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Glossary

Glossary of Terms

We know UCPath and UCLA terminology can be confusing! This glossary allows you to easily search for a term and its associated definition - your very own cheat sheet for everyday reference.

    How to Find What You Need

    There are five sections to this glossary, and you can navigate to them by clicking a topic below, scrolling through the list, or pressing CTRL + F and searching for a term.


    General Terms

    • ACADEMIC PERSONNEL OFFICE (APO)
    • The Academic Personnel Office (APO) supports faculty and Admins through oversight of initial appointments, promotions, merit reviews, salary and other benefits, faculty development, work-life balance programs, retirement, grievances, and other disciplinary matters.
    • ACADEMIC PROGRAMMATIC UNIT (APU)
    • A group of faculty with similar clinical, teaching, and/or research responsibilities assigned to one of the Health Sciences Compensation Plan (HSCP) salary scales (i.e., scales 0-9).
    • ACTION/ACTION REASONS
    • Used to describe the type of Job or Position data recorded in UCPath.
    • AD HOC APPROVER (ROLE IN AWE)
    • Ad Hoc Approvers may be added by an Approver for a specific transaction to review and approve in accordance with Org/Dept. business requirements and UCLA policy related to delegations of authority.
    • AD HOC REVIEWER (ROLE IN AWE)
    • An Ad Hoc Reviewer(s) may be added by an Approver to inform others that a transaction has been routed for approval. Ad hoc reviewers are not able to approve a transaction.
    • APPROVAL WORKFLOW ENGINGE (AWE)
    • Approval Workflow Engine (AWE) systematically routes transactions in UCPath to designated roles (e.g., HR Initiator, HR Approver) for approval at UCLA. Once these UCLA approvals are complete, transactions are either routed to the UCPath Center (UCPC) for finalization or are finalized in UCPath.
    • APPROVAL WORKFLOW PAGE
    • The Approval Workflow page is an online page that supports financial and personnel/pay actions for employees. For example:
      Adding a Concurrent Job
      Direct Retro (i.e., Salary Cost Transfer [SCT])
      Funding Distribution
      Hire/Rehire
      Hours and Accruals Adjustments Personal Data Changes
      Individual PayPath Transactions (e.g., changes to Position, Job, or Additional Compensation Data)
      Off-Cycle Payroll Requests
      One-Time Payments
      Terminations
      Transfers within UCLA
    • APPROVER
    • (ROLE IN AWE) 
    • AT YOUR SERVICE ONLINE (AYSO) 
    • At Your Service (AYSO) is a UC website that previously enabled employee self-service for some human resources and benefits activities, such as signing up for direct deposit, naming beneficiaries, selecting retirement funds, etc. 
      Now, employees access the UCPath portal for non-retirement plan inquiries. AYSO continues to contain employee retirement and beneficiary information. 
    • AWE ADMINISTRATOR (ROLE IN AWE) 
    • An AWE Administrator monitors AWE transactions, routes and resolves bottlenecks to ensure efficient processing, and intervenes to reassign transactions when necessary. An AWE Administrator can re-route transactions but cannot approve them.
    • BUSINESS PROCESS GUIDE 
    • A Business Process Guide is a historical document that provides details on business process steps, roles and responsibilities, applicable standards, and Org/Dept. considerations. These documents are for reference only, as the information may be out of date or no longer relevant.
    • BUSINESS PROCESS MAP 
    • Business Process Maps are historical documents with detailed description of the steps of the business processes, the order in which they are performed, and the decision-making authority. They also contain a graphical representation of a business process that shows the activities of the process and the interrelationships. These documents are for reference only, as the information may be out of date or no longer relevant. 
    • BUSINESS UNIT 
    • Each UC campus and medical center is identified by a ‘Business Unit’ that is used to segregate campus information for reporting and system security access. For example: 
      LACMP = UCLA Campus 
      LAMED = UCLA Medical Center 
    • CAMPUS DATA WAREHOUSE (CDW) 
    • The Campus Data Warehouse (CDW) is an environment that consists of the Query Data Base (QDB), Operational Data Store (ODS) and the Cognos reporting tool. https://cdw.qdb.ucla.edu 
    • CHANGE VS. CORRECTION 
    • A change is any update to data in UCPath that can be submitted by UCLA through a UCPath page, form, or mass upload method. Changes are effective-dated and do not replace the existing historical data in the system. 
      A correction is a modification to historical information made by deleting or over-writing existing data. A correction deletes previously submitted information from UCPath permanently. Only UCPC can perform a correction. 
    • CHR 
    • Campus Human Resources 
    • COGNOS 
    • Cognos is a reporting tool used to access the Campus Data Warehouse and run reports. 
    • COMPONENT INTERFACE (CI) 
    • Component Interface (CI) is a UCPath tool that allows limited users to upload some transactions into UCPath using Excel. 
    • CONFIGURATION 
    • Configuration refers to data stored in UCPath that is maintained by UCPC and used by UCLA to complete business processes. For example, each of UCLA’s HR Departments is configured by UCPC. If UCLA created a new HR department, UCPC would have to configure it in UCPath before it would be available for UCLA to hire or transfer employees. 
    • CONTINGENT WORKER (CWR) 
    • A Contingent Worker (CWR) is an individual engaged by the University on a non-permanent basis to complete a specific function or task. A CWR does not have an employee relationship with UCLA nor do they receive any form of payment through UCPath Payroll. 
    • DATA CONVERSION 
    • Data Conversion is the process of moving data from one or more systems to a new system. This can include data cleanup and creating new data. 
    • DELIVERED POSITION MANAGEMENT (NO AWE) 
    • Delivered Position Management is an online page where UCLA can make updates to Positions without AWE. At UCLA, Delivered Position Management (No AWE) is used to perform updates that cannot be performed using PayPath or Position Control (i.e., inactivate or activate a Position and make updates to filled, multiple-headcount Positions). Access to the Delivered Position Management (No AWE) page is not yet available at UCLA. 
    • DEPARTMENT 
    • Department refers to the home department of the employee, and the department that the FTE belongs to. A Department has the following characteristics: 
      Personnel authority for hiring employees.
      Authorized by the organization head (Dean or Vice Chancellor) to manage its own budget and operations.
      A work location associated with the department 
      In UCPath, Department information is used primarily for security, organizational reporting, and approval responsibilities for manager self-service transactions. 
    • DEPARTMENT CODE 
    • The Department Code is a unique code associated with the description of a department. 
    • EARN CODES 
    • Defines a type of earnings (e.g., Regular, Overtime). 
    • EFFECTIVE DATING 
    • Effective Dating is used to maintain and view a complete chronological record of historical, current, and future data. 
      Current Effective Date - Date that is less than or equal to the current system date.
      Historic Effective Date - Dates that are less than the current information 
      Future Effective Date - Effective dates that are greater than the current information 
      Retro Effective Date - Date prior to the current pay period begin date 
    • EFFECTIVE SEQUENCE 
    • Effective sequence indicates in what order the data was input or changed on a particular date. 
    • GLACIER 
    • GLACIER is the online tax reporting system used to maintain and monitor tax residency status, tax treaty eligibility, and FICA eligibility for Foreign Nationals receiving payments from UCPath. This information is required to document application of the IRS Substantial Presence Test and compliance with Internal Revenue Codes 1441 and 1461. GLACIER is used to create and distribute the annual Form 1042-S tax reporting statements to non-resident alien taxpayers and the IRS. 
    • INITATOR (ROLE IN AWE) 
    • Initiators are responsible for entering transactions into UCPath and submitting for approval. Initiators have the ability to initiate all transactions for departments for which they have row-level security. This ensures users only have access to data they are authorized to view, (e.g., data for their department). 
    • INTERFACE 
    • The mechanism for data exchange between two systems (i.e., when logging into a system and your device sends your credentials to the system you are trying to access for authentication and authorization purposes). Interfaces can facilitate data exchange in real-time typically via agreed-upon messages or in a batch mode where files are typically sent. 
    • MANAGER SELF-SERVICE 
    • Manager Self-Service refers to the UCPath portal tool that enables authorized managers to view basic employee information for those who report to them, either directly or indirectly. 
    • OPERATIONAL DATA STORE (ODS) 
    • Operation Data Store (ODS) refers to the campus repository that holds UCPath employee data and is available for all campus applications after it has been processed. 
    • ONLINE PAGE 
    • A UCPath Online Page refers to the location where users enter data to process a transaction and is equivalent to a template. 
    • PEOPLESOFT HCM 
    • PeopleSoft Human Capital Management (HCM) is the HR/Payroll system that includes modules, such as Workforce Administration, Position Management, Absence Management, and Commitment Accounting. It is referred to as UCPath. 
    • PRE-PROCESS 
    • Pre-Process refers to the internal review and approval process that is conducted via formalized paper forms, email, phone, or department-specific systems prior to an activity becoming a transaction in UCPath. 
    • PUSH BACK VS. DENY (AWE FUNCTIONALITY) 
    • If an approver decides they cannot approve a transaction, they may either ‘push back’ the transaction or ‘deny’ it. 
      Pushing back a transaction returns the transaction to the previous approver with comments. This functionality can only be used by the second or third approver; it cannot be used by the first approver to push back to the Initiator.
      Denying a transaction cancels it. The Initiator must begin the transaction again. 
    • ROLE LEVEL SECURITY 
    • Role Level Security controls where a user can navigate in the system and what actions they can take on each page. 
    • ROW LEVEL SECURITY 
    • Row Level Security controls the population a user has access to and which employees for whom they can view or submit transactions. 
    • SERVICE PARTNERSHIP AGREEMENT (SPA) OR SERVICE-LEVEL AGREEMENT 
    • Service Partnership Agreement (SPA) or Service Level Agreement refers to a formal agreement or contract between the campus and UCPC that specifies what services UCPC provides, how performance is measured, and the expected timeframe for completing tasks. 
    • SOURCE SYSTEM 
    • A Source System is a UCLA Time and Attendance system or time sheets. 
    • TIER 1 INTERFACE 
    • Tier 1 Interface is a direct interface with UCPath. 
    • TIER 1 SYSTEMS 
    • Tier 1 systems receive data from UCPath.  
    • TIER 2 INTERFACE 
    • Tier 2 Interface is an indirect interface with UCPath via ODS. 
    • TIER 2 SYSTEMS 
    • Tier 2 systems pull data from the UCLA ODS. 
    • UCOP 
    • University of California Office of the President, also referred to as OP. 
    • UC DATA DISSEMINATION OPERATIONAL DATA STORE (DDOS) 
    • The UC Dissemination Operational Data Store (DDODS) is the UC Operational Data Store that holds UCPath employee data and is used to create the UCLA campus Operational Data Store (ODS), which is the foundation of Campus Data Warehouse. 
    • UCPATH 
    • UCPath is the University of California’s system-wide initiative to create a single platform for payroll, benefits, funding, and human resources (HR) information. 
    • UCPATH CENTER (UCPC)
    • The UCPath Center (UCPC) is the shared services center responsible for responding to employee questions, finalizing certain HR transactions, administering benefits and payroll, and maintaining data in the system. 
    • UCPATH INQUIRY 
    • UCPath Inquiry is for an employee, location central office, or submitter to send to UCPC outlining a personal or job issue for resolution and/or triaging. Progress tracking for UCPath inquiries is available on the UCPath Portal in the Ask UCPath Center page. 
    • UCPATH PORTAL 
    • The UCPath portal is an online, self-service tool that gives employees 24/7 access to UC employment information based on their role. Employees are able to log into the UCPath Portal from mobile devices and computers at work or home. Using the UCPath Portal, employees can perform the following actions: 
      View and update Personal data 
      View paychecks
      View or enroll in benefits 
      Sign up for direct deposit 
      Update tax withholdings 
      See vacation and sick leave balances 
    • UID 
    • The Universal Identification Database (UID) generates ID numbers for several systems. It is used to assign a unique identification number to students and employees of UCLA. 
    • USER PROFILE 
    • User Profile is a user account that consists of credentials (i.e., User ID and password), EMPLID, Role Level Security, and Row Level Security. Every user must have a User Profile to access the system. 
    • WORKFLOW 
    • Workflow refers to the sequential flow of tasks and information in a business process. 
    • WORK STUDY 
    • Work Study is a need-based form of Financial Aid that students earn through on or off-campus employment and receives in the form of a paycheck. Work-Study Funds are limited and offered to students who demonstrate financial need.

    Workforce Administration (WFA) and Human Resources (HR) Terms

    • BREAK IN SERVICE 
    • A break in service is any separation from employment status. In addition, a break in service occurs effective the last day on pay status, whether or not a separation form is submitted, when an employee is off pay status for four complete, consecutive calendar months without an approved leave without pay, furlough, or temporary layoff.  
    • CASCADE 
    • Within filled Positions, cascading occurs when Position updates are automatically pushed to an incumbent(s)’ job record. 
    • CONCURRENT JOBS 
    • An employee, staff or academic, has Concurrent Jobs when they add an additional job concurrent to their existing job with the University of California. Concurrent Jobs refers to two or more jobs that do not exceed FTE greater than 100% across all active jobs (exceptions apply where permissible under policy). 
    • EMPLOYEE CLASSIFICATION 
    • Employee Classification is the UCPath equivalent of Appointment Type (e.g., Career, Limited, Floater). Employee classification is established when an employee is hired, rehired, or transferred into a job and can be changed whenever business needs demand. Also referred to as Employee Class and EMPL Class. 
    • END JOB AUTOMATICALLY CHECKBOX 
    • End Job Automatically checkbox is a UCPath functionality that indicates on each employee’s job record whether the job should be terminated after the expected job end date has been reached (e.g., limited to career). During the hire process, the Initiator can edit this functionality to indicate to UCPC whether the employee’s job should end automatically when the expected job end date has been reached. 
    • EXPECTED JOB END DATE 
    • Expected Job End Date is a field in UCPath that tracks the end date of the employee’s current appointment. The expected job end date field is only required for the following types of employees: 
      Staff: Contract.
      Staff: Floater.
      Staff: Rehired Retiree.
      Student: Casual/Restricted.
      Academic: Post Docs.
      Academic: Recal .
      Academic: Academic Student 
    • EXPERIENCE-BASED STEP PROGRESSION 
    • Experience-Based Step Progression is a specific type of step progression based on a calculation of relevant outside experience and UC experience, for certain represented staff employees. This includes staff in the NX (Registered Nurses), EX (Patient Care Technical), and HX (Healthcare Professionals) bargaining units. 
    • FILLED POSITION 
    • A Filled Position is an active Position that has an incumbent. 
    • HOME ORG/DEPT 
    • The Home Org/Dept. is the employee’s primary job Org/Dept. In the case where both jobs are in the same Org/Dept., the home and host Org/Dept. would be the same. Both the home and host Org/Dept. are responsible for paying the employee; however, UCPC is ultimately responsible for ensuring the employee receives one single paycheck. 
    • HOST ORG/DEPT 
    • The Host Org/Dept. is the employee’s concurrent job Org/Dept. In the case where both jobs are in the same Org/Dept., the home and host Org/Dept. would be the same. Both the home and host Org/Dept. are responsible for paying the employee; however, UCPC is ultimately responsible for ensuring the employee receives one single paycheck. 
    • INCOMING ORG/DEPT 
    • The Incoming Org/Dept. is the Org/Dept. that the employee transfers to because of an Intra-location transfer. 
    • INCUMBENT 
    • The Incumbent is the employee assigned to a Position. 
    • INTERLOCATION TRANSFER 
    • Interlocation Transfer is an action that occurs between two locations in the UC System (i.e., an interlocation transfer is a transfer from a job at one UC location to another UC location without a break in service). An employee may transfer up, down, or laterally. 
    • INTRA-LOCATION TRANSFER 
    • Intra-location Transfer is an action that occurs entirely within UCLA (i.e., an intra-location transfer is a transfer from one job at UCLA to another job at UCLA without a break in service). 
    • INVOLUNTARY TERMINATION 
    • An Involuntary Termination is a termination that is initiated by UCLA (e.g., terminations for cause, indefinite layoffs, the end of a temporary appointment, the death of an employee). 
    • JOB 
    • Job is used to organize employment information with an employee such as: 
      Position details (e.g., Job Code, Work Location, Union Code) 
      Compensation details (e.g., Rate of Pay, Step)
      Payroll details (e.g., Paygroup, Accrual Eligibility, Frequency) 
      Benefits eligibility 
    • JOB DATA 
    • Job Data are the specific details of an employee’s job, including basic compensation details, as stored in UCPath. These specific details of the employee’s job are established as Job Data when the employee is hired, rehired, or transferred into a job in UCPath. While each employee’s Job data is unique, much of the Job data is inherited from the Position into which the employee was hired (i.e., the employee’s department and job code defaults from their Position). Job data excludes other types of data stored in UCPath about the employee, such as Personal data and information about an employee’s benefits and deductions. 
    • JOB END DATE 
    • Expected Job End Date is a field in UCPath that tracks the end date of the employee’s current appointment. 
    • JOB RECORD END DATE MONITORING 
    • Job Record End Date Monitoring is the process of monitoring employees with approaching expected job end dates. UCPC automatically terminates non-academic employee’s appointments with an end date. Action is required to extend or reappoint. 
    • LIMITED TO CAREER 
    • Policy-covered (non-represented) limited employees who reach 1000 hours of qualified service within a rolling twelve-month period without a break in service of 120 days or longer, will have their appointment automatically converted from limited to career on the first of the month following attainment of 1000 hours. 
      Approaching Hours Reports are provided to assist Orgs/Depts. in monitoring limited employees’ progress towards career status. 
      For policy-covered (i.e., non-represented) employees that reach 1000 hours, UCPath automatically updates the employee’s Employee Class. 
      For represented employees, UCPC reaches out to confirm the course of action per bargaining agreement. 
    • MASS HIRE 
    • Mass Hire is the action in UCPath of hiring groups of employees at one time. Mass Hire may not be used for employees that have Additional Compensation or JED. Although the employees are not required to be identical to be eligible for a Mass Hire (i.e., they can have different effective dates, Position numbers, or compensation), the process is used by departments that hire large groups of employees at once. A Mass Hire is entered in UCPath using a template spreadsheet with appropriate data fields noted in the document. Once the spreadsheet is filled out for all employees to be included in the hire, the spreadsheet is able to be loaded into UCPath. 
    • MASS UPDATE 
    • Mass Update is the action in UCPath of updating multiple employees’ Position, Job Data, and/or Additional Compensation in UCPath at one time. Mass actions can be entered into UCPath using the UCPath Mass Update Template Spreadsheet with appropriate data fields noted in the document. 
    • MULTI-LOCATION APPOINTMENT 
    • A Multi-location Appointment occurs when an employee has separate appointments at two or more UC locations. 
    • MULTIPLE HEADCOUNT POSITION 
    • A Multiple-Headcount Position is a Position that can have more than one incumbent. Incumbents in a Multiple Headcount Positions must share all Position attributes including Department, Job Code, Salary Plan, Grade, and Funding Distribution; however they may have different compensation and FTE. 
    • OUTGOING ORG/DEPT 
    • The Outgoing Org/Dept. is the Org/Dept. that is releasing the employee prior to the transfer. 
    • PACKET 
    • A Packet is a group or compilation of documents (e.g., checklist, forms, templates, other related paper work or information) that is needed for the HR Initiator to successfully enter the transaction into UCPath. 
    • PAYPATH 
    • PayPath is an AWE-enabled online page that allows locations to update an employee's Position, job, and additional compensation information. Using PayPath, the Org/Dept. can make changes to these three components either individually or in concert. PayPath must be used to update filled single-headcount Positions and cascade to the Incumbent’s job record. PayPath cannot be used to update vacant Positions or multiple-headcount Positions. 
    • PERSON ORGANIZATION SUMMARY 
    • Person Organization Summary refers to a UCPath page that allows the user to view the basic job details (e.g. career hours, benefit hours, FLSA status, Pay Group, Union Code, FTE, Primary Job, Dept. ID, Employee Type) of any employee or CWR in the system. 
    • PERSONAL DATA 
    • Personal Data refers to an employee’s biographical data stored in UCPath (e.g., name, identifying details, contact information, educational accomplishments, licenses). The type of Personal data stored in UCPath varies based on the type of person and the requirements of their job. Personal data is entered at the time of hire and can be updated whenever Personal data changes. 
    • POSITION 
    • A Position represents a role in a department. Positions dictate some of the Job attributes of the employees who occupy them and help UCLA manage funding. In UCPath, a Position is like a chair. Like chairs, Positions can be filled or vacant and can have different people sitting in them at different times. 
    • POSITION CONTROL 
    • Position Control refers to an AWE-enabled online page that must be used to create new Positions and update vacant Positions. 
    • POSITION DATA 
    • Establishes key job-related data elements and establishes departmental structure and organizational hierarchy. Position Data is maintained whether a Position is filled or vacant. 
    • POSITION HISTORY 
    • Displays summary data for currently and previously assigned incumbents, including name, Position creation and updated dates, and compensation rate. 
    • POSITION MANAGEMENT 
    • All employees at UCLA have a Position. Position management is the process by which these Positions are managed over time (e.g., creating new Positions, updating existing Positions). Position Management is not required for CWRs. 
      When possible, existing Positions should be updated and maintained. However, new Positions can be created when a department has a need for a new Position. 
    • POSITION SUMMARY 
    • Displays current and historical information for a Position on three tabs: General (e.g., effective date, Position status, Position number), Work Location (e.g., department), and Payroll Information (e.g., Sal Admin plan, FLSA status). 
    • SEPARATE 
    • Separation occurs when an employee ends all jobs at UCLA and/or other UC locations, and ends their employment relationship with the University of California. Since an employee may have one or more jobs, terminating a single job may or may not result in a separation from the University of California. 
    • SINGLE HEADCOUNT POSITION 
    • A Single-Headcount Position is a Position that can only have one incumbent. 
    • TERMINATE 
    • Termination is an action taken in UCPath to end an employee’s job at UCLA, either voluntarily or involuntarily. This is distinct from separating an employee, which is a termination from all jobs at UCLA. 
    • TERMINATION EFFECTIVE DATE 
    • The Termination Effective Date is the first day of unemployment or separation from the University. 
    • VACANT POSITION 
    • A Vacant Position is a Position, either active or inactive, that does not have an incumbent. 
    • WITHOUT SALARY JOB 
    • Without Salary Jobs are jobs in UCPath that are processed without compensation details if the employee is not entitled to a salary, hourly wage, or additional compensation. Also referred to as WOS Appointment. 
    •  WORKFORCE ADMINISTRATION 
    •  Workforce Administration is a module in UCPath where Personal data, Job data, reporting and tracking for employees, CWRs, and Persons of Interest is administered, managed, and stored. 
    •  WORKFORCE JOB SUMMARY 
    • Workforce Job Summary refers to the UCPath page that allows the user to view specific job details or employment records (e.g., historical, active, terminated employee records, compensation information) for any employee that the user has security access to. 

    Absence Management and Benefits Terms 

    • ABSENCE BALANCES 
    • Absence balances (e.g., vacation, sick, PTO, COMP) are calculated in accordance with UC Policy using formulas based on job eligibility criteria and time worked. Absence balances are calculated in either local time and attendance systems or UCPath (depending on the type of absence) and stored in UCPath 
    • ABSENCE FROM WORK 
    • Use and recording of all paid and unpaid time away from work. 
    • ACCRUALS 
    • Accruals are balances of entitlements calculated in accordance with UC Policy using formulas based on job eligibility criteria and time worked. Accrual balances are calculated in either local time and attendance systems or UCPath (depending on the type of accrual) and stored in UCPath. 
    • BENEFITS ELIGIBILITY LEVELS 
    • Benefits Eligibility Levels indicate the employee's eligibility for University benefits. The levels are as follows: 
      Full benefits: employee is a member of a retirement system and is appointed to work at least 50% time for 12 months or more or 1,000 hours in a rolling twelve-month period 
      Mid-level benefits: visiting faculty who is not a member of a retirement system but is appointed to work at least 50% time for 12 months or more or employee is not a member of a retirement system and is appointed to work at least 100% time for 3 months or more, but less than 12 months 
      Core benefits: employee's appointments do not meet requirements for full or mid-level, but the employee works 17.5 or more hours per week on average 
      Not eligible for benefits 
      Questions regarding eligibility for benefits should be addressed to the departmental benefits representative or the appropriate benefits office indicated below: 
      UCLA Campus – Campus Human Resources Benefits Office 
      UCLA Medical Center – UCLA Healthcare Human Resources 
    • COMPOSITE BENEFITS RATES (CBR) 
    • Composite Benefits Rates (CBR) are developed to cover the costs of fringe benefits offered by the University. 
    • GENERAL, AUTOMOBILE, AND EMPLOYMENT LIABILITY (GAEL) 
    • The General, Automobile, and Employment Liability (GAEL) charge funds UCLA’s share of expenses associated with claims and lawsuits defended by the University. It is essential a payroll tax that applied to all funds, including gifts and grants, with the exception of direct federal contracts, grants, and flow-through funds. 
    • LEAVE OF ABSENCE 
    • A Leave of Absence is an extended absence from work typically in excess of 5 or more working days for staff (30 or more for academic), depending on the type or reason for leave. 
    • PERIOD OF INITIAL ELIGIBILITY (PIE) 
    • Period of Initial Eligibility (PIE) relates to benefits. The PIE is a period when eligible employees and eligible family members can enroll in a plan without meeting special requirements, such as submitting a Statement of Health (SOH) for carrier approval.  The PIE begins on the first day of eligibility and ends 31 days later or on the last working day of the 31-day period, whichever comes first. 
      Questions regarding eligibility for benefits should be addressed to the departmental benefits representative or the appropriate benefits office. 
    • RETURN TO PAY STATUS 
    • A return to pay status is from an approved leave without pay, furlough, temporary layoff, or indefinite layoff. During a period of right to recall and preference for reemployment or on the next working day following a separation, it is not considered a break in service. 
    • RPNI 
    • RPNI Assessment (also referred to as UCRP Supplemental Assessment Interest) is an assessment for the STIP Note and External Financing that covers debt service on advances made to UCRP. 
    • SHORT WORK BREAK (SWB) 
    • A status that temporarily takes an employee off pay status when a leave action is not appropriate, where permitted by policy or CBA. 
    • VACATION LEAVE ACCRUAL 
    • Vacation leave accrual refers to the amount of hours accrued by the employee. (Not to be confused with Vacation Leave Assessment [see General Ledger terms]). 

    Payroll Terms 

    • ADDITIONAL COMPENSATION 
    • Additional Compensation is any amount paid to an employee that is in addition to the employee’s regular base compensation. 
    • COMPENSATION FREQUENCY 
    • Compensation Frequency determines when the employee receives their paycheck (e.g., biweekly, monthly). 
    • COMPENSATION MODULE 
    • UCPath Compensation Module is a component of UCPath that allows Org/Dept. with non-represented staff employees to perform system-wide merit increases. 
    • CONTRIBUTION 
    • An amount paid by the University on an employee’s behalf to cover the cost of the employee’s health, dental, or vision plan. 
    • DEDUCTION 
    • A flat dollar or percentage amount that is deducted from an employee’s pay for taxes, credit union, parking, United Way contributions, and other non-insurance payments. 
    • DEDUCTION PROGRAM OWNER 
    • The Deduction Program Owner is the individual or office at UCLA responsible for administering a voluntary local deduction program (e.g., UCLA Recreation, UCLA United Way Campaign). 
    • DIRECT DEPOSIT 
    • A payment method whereby the employee’s net pay is automatically transmitted into the employee’s bank account on payday. 
    • DISTRIBUTION 
    • Distributions define how an employee is paid. For example, distributions contain information about the pay rate the employee receives, the account number the pay is charged to, and the type of pay (e.g., regular pay, shift differential, stipend). 
    • FAIR LABOR STANDARDS ACT (FLSA) 
    • The Fair Labor Standards Act is a Federal law dating back over a half-century that establishes certain minimum requirements for employees' hours of work, wages, premium overtime, and payroll records. 
    • HEALTH SCIENCES COMPENSATION PLAN (HSCP) COMPONENTS OF PAY 
    • The following types of Health Sciences Compensation Plan (HSCP) are established as ‘Components of Pay’ when the HSCP member is hired or transferred into a Position. They are not established as recurring additional compensation.

      X: The portion of an HSCP member’s base salary that they would receive based on their rank and step if they were not a member of HSCP (identical to the Faculty--Ladder Ranks--Professor Series- Fiscal Year Scale). 
      X: The additional base salary paid to an HSCP member based on the APU that they belong to. X + X’ = Total Base Compensation, and is the amount eligible for UCRP 
      Y: Negotiated portion of salary. Y payments are negotiated by the individual HSCP member. Y payments are not eligible for UCRP 
      Z: Payments are processed as one-time additional compensation 
      Z: Incentive or bonus payments 
    • JOB EARNINGS DISTRIBUTION (JED) 
    • Job Earnings Distributions (JED) are used to distribute earnings by Earnings Code on the Job Record either by percentage or amount (e.g., ERIT, HSCP). JED indicates the amount paid to the employee based on the Earnings Code. JED is not the same as Earnings Distribution, which ties the FAU to the Earnings Code from which the employee is paid. 

      Example: 
      Job Earnings Distribution: Regular pay is 100% of employee’s compensation. 
      Earnings Distribution: Regular pay is paid from FAU 4-600640-8088-69085. 
    • MERIT PAY PLAN FOR PPSM POLICY-COVERED STAFF 
    • Merit Pay Plan for PPSM Policy Covered Staff is a system-wide merit program for non-represented staff members as authorized and communicated by UCOP. 
    • OFF-CYCLE PAY 
    • Off-Cycle Pay refers to the process to pay an employee on a non- regularly scheduled pay date (i.e., different than the published monthly or bi-weekly pay calendar dates). 
    • ONE-TIME PAYMENTS 
    • One-time Payments apply to a single pay cycle (i.e., not recurring and non-consecutive pay cycles), and includes both methods for individual and mass entry. 
    • OVERPAYMENT RECOVERY 
    • Overpayment Recovery is the process to recoup pay once employee consent has been granted. 
    • PAY CONFIRM 
    • During the Pay Confirm, the gross and net pay are calculated, paychecks and direct deposit transactions are produced, and all other transactions are processed (previously called Pay Compute). 
    • PAY DAY 
    • The date that direct deposit funds are available and University paychecks are issued. University pay days are listed on the UCPath Payroll Calendar. 
    • PAY RATE CHANGE 
    •  A pay rate change is a change to an employee’s compensation. The following are some examples of pay rate changes through UCPath: 
      Change to rate of pay for staff or academic Merit 

      Equity increases 
      Changes to negotiated salaries 
      Adjustments to off-scale salary amounts
      Step increase progression 
    • PRIMARY PAY SCHEDULE 
    • The employee's normal pay cycle, monthly (MO) or bi-weekly (BW). 
    • RECURRING ADDITIONAL COMPENSATION 
    • Recurring Additional Compensation refers to consecutive, recurring pay in addition to an employees’ base compensation, including: 
      Recurring Stipends 
      By-Agreement Payments 
      Certification-based pay 
      HSCP Z Payments* 
      *Excludes non-recurring or non-consecutive, lump-sum payments (e.g., STAR awards, honorarium, bonus.). 
    • VOLUNTARY LOCAL DEDUCTIONS 
    • Voluntary Local Deductions refers to money subtracted from an employee’s paycheck for a local program or service (e.g., gym membership, charity contribution). Excludes parking deductions and union dues. 

    General Ledger (GL) and Funding Terms 

    • ACCOUNT (SUB OBJECT) 
    • Financial reporting classification assigned to a transaction based on earnings, tax, and deductions information. It is a component of a chart string (FAU). 
    • APPROVED POSITION 
    • Vacant or filled Position that has been approved by the Org/Dept., and for which funding (and budget, where applicable) has been established. 
    • BENEFIT COST TRANSFER UCPATH MODULE 
    • The Benefit Cost Transfer UCPath module will move benefit-related expenses that have been processed to the incorrect funds. This functionality is not yet live in UCPath. 
    • BENEFIT JOURNAL 
    • In the event benefit-related expenses have been processed to the incorrect funds, corrections are processed via a Benefit Journal Entry to the Financial System. Redirects are leveraged to minimize incorrect benefits distribution. At this time, all benefit journals are processed by the Central Resource Unit (CRU). This is the method for moving benefit expenses until the Benefits Cost Transfer UCPath Module goes live. 
    • CHARTFIELD 
    • In PeopleSoft applications, the fields that store the charts of accounts and provide the system with the basic structure to segregate and categorize transactional and budget data are called Chartfields. Each Chartfield has its own attributes for maximum efficiency and flexibility in recording, reporting, and analyzing its intended category of data. While a particular Chartfield always represents only one category of data, it stores many values that you use to further categorize that same data. 
    • CHARTFIELD STRING 
    • Chartfield String is used synonymously with FAU. It is a combination of chart field values that represents a funding source in the General Ledger. 
    • CHARTSTRING 
    • A Chartstring is a combination of Chartfield values (e.g., Account, Fund Code) that represent a funding source in the General Ledger. 
    • COMBINATION CODE 
    • PeopleSoft field that is essentially a shortcut for the underlying chartfield elements that makes up a chartstring. A combination code represents a chartstring or FAU. 
    • DEFAULT FAU MAPPING 
    • Default FAU Mapping occurs in cases where funding has not been established or the FAUs do not pass validation. Transactions receive a default FAU so the transactions can be processed. The department has to correct these transactions using Salary Cost Transfer. 
    • DEPARTMENT BUDGET TABLE 
    • Department Budget Table refers to UCPath records that store funding sources for earnings, employer share deductions, employer share taxes, as well as salary encumbrances. The tables are part of Commitment Accounting and are stored by fiscal year and HR department. 
    • DISTRIBUTION OF PAYROLL EXPENSE (DOPE) 
    • Distribution of Payroll Expense (DOPE) is a report produced once a month as part of the month-end reporting process. It lists all payroll expenditures (i.e., salaries and benefit charges) that are processed during the month, as well as an estimated biweekly accrual and payroll expenditure transfers (i.e., the Labor Ledger). 
    • EARNINGS DISTRIBTUTION 
    • The Earnings Distribution ties the FAU to the Earnings Code from which the employee is paid. This is not the same as JED, which indicates the amount paid to the employee based on the Earnings Code. 
      Examples: 
      Earnings Distribution: Regular pay is paid from FAU 4-660525-3525-19900. 
      Job Earnings Distribution: Regular pay is 100% of employee’s compensation. 
    • EXPIRED FUNDS 
    • Expired Funds refers to FAUs that have been closed or inactivated. 
    • EXTRAMURAL FUNDS MANAGEMENT (EFM) 
    • Extramural Fund Management (EFM) provides financial management support of sponsored project funds for the UCLA research community. This includes: 
      Financial reporting Invoicing 
      Cash management 
      Accounts receivable management 
      Financial compliance oversight (e.g., effort reporting, cost transfers, unallowable expenses) 
      Audit support 
    • FAU (FULL ACCOUNTING UNIT) 
    • FAU (Full Accounting Unit) refers to the combination of chartfields (e.g., fund, program, department, cost center, location) that specifies a unique funding source. The UCPath equivalent is Chartfield String. 
    • FISCAL YEAR END (FYE) 
    • Fiscal Year End (FYE) refers to the series of steps taken by UCPC, UCOP Finance COE, and UCLA (typically May to August annually), to support Fiscal Close and the new fiscal year. 
    • FUNDING DISTRIBUTION 
    • A Funding Distribution is an allocation of requisite funding from an Org/Dept. 
    • FUNDING END DATES 
    • Funding End Dates refer to the associated date where Org/Depts. may charge expenses to a fund. Not all funds use or require an end date. 
    • FUNDING ENTRY 
    • Funding Entry is the process of entering Full Accounting Units (FAUs) on the Funding Entry page to indicate source of funding for earnings, employer share deductions, employer share taxes, as well as salary encumbrances. 
    • DIRECT RETRO 
    • Direct Retro is a page in UCPath where Salary Cost Transfers, also referred to as Direct Retro transactions and previously called expense transfers, are used to move salary charges from one or more FAUs to another. 
    • GAEL 
    • GAEL is an acronym that groups General, Auto and Employee Liability insurance held by the University. Together, this assessment is referred to as GAEL. 
    • GENERAL LEDGER (GL) 
    • General Ledger (GL) refers to the master set of accounts that summarizes all transactions occurring within an organization and that is used to aggregate information into the financial statements of the organization. 
    • GL BUSINESS UNIT 
    • The GL Business Unit is used to identify the entity that is used for accounting purposes. There could be more than one HR Business Unit mapped to a GL Business Unit. For example, the HR Business Units representing UCLA Medical Center (LAMED) and UCLA Campus (LACMP) map to one GL Business Unit (LAFIN). 
    • GROUP PROVISIONS 
    • Group Provisions refers to a set of unfilled Positions that help budget for multiple as-yet-unfilled Positions. 
    • HIGH-RISK SALARY COST TRANSFER 
    • A High-Risk Salary Cost Transfer includes transactions associated with a contract or grant that is subject to conditional workflow routing. EFM’s approval is automatically triggered by transactions either more than 120 days old, or the when the original fund was closed 90 days prior. 
    • LABOR LEDGER 
    • The Labor Ledger is housed in UCPath and contains detailed, employee job-level demographic, salary, and fringe benefit details. This Labor Ledger is also available in the campus ODS. 
    • MANAGE FUNDING 
    • Manage Funding is the process of entry and maintenance of FAU distributions (e.g., funding sources chartstrings) in UCPath. The process also stores funding at the Position-level. When employees are hired, transferred, or promoted into new Positions or departments, funding entries are required. 
    • MASS COST TRANSFER (MCT) 
    • Mass Cost Transfers (MCT) are a mass upload of salary cost transfer transactions numbering 50 or more. MCTs are requested by Organizations/Departments via Case Management and uploaded by the GL team. 
    • MULTILOCATION FUNDING 
    • Multilocation Funding occurs when an employee has a single appointment that is funded by two or more UC locations. 
    • MULTIPLE COMPONENTS OF PAY (MCOP) 
    • Multiple Components of Pay (MCOP) is a method of compensation entry that allows a UCLA Org/Dept. to break an appointee’s total salary into multiple components (i.e., for HSCP members, X, X’, and Y components are reflected in UCPath as separate line-items that comprise the appointee’s salary). 
    • OPEN PROVISIONS 
    • Open Provisions serve as a placeholder for unfilled Positions on the Staffing List. 
    • OPERATING UNIT 
    • An Operating Unit refers to a chartfield in UCPath that correlates to the location code in the campus’ financial system. For UCLA the Operating Unit is 4. 
    • OVER THE CAP (OTC) 
    • Over the Cap (OTC) is the maximum allowable amount that can be charged to a capped contract or grant. 
    • PERMANENTLY BUDGETED POSITION 
    • A Permanently Budgeted Position is a permanently funded Position (which may either be filled or unfilled) supported by a permanent allocation of Org/Depts. budgetary resources. 
    • POSITION POOL 
    • Position Pools allow UCLA to group several Positions together for the purpose of Work Study, group provisions, and related reporting. Positions Pools are established when Work Study, group provision, or other approved business needs arise. All Work Study Positions use Position Pools so that funding can be automatically established through a separate process. 
    • PROPOSED POSITION 
    • Vacant Position that does not have approved funding. 
    • SALARY CAP 
    • Salary Cap is used for complex funding, such as funding subject to salary cap rates or Positions with multiple components of pay. 
    • SALARY CAP/MCOP WORKSHEET 
    • Salary Cap/MCOP Worksheet assists in establishing complex funding distributions is accessible via the Funding Entry page in UCPath. This method can only be used once an academic appointee has been hired into a Position and is primarily required by academic appointees with multiple components of pay and appointees subject to a salary cap. 
    • SALARY COST TRANSFER (SCT) 
    • Salary Cost Transfers, previously called expense transfers, are used performed on the Direct Retro page to move salary charges from one or more FAUs to another. 
    • STAFFING LIST 
    • Staffing Lists reflect the alignment of Org/Dept. permanent budgets with salary commitments to career staff. 
    • SUSPENSE/DEFAULT ACCOUNT 
    • Suspense/Default Accounts are the FAUs charged when no funding exists at the Department Level or the fund has expired. These FAUs are managed and monitored by each Org/Dept. 
    • TRANSFER OF FUNDS 
    • Transfer of Funds System (TOF) is a system utilized by authorized preparers to record permanent or temporary budgetary transfers. TOF is used to establish a budget or adjust a budget. Academic Planning and Budget make required corrections to the permanent budget data if there is a budget issue and export the TOF file for creating the Staffing List. 
    • VACANT BUDGETED POSITION 
    • A Position that has as established funding (budget, where applicable) but has not been filled by an incumbent. 
    • VACATION LEAVE ASSESSMENT (VLA) 
    • Amount the department pays for vacation leave hours. Sometimes abbreviated as VLA (not to be confused with Vacation Leave Accrual [see Payroll Terms]). 
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