UCPath 06.09-06.16

UCPath Changes & Enhancements:  June 09, 2023 – June 16, 2023

UCPath recently implemented the changes listed below.  Refer to the UCPath Changes & Enhancements link on the support site for additional detail.

Payroll and Compensation

 Other Updates & Reminders:  

• UCPath will implement system updates to support UC’s Gender Recognition and Lived Name policy and other enhancements. These changes require UCPath to be unavailable during the following dates and times:

There are two corrections to the May 26 changes and enhancement report.

• The former employee portal link was incorrect. The correct link is https://ucpath.universityofcalifornia.edu.
• Change request UCP-131610 only impacts UCSF, UCM, UCLA and UCR. More detail about this change can be found in Job configuration changes and location specific configurations.

• Academic (Location Support for Academic Personnel): *New Folder
  • • New job aid to provide an overview of how to manage transactions in UCPath for academic student employees
    • New job aid that provides steps for how to enter the averaged FTE for Unit 18 (IX) appointments
    • New guidelines with best practices for academic job end dates
• Benefits (Location Support for Benefits):
  • • Updated the following sections of the Benefit Eligibility & Triggers job aid
      • Affordable Care Act (ACA) Eligibility Status
      • Modify a Person
      • When to Contact UCPath/Submit a Case
      • Period of Initial Enrollment (PIE) sections
    • Updated the Benefits Administration (Ben Admin) Configuration Fields job aid
      • Reflect the removal of “override” values, a revised name for Elig Fld 7 from Faculty to DC Supplement, and added information for Postdocs who are FSA eligible, specific unions for Elig Fld 5 (union), and Elig Fld 8
• Workforce Administration (PHCMWFAL270: PayPath Transactions):
  • • Updated matrixes and added a new matrix for “Summer Session Teaching: Graduate student employee in summer session (BX)”  in the Summer Salary Processing Job Aid
    • Updated the Retirement Transaction Process for July 1 Retirement Date job aid to include Final TRM Pay Transaction process

Did You Know? Two transactions are required for all inter-location transfers and some intra-location transfers.  

• Inter-location (BU) Transfers: When an employee transfers from one business unit to another business unit, two transactions are required.
• The releasing BU submits a termination transaction using reason code Inter-location (BU) Transfer
• The hiring BU submits a hire transaction using the appropriate Transfer-Inter BU, ________ reason code.
• Effective dates must match on the hire and termination transactions, and the transactions should be coordinated so they are submitted at the same time.
• Intra-location Transfers: When an employee is transferring from one position to another position within the same or related business unit, such as between campus and medical center. 
  • Scenario 1 – Same Employee Record
    • If the employee is transferring within the same Employee record (Staff to Staff or Academic to Academic), then only one transaction is required.
    • The UC_TRANSFER (Intra-Business Unit Transfer- Staff Only or Intra-Business Unit Transfer- Academic Only) template is used to move the employee from one position to the other.
  • Scenario 2 – Multiple Employee Records
    • If the employee is transferring across different Employee Records, two transactions are required.
    • This scenario is used when an employee moves between academic and staff positions or when the departments want to keep the records separate.  
    • The releasing BU should submit a termination transaction using reason code Transfer – Intra Location.
    • The hiring BU should submit a hire or rehire transaction using the appropriate Transfer-Intra Location reason code.
    • Effective dates must match on the hire and termination transactions, and the transactions should be coordinated so they are submitted at the same time.

 Additional Resources: 

• UCPath Online Help (UPKs) 
• Inter-location transfer workbook 
• Intra-location transfer workbook
• Job Aid: Template Transactions – Action Reason Codes and Descriptions