) Pay PeriodRelevant UCPath Job Aid(s)
Any Graduate Academic Title
  1. If needed, extend the appointment end date 
    1. At least 1 day before it's set to expire (I.e.: if the end date is 6/30. Update appt end date by 6/29)
  2. Add SWB in the action field 
  3. Add effective date and expected return date
    1. (I.e.: if the first day the student will be on SWB and not receiving pay is 7/1 enter effective 7/1.  If the student is working Summer Session II the expected return date would be 8/1. Their last day on SWB would 7/31). 
  4. SWB cannot be extended longer than 4 months
  5. Keep FTE as is. No longer need to reduce FTE to 0
  6. The student needs to be returned from the SWB to be active in UCPath 
  1. If needed, extend the appointment end date 
  2. If the student was NOT working and was NOT put on SWB and received pay take action for overpayment.
  3. Add SWB in the action field 
  4. Add effective date and expected return date
    1. (I.e.: if the first day the student will be on SWB and not receiving pay is 7/1 enter effective 7/1.  If the student is working Summer Session II the expected return date would be 8/1. Their last day on SWB would 7/31). 
  5. SWB cannot be extended longer than 4 months
  6. Keep FTE as is. No longer need to reduce FTE to 0
  7. The student needs to be returned from the SWB to be active in UCPath 
Terminations
Unfilled Position*Filled Positions - Current or Future Pay PeriodFilled Positions - Retroactive (Prior) Pay PeriodRelevant UCPath Job Aid(s)
n/a

No action IF Auto-terminate box is checked in Job Data (which it should be for Academic appointments)

OR

Termination Template

(If student is on SWB, Termination Date should essentially be any date after the effective date of SWB and prior to the job expected end date.)

TBD (smile)
Transfer Position to a New Department
Unfilled Position*Filled Positions - Current or Future Pay PeriodFilled Positions - Retroactive (Prior) Pay PeriodRelevant UCPath Job Aid(s)

Position Management


Action/Reason Code:  POS/XFR

PayPath - Position Data


Action/Reason Code:  POS/XFR

Submit Position Update Form if effective date has already been used. How to Update Position Data for a Filled Position in PayPath
Update Auto-Terminate Box
Unfilled Position*Filled Positions - Current or Future Pay PeriodFilled Positions - Retroactive (Prior) Pay PeriodRelevant UCPath Job Aid(s)

PayPath - Job Data


Action/Reason Code: DTA/TMF


How to Update Job Data in PayPath

Notes

*For unfilled Positions, if you have made the Effective Date at least 1 month prior to the date of hire, you should have available rows to make Position updates. If you think you have run out rows to use, you may have to submit a Position Update Form to UCPC. Contact us to confirm.

  1. A reminder that the Interlocation Transfer Process is not a single template, but a combination of templates and actions AND you should not be using this any longer as of Dec. 2020!
  2. Use a 1-month period ONLY for Childcare Reimbursements; if you make an entry for a full quarter (3 month), the student will get 3 payments. A reminder to make entries effective the first or last month of the quarter only.
  3. Reinstate an employee at our Location who was automatically terminated in error in UCPath (end job automatically box incorrectly checked/end date not extended in time)
  4. If you are processing a Rehire or Concurrent Hire, start the template, and begin following the UPK instructions (~page 15) when you get to the Compensation fields
  5. Refer to Job Aid, "How to Request Off-Cycle Pay for Exempt Employees" (or "How to Request Off-Cycle Pay for Non-Exempt Employees" as necessary)
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