UCPath Enhancements June 16, 2023

June 9-15

UCPath recently implemented the below changes.

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:

Users can access updated academic, benefits and workforce administration materials in UCHelp. The UCPath help site reflects these changes:

• 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