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Confused About UCPath Terminology?

Find useful definitions here in our Glossary of Terms & Acronyms.  Send suggestions for terms we missed to ucpathproject@ucsd.edu with subject line "UCPath Terminology".

A — D

TERM DEFINITION MAY ALSO BE CALLED
Absence Management

Module in UCPath used to plan and manage absence events (including extended leaves) and calculate vacation, sick time, PTO accruals

Leave Administration
Approval Workflow Engine Tool for automatic routing of transactions for approval(s) prior to being committed to UCPath. AWE
Approver UCPath role for Approval Workflow assigned to the individual responsible for reviewing and approving/denying transactions locally.
AWE Administrator UCPath role with administrative rights to manage AWE transactions. This role will be limited to the central operations unit.
Business Process Guide

Describes a future business process once UCPath is deployed, defines and delineates the responsibilities of various roles in this process, captures any "special handling" requirements which are exceptions to the routine business process and documents the reports and supporting tools required in the succesful performance of the business process. 

BPG
Business Unit

UC San Diego is comprised of two business units: SDCMP (campus) and SDMED (med. center). Business Units are used to separate campus and medical center information for reporting and system security access.

Case

An online ticket/request opened in UCPath by UC employees and managers to request help and track service requests from the staff at the UCPath Center.

Ticket/Request
CEMLI

Acronym used to describe customization to the base UCPath functionality to meet UC requirements. (Changes, Extensions, Modifications, Localization and Integration)

Change Management

The application of a structured process and set of tools for leading people through organizational changes.

The UCPath Organizational Change Management (OCM) team includes communications, change management, and training.
Organizational Change Management (OCM)
Composite Benefit Rates

Organizations and departments at UC San Diego will be assessed an overall Composite Benefit Rate (CBR) covering most employer-paid fringe benefit costs within the University of California system. CBRs will be associated with a particular location, with up to 14 rates per location. The CBR is based on the salary and actual benefit expenses from the end of the prior fiscal year.  

CBR
Contingent Worker
  • Not an employee
  • Has relationship with University, Department/Division, and/or employee
  • Volunteers
  • Position is counted towards headcount/layoff
CWR

E — H

TERM DEFINITION MAY ALSO BE CALLED
Earnings Code Components of compensation used by UCPath Payroll to calculate gross pay Earn Code
Employee Person receiving remuneration (benefits and/or pay) from University Emp, EMPL
Employee Self-Serve

See UCPath online

ESS, Self- Service Portal, UCPath Self- Service Portal, UCPath online Portal, UCPath Portal, UCPath online
Enterprise Systems Renewal Multi-year initiative program with focus on optimization of core business and administrative practices as well as delivery of new systems that will effectively meet the needs of our growing university. ESR
FLSA The Fair Labor Standards Act defines various labor regulations regarding employment, including minimum wages and requirements for overtime pay. In UCPath, employees may have only one FLSA status (Exempt or Non-Exempt) even if they have multiple jobs.
Full-Time Equivalent The percentage of full-time that a worker should normally work in a job. UCPath calculates FTE based on the scheduled standard hours entered for the employee divided by full-time standard hours. FTE
Future State Process Design  The approximately 100 processes in the areas of payroll, benefits, finance/GL integration, absence management, compensation and human resources/workforce administration that have been standardized among all UC locations as a part of UCPath. These processes determine work performed by the UCPath Center and work performed by UC locations. FSPD
Human Capital Management A comprehensive software system for managing HR processes.  For UCPath the HCM is PeopleSoft. HCM

I — L

TERM DEFINITION MAY ALSO BE CALLED
Initiator

UCPath role for Approval Workflow assigned to the individual who will initiate transactions in UCPath.

Job Earnings Distribution

The Job Earnings Distribution (JED) is the process in which a location distributes earnings by earn codes on the job record by percentage or amount. 

JED
Job/Job Record

The employee assignment an individual is hired to perform. The job contains information unique to the employee such as step, compensation rate, multiple components of pay (e.g. off-scale). The job is tied to a particular position and inherits certain attributes of the Position.

Job Code

Job codes are used to define job titles and related classifications, including job families, FLSA, compensation rate ranges and steps and EEO compliance categories.

Title Code (in PPS)
Leave Administration See Absence Management
Life Event A change in the status of the employee, such as birth of a child, death of a spouse, marriage or divorce.
Location

A location is a University of California campus and its associated medical center, if applicable. UCPath locations include:

  1. Berkeley
  2. Davis
  3. Irvine
  4. Merced
  5. Riverside
  6. San Diego
  7. Santa Barbara
  8. Santa Cruz
  9. UCLA
  10. UCSF
  11. UC Office of the President (UCOP)
  12. Agricultural & Natural Resources (ANR)
  13. ASUCLA (Associated Students of UCLA)
  14. Hastings School of Law
  15. Lawrence Berkeley National Laboratory

M — P

TERM DEFINITION MAY ALSO BE CALLED
Manager Self-Serve

UC managers (who have approval access) will see relevant, work-related information about their direct reports in one place (the Manager Dashboard).

MSS
Multiple Components of Pay Multiple components of pay (MCOP) apply to any employee whose total monthly salary has more than one earn code level that contributes to their total monthly salary. MCOP
Off-Cycle Pay Any payment that is not paid on the employee’s regular “on-cycle” pay cycle (monthly or biweekly). This can be necessary when employees miss a significant amount of pay (e.g., missed time card, incorrect hours). Off-Cycle Check
Pay Cards An option for employees not enrolled in direct deposit. Pay cards are loaded with a payroll balance on payday. Employees can either cash them out for the balance or spend down the balance.
PayPath A custom component designed to streamline updates to employee data in UCPath. It is used to make data changes ONLY to positions that have an active incumbent.
Payroll/Personnel System The 35+ year old system that will be replaced by UCPath. Currently, within UC, there are 11 versions of PPS, each with data definitions and policies/rules applied differently. PPS
Person of Interest
  • Not an employee
  • No relationship with Department/Division, and/or employee
  • Needs access to UCPath
POI
Position Control

System of tracking information based on positions rather than employees. It creates a framework of positions for all the jobs within UCPath without regard to whether there is an incumbent in a specific job or not.

Position Management

A module in UCPath that defines and standardizes information for approved positions with or without an incumbent. Attributes include home department, job code, standard hours, FTE, union affiliation, maximum headcount, reporting relationship, etc. In most cases, there will be one position for each employee. However, multiple incumbents with the same position attributes may be assigned the same position. Position Management is useful for recruitment, succession planning, monitoring turnover, etc.

Position Pools Position pools allow locations to group similarly funded work study positions.

Q — T

TERM DEFINITION MAY ALSO BE CALLED
Reports To

Each position in UCPath will report to another position. The Reports To field will hold the position number of the supervisor/department chair to whom the position reports. The incumbent of the Reports To position (supervisor/department chair) will be able to view personal information for their direct reports using Manager Self-Service functionality.

Self-Service Portal

See UCPath online

ESS, UCPath Self- Service Portal, UCPath online Portal, UCPath Portal, UCPath online
Service Partnership Agreement

Service Partnership Agreements (SPA) outline the roles and responsibilities for both the UCPath Center and the locations/partners as it relates to UCPath. 

SPA
Single sign-on The current plan is for UC employees to use their current UC logins to access UCPath. Once connected to their location networks, UC employees will not have to login again to access UCPath. SSO
Subject Matter Expert An individual who is an expert or authority in a particular area or topic. UCPath at UC San Diego is taking advantage of local expertise by involving over 150 current employees as SMEs for the project.  SME (pronounced " smee")
Supplement A defined contribution plan available to selected employees participating in the Defined Benefit plan who are subject to a new, lower covered compensation limit (the 2016 CCLs) associated with the defined benefit plan
Ticket See Case
Tier N Application A legacy or "home-grown" application that currently consumes PPS data via the Data Warehouse or other reporting queries
Tracker Tracker is an electronic I-9 solution adopted by all UC campuses to create and track I-9 forms, E-Verify and immigration compliance.

U — Z

TERM DEFINITION MAY ALSO BE CALLED
UCPath

UCPath is the critical business transformation program of the University of California. UCPath includes three components:

  1. Replacing UC’s 35+ year old payroll/personnel system with a single new payroll and HR technology system
  2. Standardizing and streamlining payroll and HR processes system-wide
  3. Centralizing certain HR, Academic Personnel and payroll transactional processes within a shared services center.
PeopleSoft, UCPath HCM
UCPath Center

The UC system-wide shared services center in Riverside, CA. The Center will consolidate routine transaction processing and employee support for some tasks in the areas of payroll, benefits, absence management, compensation, and workforce administration.

UCPC
UCPath Center Employee Services

Employee services will provide assistance to UC faculty and staff via UCPath portal (cases), telephone, e-mail, fax, and regular mail.

UCPath Center Production Team

Provides processing of absence management, benefit, payroll, reporting, records fulfillment and workforce administration transactions. Serves as an escalation point for employee services when additional research, follow-up and processing is required.

 

UCPath PMO

The central UCPath team working to implement UCPath for and with all location teams The central team is not inclusive of UCPath project teams at the UC locations or the UCPath Center staff. This team is primarily based out of the UC Office of the President in Oakland, CA.

All Hands, UCPath PMO

UCPath online

The UCPath online will replace AYSO.

Provides employees 24/7 access to personal information from their desktop, laptop, tablet or mobile phone.

Employees will be able to view personal job data and payroll information; sign up for direct deposit; update tax withholdings; view/enroll in benefits; see vacation and sick leave balances; and more.

With UCPath, UC employees will be able to submit questions via case management, track requests, look up answers in a knowledge base and review/change certain personal employee information directly such as name, address, emergency contact, paycheck/W2 information, benefits information, open enrollment, direct deposit, life event changes, leave accrual balances.

Portal, Self-Service, ESS

Workforce Administration

A module in UCPath used by HR administrators at UC locations and at the UCPath Center to manage an employee’s lifecycle. WFA allows users to track and manage job related data, including managing pay and compensation, benefit eligibility programs, position and employee data, payroll and HR status.

WFA

ACRONYMS

ABBREVIATION DESCRIPTION
1994 CCL 401(a) grandfathered fiscal year Covered Compensation Limit for employees entering UCRP prior to 07/01/1994

2016 CCL  coordinated

Covered compensation limit based on California PEPRA cap for employees subject to OASDI entering UCRP on or after 07/01/2016

2016 CCL      non-coordinated

Covered compensation limit based on California PEPRA cap for employees not subject to OASDI entering UCRP on or after 07/01/2016
ACA Affordable Care Act
AM Absence Management
AP Academic Personnel
AWE Approval Workflow Engine
AY Academic Year
AYSO At Your Service Online
BN Benefits
BPG Business Process Guide
CA Commitment Accounting
CBR Composite Benefit Rates
CCL Covered Compensation Limit
CEMLI Conversions, Extensions, Modifications, Localizations and Interfaces
COA Chart of Accounts
CPS Corporate Personnel System
CRM Customer Relationship Management
CWR Contingent Worker
DB Defined benefit; traditional pension similar to Tier 2013
DC Defined contribution / Choice plan available as an alternative to the Defined Benefit plan and its supplement
DDODS The UCPath Data Distribution Operational Data
EOY End of Year
ESR Enterprise Systems Renewal
ESS Employee Self Service
FPP Future Process Planning
FSPD Future State Process Design
FTE Full-Time Equivalent
FY Fiscal Year
GL General Ledger
HCM Human Capital Management
HR Human Resources
IDM Identity Management
IRS CCL 401(a) (17) non-grandfathered fiscal year Covered Compensation Limit for employees entering UCRP on or after 07/01/1994
IT Information Technology
JED Job Earnings Distribution
LMS Learning Management System
MCOP Multiple Components of Pay
MSS Manager Self Service
ODS Operational Data Store
OE Open Enrollment
PEPRA California Public Employees’ Pension Reform Act of 2013
PMO Program Management Office
POI Person of Interest
PPS Personnel Payroll System (current payroll system for UC)
PS PeopleSoft
PY Payroll
SPA Service Partnership Agreement
SME Subject Matter Expert
SSO Single Sign On
TCS Title Code System
TRS Time Reporting System
UAAL Unfunded Actuarial Accrued Liability
UCOP University of California Office of the President
UCPC UCPath Center
UCRAYS UC Retirement At Your Service
UCRP University of California Retirement Plan
UCRS University of California Retirement System
WFA Work Force Administration