Page Comparison

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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

• How to Create a Position 

• How to Create New Position Funding

• Template Transactions

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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!

• How to Initiate a Full Hire Template Transaction

• How to Initiate a Rehire Template Transaction

• How to Initiate a Concurrent Hire Template Transaction

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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. 

• How to Initiate a Concurrent Hire Template Transaction

• How to Initiate a Termination Template Transaction

• How to Process Terminations for Jobs with End Dates

Position Management

OR

Create a new Position (recommended)

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)

3. Don't forget to freeze the old position

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)

4. Don't forget to freeze the old position

• How to Request Off-Cycle Pay for Exempt Employees

• How to Create a Position 

• How to Initiate an Intra-Location Transaction

• How to Initiate An Inter-Location Transfer or Transfer Staff to Academic and Vice Versa

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

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PayPath - Additional Pay

• Earn Code: NTF

• 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

• Goal Amount: same as Pay Period Amt

See an Additional Pay sample.

One-Time Payment 

• Earnings Code: NTF

• Earnings Amount: Varies

• 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: Fall 2024 child care reimbursement for December 2024 in the amount of $xx.

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.

• 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.

• Campus best practice is to submit One-Time Payment for any retro additional pay. 

• How to Submit One-Time and Recurring Additional Pay

• UCPath Training: Review and Reinforcement - please see Retro Additional Pay presentation and recording

• UPK: Initiate Retroactive Additional Pay PayPath Transaction (Staff/Acad)

• UPK: Initiate Update to Additional Pay PayPath Transaction

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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!

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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!The best practice is to hire into a new position with the applicable FTE to ensure student is paid correct gross salary based on their service period.

1. Determine gross salary and adjusted FTE for TA or Associate Instructor’s service period

2. Create a new position

3. Take appropriate concurrent or new hire action to hire employee

The best practice is to hire into a new position with the applicable FTE to ensure student is paid correct gross salary based on their service period.

1. Determine gross salary and adjusted FTE for TA or Associate Instructor’s service period

2. Create a new position

3. Take appropriate concurrent or new hire action to hire employee

• How to Create a Position 

• Hire/Concurrent Hire Template Transaction

• UPK: Initiate Full Hire Contract Pay Template Transaction