Looking for comment templates for the below actions? Look no further! Transaction Comments are here!
Update/February 2023: With the implementation of the new contracts, changes to these processes will be ongoing. If you have a unique scenario or special circumstances, please connect with the Graduate Employment team, via Services & Support, for assistance.
| Ui expand |
|---|
|
| Scenario | Unfilled Position* | Filled Positions - Current or Future Pay Period | Filled Positions - Retroactive (Prior) Pay Period | Relevant UCPath Job Aid(s) |
|---|
| Add Employment | n/a | - Create a New Position
- Fund the Position
- Hire, Rehire, or Concurrent Hire Templates
See Choosing the Correct Template | - Create a New Position
- Fund the Position
- Hire, Rehire, or Concurrent Hire Templates
- 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 | - Create a New Position
- Fund the Position
- Use Concurrent Hire Template to hire employee into new job
- 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. | - Create a New Position
- Fund the Position
- 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.
- 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. | |
|---|
|
...
| Ui expand |
|---|
|
We do not recommend utilizing the same position number for different titles (TA, Associate, Reader, Tutor, GSR). If a position has been created for a certain title, we recommend keeping the position with that title and not fluctuating the job code regardless of if the position is filled or vacant. The recommended practice if a graduate student will be employed in a different title is to is hire them into a new (or vacant) position with the correct job code. Changing job codes on positions can cause inaccurate reporting as the data may only be reflected on the current job code for the position. Examples: - A student is employed as a GSR 003284 in Position A for Winter. The student will be hired as a Reader 002850 for Spring. Position A should not be updated from a GSR 003284 to Reader 002850. Instead, the student should be hired into Position B (Reader 002850) and terminated from Position A (or placed on a SWB, if applicable).
- A student is employed as a Tutor 002860 in Spring in Position C and the student will be a TA 002310 for the following Fall. The job code for Position C should not be updated. Instead, the student should be hired into Position D with job code 002310.
| Scenario | Unfilled Position* | Filled Positions - Current or Future Pay Period | Filled Positions - Retroactive (Prior) Pay Period | Relevant UCPath Job Aid(s) |
|---|
Change in Job Code
(affecting pay) | 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 | - Position & Job Update Form to UCPC
- Take action for missed pay5
(most likely)
OR
- Create a New Position
- Concurrent Hire Template into New/Termination Template out of old1
- Take action for missed pay5
(recommended) 4. Don't forget to freeze the old position | |
|---|
Change in Job 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 |
|---|
|
...
| Ui expand |
|---|
|
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: | Scenario | Unfilled Position* | Filled Positions - Current or Future Pay Period | Filled Positions - Retroactive (Prior) Pay Period | Relevant 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! | |
|---|
|
| Ui expand |
|---|
| title | Intercampus Employment |
|---|
|
|
...
| Ui expand |
|---|
| title | Leaves: Childbirth & Other Types |
|---|
|
We recommend the UPK and the Job Aid for this type of transaction. How to Request a Leave of Absence (Job Aid) Job Aid: Extended Absence Request Leaves and Description (Leave Codes for BR and BX) - LT Family BX/BR
- LT Medical BX/BR
- ST Family BX/BR
- ST Medical BX/BR
Request Extended Absence (UPK) How to Use Job Override to Limit Jobs Put on Leave Status (Job Aid) - if the employee has more than one active appointment, you may need to utilize the Job Overrides tab to override which department is managing the leave
The sample below was for an ASE who went on maternity leave. Entry: 
When saved: 
If changing to unpaid leave block, a new request must be requested with the same Start Date as the paid-block's Expected Return Date. See an example below of the unpaid leave block for the remainder of the Fall quarter appointment:  Image Added
This is an additional sample for an ASE who was on long-term family leave for Fall 2023.
|
...