Data entry guidelines for graduate academic titles. Do not enter data in fields where the table is grayed out. Choose from the spyglass list when possible.
Data Entry Tables by Job Code
Description Tab
Section | Example |
---|
Field | 1506 | 2310 | 2500 | 2510 | 2850 | 2860 | 3262 | 3263 | 3264 | 3266 | 3284 | 3285 | 3286 | 3287 |
---|
Position Number | Blank until you save at the end of the transaction |
---|
Effective Date | Varies (use 1 month prior to the anticipated hire date) |
---|
Reason | NEW |
---|
Position Status | Approved |
---|
Status Date | Defaults to Effective Date |
---|
Status | Active |
---|
Key Position | Leave blank |
---|
| |
Field | 1506 | 2310 | 2500 | 2510 | 2850 | 2860 | 3262 | 3263 | 3264 | 3266 | 3284 | 3285 | 3286 | 3287 |
---|
Business Unit | SDCMP |
---|
Job Code | 001506 | 002310 | 002500 | 002510 | 002850 | 002860 | 003262 | 003263 | 003264 | 003266 | 003284 | 003285 | 003286 | 003287 |
---|
Reg/Temp | Not Applicable |
---|
Regular Shift | Not Applicable |
---|
Title | Defaults based on Job Code |
---|
Full/Part Time | Fixed | Fixed | Variable | Fixed | Variable | Variable | Fixed | Fixed | Fixed | Fixed | Fixed | Fixed | Fixed | Fixed |
---|
Union Code | Defaults based on Job Code |
---|
Short Title | Defaults based on Job Code |
---|
| |
Work LocationField | 1506 | 2310 | 2500 | 2510 | 2850 | 2860 | 3262 | 3263 | 3264 | 3266 | 3284 | 3285 | 3286 | 3287 |
---|
Reg Region | USA |
---|
Department | Varies |
---|
Location | Defaults based on Department |
---|
Reports To | Varies |
---|
Supervisor Lvl | Leave blank |
---|
Dot-Line | Leave blank |
---|
| |
Field | 1506 | 2310 | 2500 | 2510 | 2850 | 2860 | 3262 | 3263 | 3264 | 3266 | 3284 | 3285 | 3286 | 3287 |
---|
Salary Admin Plan | T19A | T018 | TI8H | BYA1 | T18H | SDTU | T022 | T022 | T022 | T022 | T022 | T022 | T022 | T022 |
---|
Grade | I | I | I or II2 | Blank if BYA | I or II2 | G or UG3 | IV | IV | IV | IV | IV | IV | IV | IV |
---|
Step | Leave Blank |
---|
Work Period | Default Value |
---|
M/T/W/T/F/S/S | Leave Blank |
---|
FLSA Status | Defaults to Exempt |
---|
Bargaining Unit | Defaults to 8888 |
---|
1 BYA in salary plan does not mean the same as the DOS code meant in PPS. BYA in the salary plan indicates the comp rate field is manually updated. 2 I = Readers with Baccalaureate; II = Reader, without Baccalaureate- select Grade depending on what academic level your student employee is. 3 G = Grad Tutor; UG = UG Tutor - select Grade depending on what academic level your student employee is. Use BYA for Monthly pay frequency; then enter Compensation Rate Codes manually in Hire/Rehire templates Use Salary Admin Plan for BW pay frequency. Reports To field drives Ecotime approvers and who can assign training in UCLearning. | |
See all Description Tab fields
See all Description Tab fields
Specific Information Tab
Section | Example |
---|
Field | 1506 | 2500 | 2310 | 2510 | 2850 | 2860 | 3262 | 3263 | 3264 | 3266 | 3284 | 3285 | 3286 | 3287 |
---|
Effective Date | Default |
---|
Max Head Count | 1 | 1 | 1 | 1 | 1 | 1 | 1 | 1 | 1 | 1 | 1 | 1 | 1 | 1 |
---|
Mail Drop ID | Leave Blank |
---|
Health Certificate | Leave Blank |
---|
Signature Authority | Leave Blank |
---|
Checkboxes Only 2 should be checked: Include FTE, Budgeted Position; they should default to checked | |
Education and GovernmentField | 1506 | 2500 | 2310 | 2510 | 2850 | 2860 | 3262 | 3263 | 3264 | 3266 | 3284 | 3285 | 3286 | 3287 |
---|
Position Pool ID | Leave Blank | Pre-Encumbrance Indicator | No Encumbrance | Encumber Salary Option | Salary Grade Minimum | Classified Indicator | Academic | Calc Group (Flex Service) | Leave Blank | Academic Rank | Leave Blank | FTE | Varies (enter percentage of effort) | Adds to FTE Actual Count (Checkbox) | Check | Check | Check | Check | Check | Check | Check | Check | Check | Check | Check | Check | Check | Check |
Summer Session Pay: FTE for Associates and Teaching Assistants in Summer should be 0.000000. These appointments will be paid the published flat-rate via Additional Pay. | |
See all Specific Information Tab fields
UC Position Data Tab
Section | Example |
---|
Employee Relations CodeField | 1506 | 2500 | 2310 | 2510 | 2850 | 2860 | 3262 | 3263 | 3264 | 3266 | 3284 | 3285 | 3286 | 3287 |
---|
HR Worksite ID | Varies (search for the hiring department home department code) |
---|
Employee Relations Code | Stud Academic Title, HEERA | All Others, Not Confidential |
---|
Incentive Award Plan | Leave Blank |
---|
Special Training Code | Leave Blank |
---|
Security Clearance Type | Leave Blank |
---|
| |
Guidance on Reusing Graduate Academic Title Positions
For Graduate Academic titles, it is appropriate to recycle or reuse positions in most cases. Our recommendation is that you take into consideration how many updates the position requires to be correct for the next hire into the position. In general, if there are more than 2 position updates you may want to consider creating a new position to prevent unintentional errors if one piece of the position is not updated correctly. If you are unsure whether to use an old position or not, we encourage you to create a new position and freeze the old position.
Examples
Vacant Position | New Hire | Required Position Updates | Reuse or Create New? |
---|
50% TA on Fund Source X | 50% TA on Fund Source X | None | Reuse Old Position |
49.99% GSR on Fund Source Y reports to PI John | 25% GSR on Fund Source Y reports to PI Jane | FTE, reports to | Reuse Old Position |
35% Reader on Fund Source W; BW pay schedule/paygroup | 15% Reader on Fund Source X; MO pay schedule/paygroup | FTE, Fund Source, Pay schedule/Paygroup | Create New Position |
47.61% GSR on Fund Source Z | 20% GSR on Fund Source V | FTE, Job Code, Fund Source | Create New Position |
Related articles
-
Page:
-
Page:
-
Page:
-
Page:
-
Page: