Looking for comment templates for the below actions? Look no further! Transaction Comments are here!
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Scenario | Unfilled Position* | Filled Positions - Current or Future Pay Period | Filled Positions - Retroactive (Prior) Pay Period | Relevant UCPath Job Aid(s) |
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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 | |
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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! | |
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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. | |
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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:
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Summer 2022
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Fall 2022
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Winter 2023
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Spring 2023
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Summer 2023
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$1,100
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$1,100
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$1,350
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$1,350
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$1,350
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Scenario
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Unfilled Position* | Filled Positions - Current or Future Pay Period | Filled Positions - Retroactive (Prior) Pay Period | Relevant UCPath Job Aid(s) |
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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 | |
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Unfilled Position* | Filled Positions - Current or Future Pay Period | Filled Positions - Retroactive (Prior) Pay Period | Relevant UCPath Job Aid(s |
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Add Childcare Reimbursement for ASEs
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Job Data
Action/Reason Code: |
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Reason: New Additional Pay
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Effective Date: the first of the month (1-month period ONLY2)
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End Date: the end of the month
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Pay Period Amt: varies (up to $1100 for Fall 2022. Effective Winter 2023, up to $1,350)
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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:
Navigate to Self Service Transactions Links > Select One Time Payments > Search for your employee and select Get Employees
Click the name of the appropriate employee job record
Enter the Earnings Code
Enter the Earnings Amount
Enter the Earnings Begin and Earnings End Dates
Enter Initiator Comments
Ex: Entered missed Fall 2020 child care reimbursement for December 2020 in the amount of $1100.
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.
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.
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Add Childcare Reimbursement for GSRs
(using different funding from the salary fund source)
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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.
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| title | Change in Percent Time |
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Unfilled Position* | Filled Positions - Current or Future Pay Period | Filled Positions - Retroactive (Prior) Pay Period | Relevant UCPath Job Aid(s) |
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Position Management
Action/Reason Code: | PayPath - Position Data
Action/Reason Code: | PayPath - Position Data Take action for missed pay5
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Unfilled Position* | Filled Positions - Current or Future Pay Period | Filled Positions - Retroactive (Prior) Pay Period | Relevant UCPath Job Aid(s) |
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Position Management
Action/Reason Code: POS/RTC | PayPath - Position Data
Action/Reason Code: POS/RTC | PayPath - Position Data
Action/Reason Code: POS/RTC | |
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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) |
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Change in Job Code
(affecting pay) | Position Management
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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 | |
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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 |
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| title | Child Dependent Health Premium (CDHP) Benefit Program |
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Details for students can be found on the GEPA website: Support for Student Parents |
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Unfilled Position* | Filled Positions - Current or Future Pay Period | Filled Positions - Retroactive (Prior) Pay Period | Relevant UCPath Job Aid(s) |
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Position Management
Action/Reason Code: POS/RTC
PayPath - Position Data
Action/Reason Code: POS/RTC
PayPath - Position Data
Action/Reason Code: POS/RTC
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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) |
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Position Management Action/Reason Code: Extend - DTA/EXT Reduce - DTA/COR
PayPath - Job DataAction/Reason Code: Extend - DTA/EXT Reduce - DTA/COR
Note: for extension, please use earliest date possible Rehire Reinstatement Smart HR Template3 | | |
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Unfilled Position* | Filled Positions - Current or Future Pay Period | Filled Positions - Retroactive (Prior) Pay Period | Relevant UCPath Job Aid(s) |
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Funding Entry Update | Funding Entry Update | Funding Entry Update Direct retro
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Unfilled Position* | Filled Positions - Current or Future Pay Period | Filled Positions - Retroactive (Prior) Pay Period | Relevant UCPath Job Aid(s) |
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n/a | PayPath - Job Data
Action/Reason Code:
Correction - DTA/CPR
Promotion - PAY/PRO
Position & Job Data Update Form (to correct compensation) to UCPC Take action for missed pay5
(most likely)
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| title | Change in Percent Time |
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Unfilled Position* | Filled Positions - Current or Future Pay Period | Filled Positions - Retroactive (Prior) Pay Period | Relevant UCPath Job Aid(s) |
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Position Management
Action/Reason Code:
PayPath - Position Data
Action/Reason Code:
PayPath - Position Data 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: Navigate to Self Service Transactions Links > Select One Time Payments > Search for your employee and select Get Employees Click the name of the appropriate employee job record Enter the Earnings Code Enter the Earnings Amount Enter the Earnings Begin and Earnings End Dates Enter Initiator Comments Ex: Fall 2024 child care reimbursement for December 2024 in the amount of $xx.
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.
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| title | Childcare Reimbursement |
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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 |
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$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 PayPathScenario | Unfilled Position* | Filled Positions - Current or Future Pay Period | Filled Positions - Retroactive (Prior) Pay Period | Relevant UCPath Job Aid(s) |
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Change in Job Code
(affecting pay) | Position ManagementORCreate a new Position (recommended)Position & Job Update Form to UCPC(most likely)OR1. Create a New Position2. 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)ORCreate 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 ManagementORCreate a new PositionPosition 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: Navigate to Self Service Transactions Links > Select One Time Payments > Search for your employee and select Get Employees Click the name of the appropriate employee job record Enter the Earnings Code Enter the Earnings Amount Enter the Earnings Begin and Earnings End Dates Enter Initiator Comments Ex: Entered missed Fall 2020 child care reimbursement for December 2020 in the amount of $1100.
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. 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. | |
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Add Childcare Reimbursement for GSRs (using different funding from the salary fund source) | n/a | PayPath - Additional Pay 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 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. | |
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| title | Contingent Worker - Unsalaried Visiting Graduate Student |
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Unfilled Position* | Filled Positions - Current or Future Pay Period | Filled Positions - Retroactive (Prior) Pay Period | Relevant UCPath Job Aid(s) |
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| Smart HR Transactions: UC_ADD_CWR Job Code: CWR003 (Visiting Student Res-Graduate) Employee Class: 14
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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 Requesting Access to Kuali Research |
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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! |
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TA or Associate Daily Rate of Pay
(Start Late/Leave Early) | n/a | 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. Determine gross salary and adjusted FTE for TA or Associate Instructor’s service period Create 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!new position 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. Determine gross salary and adjusted FTE for TA or Associate Instructor’s service period Create a new position Take appropriate concurrent or new hire action to hire employee
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