Please utilize the Payroll, Academic Personnel & HR Portal for submitting questions/issues relating to UCPath for Graduate Student Employment. This includes questions surrounding entry into the UCPath system and payroll errors that occur.

Examples: 

• I process a new hire effective 04/01/2021 and after it was processed, the student's FTE was increased from 25% to 50% for the duration of the quarter. How can I update this in UCPath?

• I submitted an off-cycle pay request for graduate student John Smith (PID: A1234567, EID: 12345678), who was employed as a 50% TA for Winter quarter. The off-cycle pay request was for 01/01/21 - 03/31/21. The off-cycle was processed as a paper paycheck although the student has direct deposit set up in the system. Is it possible to cancel the paper check and have it processed as direct deposit? 

Submit ticket to the Payroll, Academic Personnel & HR Portal: 

1. Select "Payroll, Academic Personnel & HR" from Services & Support homepage

2. Select "Get Help & Order Services"

3. Log in with Active Directory credentials when prompted

4. Select "Submit a Ticket" 

5. To reach Graduate Student Academic Personal Policy service offering, please complete as follows:

   1. I want to... Make a Request or Report an Issue

   2. Subject... Recommended: Student Name (PID) - Brief Topic 

   3. Description - Helpful to give the student's name and PID, quarter, the type of employment, what was expected, what happened, take a screenshot

   4. About... UCPath-Student Support

   5. Related to... UCPath-Student Support Student Pay

   6. Add attachments - Attach screenshot, if applicable

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Please utilize the Payroll, Academic Personnel & HR Portal for submitting questions/issues relating to UCPath for Graduate Student Employment. This includes questions surrounding entry into the UCPath system and payroll errors that occur.

Examples: 

• I want to know if my unsalaried VGS needs to be entered into UCPath (the answer is yes)

Submit ticket to the Payroll, Academic Personnel & HR Portal: 

1. Select "Payroll, Academic Personnel & HR" from Services & Support homepage

2. Select "Get Help & Order Services"

3. Log in with Active Directory credentials when prompted

4. Select "Submit a Ticket" 

5. To reach Graduate Student Academic Personal Policy service offering, please complete as follows:

   1. I want to... Make a Request or Report an Issue

   2. Subject... Recommended: VGS/CWR (Grad Employment)

   3. Description - Helpful to provide the name of your VGS and their VGS ID

   4. About... UCPath-Student Support

   5. Related to... UCPath-Graduate Student Academic Personnel Policy

   6. Add attachments - Attach screenshot, if applicable

Please utilize the Student Support Portal for submitting questions related to General Information

Submit a ticket to the Student Support Portal: 

1. Select "Student Support" from Services & Support homepage

2. Select "Get Help"

3. Log in with Active Directory credentials when prompted

4. Select "Submit a Ticket" 

5. To reach fellowship nominations for general fellowship nominations, please complete as follows:

   1. I want to... Ask a Question or Make a Request

   2. About... Student Funding Opportunities

   3. Related to... Graduate Fellowships & Traineeships

   4. More Specifically… General Fellowship Information

Note: Select the general information category when you are gathering information about an opportunity and would like to ask a question to the Graduate Fellowship Nominations team. 

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Please utilize the Student Support Portal for submitting questions related to NIH F31 

Submit a ticket to the Student Support Portal: 

1. Select "Student Support" from Services & Support homepage

2. Select "Get Help & Order Services"

3. Log in with Active Directory credentials when prompted

4. Select "Submit a Ticket" 

5. To reach fellowship nominations for NIH Fellowship service offering, please complete as follows:

   1. I want to... Ask a Question or Make a Request

   2. About... Student Funding Opportunities

   3. Related to... Graduate Fellowships & Traineeships

   4. More Specifically... Self-Nominations (External Funding)

   5. Subject... NIH F31 and request topic

      1. Note, if related to post-submission (ex: JIT, award activation) please state “NIH F31 post-submission action” plus student name (PID) in the subject

   6. Description - Required information:

      1. Student Name:

      2. PID

      3. KR Record #:

      4. ASSIST Application Identifier:

      5. Type of NIH F-31 (Parent/ Diversity/ or Re-submission):

      6. due date of the requested information

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Please utilize the Student Support Portal for submitting questions related to Other Fellowship Applications

Submit a ticket to the Student Support Portal: 

1. Select "Student Support" from Services & Support homepage

2. Select "Get Help"

3. Log in with Active Directory credentials when prompted

4. Select "Submit a Ticket" 

5. To reach fellowship nominations other fellowship applications, please complete as follows:

   1. I want to... Ask a Question or Make a Request

   2. About... Student Funding Opportunities

   3. Related to... Graduate Fellowships & Traineeships

   4. More Specifically... select applicable application type from drop down

   5. Subject... Name of fellowship and Name of student.

   6. Description.... enter the following information:

      1. Student Name and PID

      2. Fellowship Opportunity Name:

      3. Due Date:

      4. KR Number (if any): 

      5. List any department staff and faculty mentor: 

      6. Attach any relevant documents

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Please utilize the Student Support Portal for submitting questions related to Pending Awards

If a student has received an award that was not submitted by the Graduate Fellowship Advisor:

Submit a ticket to the Student Support Portal: 

1. Select "Student Support" from Services & Support homepage

2. Select "Get Help"

3. Log in with Active Directory credentials when prompted

4. Select "Submit a Ticket" 

5. To reach fellowship nominations for pending awards, please complete as follows:

   1. I want to... Ask a Question or Make a Request

   2. About... Student Funding Opportunities

   3. Related to... Graduate Fellowships & Traineeships

   4. More Specifically... select applicable award type from drop down

   5. Subject... Name of fellowship and Name of student

   6. Description: Enter the following information:

      1. Student Name and PID

      2. Agency Name

      3. Short description of task to be completed: for example sign agreement, awaiting action on agency portal, submit additional documentation, deposit funds, etc. 

      4. In your message please include fellowship amounts, award duration, a link to the fellowship solicitation, and attach fellowship materials submitted to the agency including any compliance documents like IRB/IACUC approvals. If there is a KR PD number, include this information as well. 

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Please utilize the Student Support Portal for submitting questions related to Pending Awards

If a student has received an award that was not submitted by the Graduate Fellowship Advisor:

Submit a ticket to the Student Support Portal: 

1. Select "Student Support" from Services & Support homepage

2. Select "Get Help"

3. Log in with Active Directory credentials when prompted

4. Select "Submit a Ticket" 

5. To reach fellowship nominations for pending awards, please complete as follows:

   1. I want to... Ask a Question or Make a Request

   2. About... Student Funding Opportunities

   3. Related to... Graduate Fellowships & Traineeships

   4. More Specifically... select applicable award type from drop down

   5. Subject... Name of fellowship and Name of student

   6. Description: Enter the following information:

      1. Student Name and PID

      2. Agency Name

      3. Short description of task to be completed: for example sign agreement, awaiting action on agency portal, submit additional documentation, deposit funds, etc. 

      4. In your message please include fellowship amounts, award duration, a link to the fellowship solicitation, and attach fellowship materials submitted to the agency including any compliance documents like IRB/IACUC approvals. If there is a KR PD number, include this information as well. 

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Please utilize the Student Support Portal for submitting questions related to Stipend Payments. 

Submit a ticket to the Student Support Portal: 

1. Select "Student Support" from Services & Support homepage

2. Select "Get Help"

3. Log in with Active Directory credentials when prompted

4. Select "Submit a Ticket" 

5. To reach Fee Remission service offering, please complete as follows:

   1. I want to... Ask a Question or Make a Request

   2. About... Student Billing, Payments, Refunds

   3. Related to... Student Payment Support

   4. More Specifically... Graduate Student Fellowship Stipends

   5. Subject... Recommended: Student Name (PID) - Fellowship Name - Quarter or Month Affected

   6. Description -

      1. If there is an issue and you/the student need help with troubleshooting, it is helpful to give the student's name and PID, quarter, the type of stipend, what was expected, what happened, take a screenshot

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Please utilize the Student Support Portal for submitting questions related to Stipend Payments. 

Submit a ticket to the Student Support Portal: 

1. Select "Student Support" from Services & Support homepage

2. Select "Get Help"

3. Log in with Active Directory credentials when prompted

4. Select "Submit a Ticket" 

5. To reach Fee Remission service offering, please complete as follows:

   1. I want to... Ask a Question or Make a Request

   2. About... Student Billing, Payments, Refunds

   3. Related to... Student Payment Support

   4. More Specifically... Graduate Student Fee Payment (Fellowships, Other)

   5. Subject... Recommended: Student Name (PID) - Fellowship Name - Quarter or Month Affected

   6. Description -

      1. If there is an issue and you/the student need help with troubleshooting, it is helpful to give the student's name and PID, quarter, the type of stipend, what was expected, what happened, take a screenshot

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Please utilize the Budget and Finance Portal for submitting requests related to GEPA resource models and allocations.

e.g., Inquiries related to the Block Grant, Diversity Incentive Funds, Legacy Diversity Awards, and other GEPA-managed resource models, journals (allocations), and commitments.

Please note that inquiries related to the Teaching Assistant Model Allocation (TAFTE) or Graduate Student Growth and Excellence Initiative (GSGEI) will be re-directed to EVC Resource Administration (see https://evcra.ucsd.edu/budget-financials/index.html ).

Submit a ticket to the Budget and Finance Portal

1. Select "Budget and Finance" from Services & Support homepage

2. Select "Get Help & Order Services"

3. Log in with Active Directory credentials when prompted

4. Select "Submit a Ticket" 

   1. I want to... Ask a Question or Make a Request

   2. About... Financial Accounting

   3. Related to... Graduate Student Financial Administration

   4. More Specifically... GEPA Resource Models & Commitments

   5. Subject... Recommended: Include Department Name

   6. Description - 

      1. Provide details surround the request, including any relevant email communication or ledger downloads

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Please utilize the Student Support Portal for submitting requests for Student Account Refunds. These tickets will be routed to Student Financial Solutions, so their team is able to process refunds for students. For more information, please see Student Account Refunds

Submit a ticket to the Student Support Portal: 

1. Select "Student Support" from Services & Support homepage

2. Select "Get Help & Order Services"

3. Log in with Active Directory credentials when prompted

4. Select "Submit a Ticket" 

5. To reach Student Account Refunds service offering, please complete as follows:

   1. I want to... Ask a Question or Make a Request

   2. About... Student Billing, Payments, Refunds

   3. Related to... Student Refunds

   4. More Specifically... Request Student Refund

   5. Subject... Recommended: Student Name (PID) - Account Refund Request

   6. Description - 

      1. Provide details surround the request

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Please utilize the Student Support Portal for submitting questions related to student billing. These tickets will be routed to Student Financial Solutions, so their team is able to help with answering your questions for students. 

Submit a ticket to the Student Support Portal: 

1. Select "Student Support" from Services & Support homepage

2. Select "Get Help & Order Services"

3. Log in with Active Directory credentials when prompted

4. Select "Submit a Ticket" 

5. To reach Student Billing service offering, please complete as follows:

   1. I want to... Ask a Question or Make a Request

   2. About... Student Billing, Payments, Refunds

   3. Related to... Student Billing Support

   4. More Specifically... Select applicable drop down, such as Student Charge Inquiry, Student Late Fee Inquiry, etc.

   5. Subject... Recommended: Student Name (PID) - Quarter or Month Affected, Issue

   6. Description - 

      1. If there is an issue and you/the student need help with troubleshooting, it is helpful to give the student's name and PID, quarter, the type of employment, what was expected, what happened, take a screenshot.

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Please utilize the Student Support Portal for submitting questions related to student billing.  

Submit a ticket to the Student Support Portal: 

1. Select "Student Support" from Services & Support homepage

2. Select "Get Help & Order Services"

3. Log in with Active Directory credentials when prompted

4. Select "Submit a Ticket" 

5. To reach VGS service offering, please complete as follows:

   1. I want to... Ask a Question or Make a Request

   2. About... Visiting Students

   3. Related to... Visiting Students (Grad)

   4. More Specifically... Select applicable drop down, such as Visiting Graduate Student, Jr. Specialist, etc.

   5. Subject... Recommended: Host Department, Visitor Name

   6. Description

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• For information on how to lookup Project information, please see KB0033040 and the UCSD-DSH Project Information Lookup report.

• We strongly recommend fiscal, research, and graduate student support staff communicate directly with each other to coordinate accounting set-up and payment requests. Workflow internal to academic departments and administrative units varies.

• GSAS is used to generate the data elements required to map a payment request in FSRT to the appropriate OFC accounting strings (PTAF or non-project COA).

• AIDID is required to transact in FSRT and ProSAM, and map to detail codes

• Detail codes are required to transact in ISIS, and map to PTAF or COA

• For more information, please see Why are detail codes and AIDIDs needed when we have project-tasks or chart strings in OFC?

• It is uncommon that a non-project chart string is used for graduate student support, however, the GSAS application will not reject a non-project request that passes validation. Please take the time to verify that there is not a project (PTAF) with the appropriate fiscal or research administrator. Usually, this is a department financial or business officer (for department/program funds) or a research administrator (for faculty funds).

• An appropriate AIDID mapped to the target PTAF/COA is required to process funding changes for existing payment requests - do not process cost transfers in OFC

1. Visit https://finapps.ucsd.edu/sspss/ - Note: You may need to be on VPN

2. Select an option in ‘OFC Chart Type’

   1. If selecting ‘Project Charts’, you will then need to provide: Project, Task, Funding Source (Note: Funding sources are only required for sponsored projects.) 

   2. If selecting ‘Non-Project Charts’, you will then need to provide: Entity, Fund, FinUnit, Function, Program, Location, Activity

3. Select options for Payment Type

   1. By default, Stipend and Fee will be selected

   2. Select Insurance only if the payment will be against an NIH funding source for a T32 or F31 award

4. You may enter Comments if appropriate, but this is not a required field.

5. By default, your email will be listed in the email field. You may choose to enter additional recipients to be copied on communications.

   1. Note: email functionality will not be available in the initial release. You will not receive an email confirmation of your submission, but you will receive your AIDID via email once it is created.

   2. Note: separate each email with a comma, but do not include a space in between each email address.

6. Press Submit to validate the information you entered

   1. If your information is found, the system will provide the existing Detail Code and AIDID.

   2. If your information is not found, you will receive an error message.

7. AIDIDs will be created by FSU and emailed to you within 2 weeks. No additional action is required by the submitter.

8. Click “Reset” to restart the process or to enter different values.

• Requests to schedule graduate student support payments (stipends or fees) are entered in the FSRT (Financial Support Request Tool), not in GSAS.
  

  • From the FSRT, UC San Diego’s business process requires the payments flow to ProSAM (the financial aid system UC San Diego uses to process student financial support), then to ISIS (the student billing and accounts receivable system), then to OFC (the financial ledger system).

• For all undergraduate financial support payments, please contact the Financial Aid & Scholarships Office - scholarships@ucsd.edu

• For all medical (M.D.) or pharmacy (PharmD) financial support payments, please contact the Health Sciences Financial Aid Office - somfinaid@health.ucsd.edu.

• For ISIS detail code requests that are not related to graduate student financial support payments, please see KB0032303

• “Invalid entry; Entity, Fund & FinUnit, Function, Program, Location & Activity are all required fields”

  • Cause: Non-project Charts request was selected and a required field was empty, or one of the entries was incorrect.

  • Resolution:

    • Review the fields to ensure they have been entered correctly.

    • Review the information with the appropriate fiscal administrator to ensure they are valid and active.

• “Activity and Locations must be 6 digits. Enter 000000 for default”

  • Cause: Non-project request was selected and the Location or Activity fields did not contain enough digits.

  • Resolution:

    • Review the entered information to ensure that six digits were entered in both fields.

    • Confirm the information with the appropriate fiscal administrator

    • Enter 000000 for default

• “Invalid Email format. You can enter multiple emails as comma separated” 

  • Cause: The Email Address field has an incomplete email OR the comma separated emails contain a space

  • Resolution: 

    • Ensure the email address was entered correctly.

    • If additional emails have been added, ensure there are no spaces in between each email and that each email is separated by a comma.

• “OFC CCoA values not found for provided PTF segments”

  • Cause: Project Charts request was selected and the Project, Task, and/or Funding Source could not be validated OR was left empty.

  • Resolution: 

    • Review the fields to ensure they have been entered correctly.

    • If you are using sponsored project information, entering a Funding Source is required.

    • Review the information with the appropriate fiscal administrator to ensure they are valid and active.

• “Invalid PTF Combination: The expenditure item date is outside the project dates. Update the project start and finish dates or the expenditure item date of the transaction.”

  • Cause: Project Charts request was selected and the Project has been closed or the Task finish date has passed.

    • Review the fields to ensure they have been entered correctly.

    • Review the information with the appropriate fiscal administrator to ensure they are valid and active.

For any other issues, after your fiscal administrator has confirmed the provided information, please submit a ticket for “Graduate Support Accounting Setup”

Select "Submit a Ticket" 

1. I want to... Ask a Question or Make a Request

2. About... Student Billing, Payments, Refunds

3. Related to... Student Payment Support

4. More Specifically... Graduate Support Accounting Setup

5. Subject...

6. Description…

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