Overview
Use the Mass PayPath template to submit payroll actions for upload into UCPath. The instructions referenced below should only be applied for graduate and undergraduate student employees in graduate academic titles.
Steps
- Download the template
- Review the UPKs: https://sp.ucop.edu/sites/ucpathhelp/LocationUsers/LOCplayer/data/toc.html
- Job Aid: PayPath Mass Update
- Job Aid: Complete the CSV File Template for PayPath Actions
- Complete the template
- The three sections represent the 3 tabs in the PayPath module
- Not all fields need to be completed for each type of PayPath; DO NOT delete unused fields or rows
- Pay special attention any time you need to reference the Employee Record Number; you want to make sure you are referencing the correct job
- Do not use this template to add Additional Pay
- Refer to the samples
- Save the template
- MANDATORY naming convention: SDCMP_E081_MASSUPDATEPAYPATH_YYYYMMDD
- Attach to our Google Form: https://forms.gle/qcpWcror49zNmMUA9
- Submit no later than 4 days prior to the PayPath payroll deadline you wish to impact.
- Keep in mind that larger files may take longer to review, so sooner is always better than later. And you'll want time to make corrections if any records do not process due to errors.
Template
Effective 09/03/2021, please use the updated E-081 Template: SDCMP_E081_MASSUPDATEPAYPATH_YYYYMMDD Template.xlsx
Samples
Not an exhaustive list!
Sample 1: Reduction in FTE/Position Data
Reduction in FTE: SDCMP_E081_MASSUPDATEPAYPATH_20200901
Required Fields
| Field | Column | Definition | Tips |
|---|---|---|---|
| Record Identifier | A, Q | Record Identifier | Required formatting |
| POSITION_NBR | B | Position Number | 8-digit Position Number |
| EFFDT | C | Effective Date | Written as XX/XX/XXXX |
| ACTION_REASON | D | Action/Reason Code | 3-character Reason Code |
| FTE | J | FTE | FTE written as 0.XXXX |
Sample 2: Short Work Break/Job Data
Short Work Break: SDCMP_E081_MASSUPDATEPAYPATH_20200716
Required Fields
| Field | Column | Definition | Tips |
|---|---|---|---|
| Record Identifier | A, AF | Record Identifier | Required formatting |
| EMPLID | B | Employee ID | 8-digit Employee ID |
| EMPL_RCD | C | Employee Record Number | Usually 0, 1, 2, or 3 |
| EFFDT_0 | D | Effective Date | Written as XX/XX/XXXX |
| TRANSACTION SEQUENCE | E | Transaction Sequence | Leave blank if only one action per employee; add sequential numbers if more than one transaction on this spreadsheet |
| ACTION | F | Action Code | 3-character Action Code |
| ACTION_REASON | G | Action/Reason Code | 3-character Reason Code |
| EXPECTED_RETURN_DATE | O | Expected Return Date | Written as XX/XX/XXXX |
Sample 3: Uncheck/Check Auto Term Box/Job Data
Uncheck Auto Term Box: SDCMP_E081_MASSUPDATEPAYPATH_20200626
Required Fields
| Field | Column | Definition | Tips |
|---|---|---|---|
| Record Identifier | A, AF | Record Identifier | Required formatting |
| EMPLID | B | Employee ID | 8-digit Employee ID |
| EMPL_RCD | C | Employee Record Number | Usually 0, 1, 2, or 3 |
| EFFDT_0 | D | Effective Date | Written as XX/XX/XXXX |
| TRANSACTION SEQUENCE | E | Transaction Sequence | Leave blank if only one action per employee; add sequential numbers if more than one transaction per employee per spreadsheet |
| ACTION | F | Action Code | 3-character Action Code |
| ACTION_REASON | G | Action/Reason Code | 3-character Reason Code |
| AUTO_END_FLG | W | Automatic End Flag | "Y" or "N" |
Sample 4: Update Academic Duration of Appt field to "End Date (Academic Term Appts)"
Academic Duration of Appt: SDCMP_E081_MASSUPDATEPAYPATH_20210602
Required Fields
| Field | Column | Definition | Tips |
|---|---|---|---|
| Record Identifier | A, AF | Record Identifier | Required formatting |
| EMPLID | B | Employee ID | 8-digit Employee ID |
| EMPL_RCD | C | Employee Record Number | Usually 0, 1, 2, or 3 |
| EFFDT_0 | D | Effective Date | Written as XX/XX/XXXX |
| TRANSACTION SEQUENCE | E | Transaction Sequence | Leave blank if only one action per employee; add sequential numbers if more than one transaction per employee per spreadsheet |
| ACTION | F | Action Code | 3-character Action Code |
| ACTION_REASON | G | Action/Reason Code | 3-character Reason Code |
| UC_ACAD_DUR_APPT | X | Academic Duration of Appt | W for "End Date (Academic Term Appts)" |
Sample 5: Job Code
In order to update a job code, you'll need to input the Record Identifier, Position Number, Effective Date, Action Reason, Job Code, Sal Admin Plan, Grade, Employee Relations Code, and if the employees are on a step, then the Step number will need to be added as well into the Job Data (200) section, along with the Record Identifier, Employee ID, Employee Record, Effective Date, Action, Action Reason.
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