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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
titleAdd Employment


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

  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

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

  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. 


Effective Winter 2023 (01/01/2023), the child care reimbursement for ASEs and GSRs has been increased to $1,350 per quarter. If you have already processed a childcare reimbursement for an ASE or GSR in UCPath for Winter 2023 for the old amount of $1,100, information on how to correct is forthcoming. Please refer to FAQs for Implementation of New Labor Contracts for GSRs, ASEs and Postdocs for updated information related to the new Collective Bargaining agreements, including Child Care Reimbursement updates and see Support for Student Parents for further details regarding Child Care Reimbursement. Please see a table below for the maximum reimbursement amounts for each quarter during AY 2022-2023: 

Ui expand
titleChildcare Reimbursement
Summer 2022Fall 2022Winter 2023Spring 2023Summer 2023
$1,100$1,100$1,350$1,350$1,350
Scenario
Change End Date


Unfilled Position*

Filled Positions - Current or Future Pay Period

Filled Positions - Retroactive (Prior) Pay Period

Relevant UCPath Job Aid(s)

Position Management


Action/Reason Code:

  • Extend - DTA/EXT

  • Reduce - DTA/COR

PayPath - Job Data

Action/Reason Code:

  • Extend - DTA/EXT

  • Reduce - DTA/COR


Note: for extension, please use earliest date possible

Rehire Reinstatement Smart HR Template3


Change End Date

PayPath - Additional Pay

  • Same steps as Add Childcare Reimbursement for ASEs above. 

See an Additional Pay sample.

Funding Entry

  • Effective Date: same as Additional Pay info (probably 12/01, 03/01, or 06/01)
  • Add funding line with CCA Earn Code (Ern Cd)
  • Pay Dist: 100%

See a Funding Entry sample.

One-Time Payment

  • Same steps as Add Childcare Reimbursement for ASEs above. 

Funding Entry

  • Effective Date: same as Additional Pay info (probably 12/01, 03/01, or 06/01)
  • Add funding line with CCA Earn Code (Ern Cd)
  • Pay Dist: 100%

See a Funding Entry sample.

Ui expand
titleChange Pay Rate
title


Unfilled Position*

Filled Positions - Current or Future Pay Period

Filled Positions - Retroactive (Prior) Pay Period

Relevant UCPath Job Aid(s

)

Add Childcare Reimbursement for ASEs

(using the same funding as the salary fund source

)

n/a

PayPath -

Additional Pay
Earn

Job Data


Action/Reason Code:

CCA
  • 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 (up to $1100 for Fall 2022. Effective Winter 2023, up to $1,350)
  • Goal Amount: same as Pay Period Amt

    • See an Additional Pay sample.

    Example: It is June 12, 2021 and student submitted child care reimbursement for Spring 2021. Since we are pre-data change deadline for the current month/quarter, you can process the additional pay via PayPath update. 

    One-Time Payment 

    • Earnings Code: CCA
    • Earnings Amount: Amt. varies (up to $1100 for Fall 2022. Effective Winter 2023, up to $1,350)
    • 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: Entered missed Fall 2020 child care reimbursement for December 2020 in the amount of $1100.
    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.
      • Ex: Student was an active TA in December 2020. It is now February 2021 and student is on SWB. You will need to submit the One-Time Payment then submit a ticket to UCPC since the student is not currently active.
    • 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.
      • Ex: We are in Winter 2021 and a student submitted their childcare reimbursement form on March 3, 2021 for charges from February 2021. Since we are still before the March deadline and within Winter quarter, submit the full childcare reimbursement request in March before the payroll deadline via Additional Pay in PayPath.
    • Campus best practice is to submit One-Time Payment for any retro additional pay. 

    Example: It is January 18, 2021 and you are submitting an additional pay for pay period 12/01-12/31, you would follow the above steps to submit a One-Time Payment. Submitting a retroactive Additional Pay transaction in PayPath will not disburse the money to the student if the end date has passed. 

    Add Childcare Reimbursement for GSRs

    (using different funding from the salary fund source)

    		n/a
    Ui expand

    • Correction - DTA/CPR

    • Promotion - PAY/PRO

    1. Position & Job Data Update Form (to correct compensation) to UCPC

    2. Take action for missed pay5
      (most likely)


    Ui expand
    titleChange in Percent Time


    Unfilled Position*

    Filled Positions - Current or Future Pay Period

    Filled Positions - Retroactive (Prior) Pay Period

    Relevant UCPath Job Aid(s)

    Position Management


    Action/Reason Code:

    • Increase in % time - POS/PIT

    • Decrease in % time - POS/PRT

    PayPath - Position Data


    Action/Reason Code:

    • Increase in % time - POS/PIT

    • Decrease in % time - POS/PRT

    1. PayPath - Position Data

    2. Take action for missed pay5


    Ui expand
    titleChange Reports To


    Unfilled Position*

    Filled Positions - Current or Future Pay Period

    Filled Positions - Retroactive (Prior) Pay Period

    Relevant UCPath Job Aid(s)

    Position Management


    Action/Reason Code: POS/RTC

    PayPath - Position Data


    Action/Reason Code: POS/RTC

    PayPath - Position Data


    Action/Reason Code: POS/RTC


    Ui expand
    titleChange Job Code

    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

    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

    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


    Position Management

    Action/Reason Code: POS/RTC

    PayPath - Position Data

    Action/Reason Code: POS/RTC

    PayPath - Position Data

    Action/Reason Code: POS/RTC

    PayPath - Job Data

    Action/Reason Code:

    • Correction - DTA/CPR
    • Promotion - PAY/PRO

    Position Management

    Action/Reason Code:

    • Increase in % time - POS/PIT
    • Decrease in % time - POS/PRT

    PayPath - Position Data

    Action/Reason Code:

    • Increase in % time - POS/PIT
    • Decrease in % time - POS/PRT
    Rw ui expands macro

    Rw expand
    titleChild Dependent Health Premium (CDHP) Benefit Program

    Details for students can be found on the GEPA website: Support for Student Parents

    Ui expand
    titleChange Reports To
    Unfilled Position*Filled Positions - Current or Future Pay PeriodFilled Positions - Retroactive (Prior) Pay PeriodRelevant UCPath Job Aid(s)
    Ui expand
    titleChange Job Code

    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)

    Position Management

    Action/Reason Code:

    • Extend - DTA/EXT
    • Reduce - DTA/COR
    PayPath - Job Data
    Action/Reason Code:
    • Extend - DTA/EXT
    • Reduce - DTA/COR

    Note: for extension, please use earliest date possible

    		Rehire Reinstatement Smart HR Template3
    Ui expand
    titleChange Funding
    Unfilled Position*Filled Positions - Current or Future Pay PeriodFilled Positions - Retroactive (Prior) Pay PeriodRelevant UCPath Job Aid(s)
    Funding Entry UpdateFunding Entry Update
    1. Funding Entry Update
    2. Direct retro
    Ui expand
    titleChange Pay Rate
    Unfilled Position*Filled Positions - Current or Future Pay PeriodFilled Positions - Retroactive (Prior) Pay PeriodRelevant UCPath Job Aid(s)
    n/a
    1. Position & Job Data Update Form (to correct compensation) to UCPC
    2. Take action for missed pay5
      (most likely)
    Ui expand
    titleChange in Percent Time
    Unfilled Position*Filled Positions - Current or Future Pay PeriodFilled Positions - Retroactive (Prior) Pay PeriodRelevant UCPath Job Aid(s)
    1. PayPath - Position Data
    2. Take action for missed pay5

    Receiving CDHP premium remission as an ASE or GSR

    (using the same funding as the salary fund source)

    n/a

    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. 

    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
    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

    Position Management
    OR
    Create a new Position
    Ui expand
    titleChildcare Reimbursement

    Effective Winter 2023 (01/01/2023), the child care reimbursement for ASEs and GSRs has been increased to $1,350 per quarter. If you have already processed a childcare reimbursement for an ASE or GSR in UCPath for Winter 2023 for the old amount of $1,100, information on how to correct is forthcoming. Please refer to FAQs for Implementation of New Labor Contracts for GSRs, ASEs and Postdocs for updated information related to the new Collective Bargaining agreements, including Child Care Reimbursement updates and see Support for Student Parents for further details regarding Child Care Reimbursement. Please see a table below for the maximum reimbursement amounts for each quarter during AY 2022-2023: 

    Summer 2022

    Fall 2022

    Winter 2023

    Spring 2023

    Summer 2023

    $1,100

    $1,100

    $1,350

    $1,350

    $1,350

    Position Update Form to UCPC
    (most likely)
    OR
    If available effective date on Position, PayPath - Position DataHow to Update Position Data for a Filled Position in PayPath

    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)    		Change in Job Code
    (not affecting pay)    		Position Update Form to UCPC
    (most likely)

    Add Childcare Reimbursement for ASEs

    (using the same funding as the salary fund source)

    n/a

    PayPath - Additional Pay

    • Earn Code: CCA

    • 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 (up to $1100 for Fall 2022. Effective Winter 2023, up to $1,350)

    • Goal Amount: same as Pay Period Amt

    See an Additional Pay sample.

    Example: It is June 12, 2021 and student submitted child care reimbursement for Spring 2021. Since we are pre-data change deadline for the current month/quarter, you can process the additional pay via PayPath update. 

    One-Time Payment 

    • Earnings Code: CCA

    • Earnings Amount: Amt. varies (up to $1100 for Fall 2022. Effective Winter 2023, up to $1,350)

    • 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: Entered missed Fall 2020 child care reimbursement for December 2020 in the amount of $1100.

    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.

      • Ex: Student was an active TA in December 2020. It is now February 2021 and student is on SWB. You will need to submit the One-Time Payment then submit a ticket to UCPC since the student is not currently active.

    • 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.

      • Ex: We are in Winter 2021 and a student submitted their childcare reimbursement form on March 3, 2021 for charges from February 2021. Since we are still before the March deadline and within Winter quarter, submit the full childcare reimbursement request in March before the payroll deadline via Additional Pay in PayPath.

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

    Example: It is January 18, 2021 and you are submitting an additional pay for pay period 12/01-12/31, you would follow the above steps to submit a One-Time Payment. Submitting a retroactive Additional Pay transaction in PayPath will not disburse the money to the student if the end date has passed. 

    Add Childcare Reimbursement for GSRs

    (using different funding from the salary fund source)

    n/a

    PayPath - Additional Pay

    • Same steps as Add Childcare Reimbursement for ASEs above. 

    See an Additional Pay sample.

    Funding Entry

    • Effective Date: same as Additional Pay info (probably 12/01, 03/01, or 06/01)

    • Add funding line with CCA Earn Code (Ern Cd)

    • Pay Dist: 100%

    See a Funding Entry sample.

    One-Time Payment

    • Same steps as Add Childcare Reimbursement for ASEs above. 

    Funding Entry

    • Effective Date: same as Additional Pay info (probably 12/01, 03/01, or 06/01)

    • Add funding line with CCA Earn Code (Ern Cd)

    • Pay Dist: 100%

    See a Funding Entry sample.

    Ui expand
    titleContingent Worker - Unsalaried Visiting Graduate Student


    Unfilled Position*

    Filled Positions - Current or Future Pay Period

    Filled Positions - Retroactive (Prior) Pay Period

    Relevant UCPath Job Aid(s)


    1. Smart HR Transactions: UC_ADD_CWR

      1. Job Code: CWR003 (Visiting Student Res-Graduate)

      2. Employee Class: 14


    Graduate students who are listed as PIs on their individual fellowship awards and who ARE NOT otherwise employed at UC, should not be entered into UCPath as Contingent Workers to be linked up to their Kuali records. Instead they should submit a ticket to Kuali Research and be added via MyAffiliates.  See   See Requesting Access to Kuali Research

    Effective 03/01/22 there is a new process! 

    Contact Division of Graduate Education and Postdoctoral Affairs for assistance!
    Ui expand
    titleDaily Rate of Pay

    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
    (Start Late/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!

    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


    Ui expand
    titleIntercampus Employment


    Unfilled Position*

    Filled Positions - Current or Future Pay Period

    Filled Positions - Retroactive (Prior) Pay Period

    Relevant UCPath Job Aid(s)

    MLA Form is required if student will work at more than one UC Campus at the same time.  

    Chapter 12: Intercampus Employment

    MLA Form is required if student will work at more than one UC Campus at the same time.  

    Chapter 12: Intercampus Employment

    MLA Form is required if student will work at more than one UC Campus at the same time.  

    Chapter 12: Intercampus Employment


    Ui expand
    titleLeaves: Active Appointments in More Than One Department

    If the employee has numerous active appointments during the leave period in more than one department, you may need to utilize the Job Overrides tab to: 

    • Exclude any job (employee record), if applicable via the "Exclude Jobs" column 

      • Select the magnifying glass to search 

    • Distinguish which employee record will manage the leave 

      • Enter the employee record number of the job that will mange the leave

    • Please note, we always encourage communication between employing departments to ensure a smooth experience for the graduate student employee

    How to Use Job Override to Limit Jobs Put on Leave Status (Job Aid)Image Removed


    Image Added
    Ui expand
    titleLeaves: 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)

    Extend Leave of Absence with New Leave Type (UPK) - If the employee is changing from paid to unpaid, you will need to submit a new leave of absence request

    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:Image Removed

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    When saved:Image Removed

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    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 Removed

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    This is an additional sample for an ASE who was on long-term family leave for Fall 2023.

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    titleLeaves: Unpaid Short-Term

    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 Code descriptions)

    ASE / BX Contract: Article 18 - Leaves

    GSR / BR Contract: Article 17 - Leaves


    In cases where a graduate student academic employee is not eligible for or has utilized all leave options as outlined in their applicable contract, you may need to place the employee on an unpaid leave block. Please follow the guidance outlined below: 

    1. Employee should make the entries in Ecotime

    2. Hiring departments should make corresponding Leave Without Pay entries into UCPath

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    titleOff-Cycle Pay

    For missed REG pay

    Unfilled Position*

    Filled Positions - Current or Future Pay Period

    Filled Positions - Retroactive (Prior) Pay Period

    Relevant UCPath Job Aid(s)

    n/a

    n/a

    Payroll Request > Off Cycle

    Monthly/Exempt (eg. Associate, TA, GSR)

    • Earnings Code: REG

    • Salary %: full month of work, use the FTE for the job (eg. 25%, 50%); not the full month, use the formula in the job aid.  USE TA DAILY RATE OF PAY FOR TAs & ASSOCIATES.

    Hourly/Positive-Time Reporting (eg. Reader, Tutor)

    • Earnings Code: REG

    • Hours: enter hours per day


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    titleShort Work Break

    Short Work Break (SWB) cannot be extended longer than four (4) months at a time.  Students on LOA are not eligible for SWB, their UCPath appointment must be terminated. 

    Effective March 2021, the FTE does not have to be reduced to "0".  

    Scenario

    Filled Positions - Current or Future Pay Period

    Filled Positions - Retroactive (Prior) Pay Period

    Relevant UCPath Job Aid(s)

    Any Graduate Academic Title

    1. If needed, extend the appointment end date 

      1. At least 1 day before it's set to expire (I.e.: if the end date is 6/30. Update appt end date by 6/29)

    2. Add SWB in the action field 

    3. Add effective date and expected return date

      1. (I.e.: if the first day the student will be on SWB and not receiving pay is 7/1 enter effective 7/1.  If the student is working Summer Session II the expected return date would be 8/1. Their last day on SWB would 7/31). 

    4. SWB cannot be extended longer than 4 months

    5. Keep FTE as is. No longer need to reduce FTE to 0

    6. The student needs to be returned from the SWB to be active in UCPath 

    1. If needed, extend the appointment end date 

    2. If the student was NOT working and was NOT put on SWB and received pay take action for overpayment.

    3. Add SWB in the action field 

    4. Add effective date and expected return date

      1. (I.e.: if the first day the student will be on SWB and not receiving pay is 7/1 enter effective 7/1.  If the student is working Summer Session II the expected return date would be 8/1. Their last day on SWB would 7/31). 

    5. SWB cannot be extended longer than 4 months

    6. Keep FTE as is. No longer need to reduce FTE to 0

    7. The student needs to be returned from the SWB to be active in UCPath 


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    titleTerminations


    Unfilled Position*

    Filled Positions - Current or Future Pay Period

    Filled Positions - Retroactive (Prior) Pay Period

    Relevant UCPath Job Aid(s)

    n/a

    No action IF Auto-terminate box is checked in Job Data (which it should be for Academic appointments)

    OR

    Termination Template

    (If student is on SWB, Termination Date should essentially be any date after the effective date of SWB and prior to the job expected end date.)

    TBD (smile)


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    titleTransfer Position to a New Department


    Unfilled Position*

    Filled Positions - Current or Future Pay Period

    Filled Positions - Retroactive (Prior) Pay Period

    Relevant UCPath Job Aid(s)

    Position Management


    Action/Reason Code:  POS/XFR

    PayPath - Position Data


    Action/Reason Code:  POS/XFR

    Submit Position Update Form if effective date has already been used. 

    How to Update Position Data for a Filled Position in PayPath


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    titleUpdate Auto-Terminate Box


    Unfilled Position*

    Filled Positions - Current or Future Pay Period

    Filled Positions - Retroactive (Prior) Pay Period

    Relevant UCPath Job Aid(s)


    PayPath - Job Data


    Action/Reason Code: DTA/TMF


    How to Update Job Data in PayPath


    Notes

    *For unfilled Positions, if you have made the Effective Date at least 1 month prior to the date of hire, you should have available rows to make Position updates. If you think you have run out rows to use, you may have to submit a Position Update Form to UCPC. Contact us to confirm.

    1. A reminder that the Interlocation Transfer Process is not a single template, but a combination of templates and actions AND you should not be using this any longer as of Dec. 2020!

    2. Use a 1-month period ONLY for Childcare Reimbursements; if you make an entry for a full quarter (3 month), the student will get 3 payments. A reminder to make entries effective the first or last month of the quarter only.

    3. Reinstate an employee at our Location who was automatically terminated in error in UCPath (end job automatically box incorrectly checked/end date not extended in time)

    4. If you are processing a Rehire or Concurrent Hire, start the template, and begin following the UPK instructions (~page 15) when you get to the Compensation fields

    5. Refer to Job Aid, "How to Request Off-Cycle Pay for Exempt Employees" (or "How to Request Off-Cycle Pay for Non-Exempt Employees" as necessary)