• ASE Freeze Dates: 9/27/24-10/7/24

• GSR Freeze Dates: 9/27/24-10/8/24

The transaction freeze applies only to Pay Component changes made to the impacted population. The freeze does not apply to any other populations.

Future-Dated Appointments

New Hire, Concurrent Hire, Rehire, Termination, Retirement, Extend Job, and Short Work Break transactions CAN be processed during the freeze.

1. Review the Preliminary Range Adjustment reports and make corrections, as needed, by the posted deadlines, to ensure all students in the named populations are adjusted in this process

   1. Employee records with errors or data inconsistences will not be captured in the automatic adjustment

2. Review the Jobs with Approaching End Dates Report in BAH; extend any appointments that will expire before 09/30 (as needed). Positions with end dates before 09/30 will not be included in the range adjustment; departments will need to create manual adjustments after the payroll transaction freeze for any records not extended.

3. Review the Position Report in BAH to update appointments with headcounts greater than 1.

   1. It is against UC San Diego campus policy to hire any students into titles covered by the ASE and GSR union agreements with headcounts greater than 1. Positions with headcounts (filled or unfilled) greater than 1 will not be included in the range adjustment; departments will need to create manual adjustments after the payroll transaction freeze for any grad academic employees in positions with greater than 1 headcount.

4. Review the Post-Range Adjustment reports to ensure corrections appear as expected

   1. New rates are available in the ASE/BX and GSR/BR contracts, and on the GEPA Student Academic Title Pay Rates web page.

5. GSR Fellow/Trainees are EXCLUDED from the general range adjustment process. Departments are responsible for making adjustments to these titles manually or by submitting a Mass PayPath action.

Data Validation

When reviewing the rosters, please review all employee level data to ensure the data is as expected and correct. Some fields have a direct impact on the range adjustment program and close attention should be paid to these data elements in particular:

Salary Plan and Grade:

• Employees with no salary plan or a salary plan of “BYA” will not be range adjusted.

• Employees with no salary grade will not be range adjusted.

• Please update the salary plan and/or grade in PayPath in order for the appointment to be range adjusted.

Step:

• Step is driven by Salary Administration Plan and Grade.

• Step drives the new rates that the employee is set to receive.

• Employees with no Step or a 0 Step will not be range adjusted and need to be updated through PayPath to the correct Step.

  EXCEPTION:  Above Scale employees will have a 0 Step. Since above scale increases are determined locally, they will not be range adjusted as part of the systemwide salary plan update.  However, the UCABVE rate code is eligible to be adjusted through the E-105 update process if your location plan is to apply a standard percentage increase to all UCABVE Above Scale components

  .

Job Expected End Date:

• If Job Expected End Date is prior to the range adjustment effective date, UCPath will not process a pay rate change for that employee.

• In the event that an employee’s Job Expected End date is prior to the Effective Date of the upcoming range adjustment and this employee should receive a range adjustment, the Job Expected End date must be extended through PayPath prior to the range adjustment mass compensation update.

Rate Code:

• Rate Codes should match the Rate Code that is indicated for that particular Step.

• If Rate Code differs from the standard Rate Code associated with the Step, the employee will not be range adjusted.

Pay Group (WOS)/Rate Code (UCWOS):

• Without Salary appointments will not be range adjusted. 

• If an appointment is incorrectly set up as Without Salary, please make the necessary updates in PayPath in order for the appointment to be range adjusted.

Pay Status (Short Work Break): 

• Appointments placed on Short Work Break will be range adjusted. 

• If an appointment needs to be moved on or off Short Work Break, please update in PayPath.  Please refer to the temporary Short Work Break Job Aid {Initiate Job Data Change PayPath Transaction (Academic) - Short Work Break (SWB)/ Return from Short Work Break (RWB)} for more details

UCPath Comments

See list of possible comments below.

Preliminary reports will be shared via the Google Drive folder, GEPA Documents for MSO/Grad Coordinators. Please use your AD credentials when accessing the Google folder. (Graduate Financial Support: UCPath > BR & BX Salary Range Adjustment > BR & BX Salary Range Adjustment: AY 2024-2025)

Post-Range Adjustment reports will be shared via the Google Drive folder, GEPA Documents for MSO/Grad Coordinators. Please use your AD credentials when accessing the Google folder. (Graduate Financial Support: UCPath > BR & BX Salary Range Adjustment > BR & BX Salary Range Adjustment: AY 2024-2025)

This population is EXCLUDED from the general range adjustment process. Departments are responsible for making adjustments to these titles manually or by submitting a Mass PayPath action.

• Deadline to submit Mass PayPath files for Monthly to impact check issue date 11/1/24 is 10/17/24 at 5:00 p.m. Dimple Bhatt

• Deadline to process E081 files in production for Biweekly to impact check issue date 11/6/24 is 10/22/24 at 5:00 p.m. Dimple Bhatt

Employee records not captured in the automatic range adjustment will need to be corrected manually. Please refer to Common Scenarios to Navigate in UCPath Collab page or the Job Aids and Quick References web page for data entry guidelines.