Job Aids and Quick References

Our locally created Job Aids and Quick References provide succinct step-by-step instructions for key transactions in UCPath.

Module	Title	Knowledge Base Article
UCPath Overview & Employee Lifecycle	UC San Diego UCPath Glossary This quick reference defines key terms related to UCPath.	UC San Diego UCPath Glossary
UCPath Overview & Employee Lifecycle	UCPath Guide for New Users This quick reference contains foundational knowledge, as well as links to job aids for basic UCPath transactions.	UCPath Basics and Navigation
UCPath Overview & Employee Lifecycle	UCPath Inquiry Roles \| Self-Paced Training Self-paced training for users with Inquiry roles that are allowed to view but not edit specific pages within UCPath.
UCPath Overview & Employee Lifecycle	Deadlines & Non-transaction Days (MO/BW) This quick reference diagram shows the deadlines and non-transaction days for monthly and biweekly pay cycles.
UCPath Overview & Employee Lifecycle, Payroll Transactions	UCPath Paygroups Matrix This quick reference matrix summarizes the UCPath Paygroups.	UCPath Paygroups Matrix
UCPath Overview & Employee Lifecycle	UCPath System Navigation This quick reference includes the navigation path for key pages in UCPath.	UCPath Basics and Navigation
UCPath Overview & Employee Lifecycle	UCPath Guide for Fluid Navigation This quick reference provides links to new and updated materials for the new Fluid Interface.
UCPath Overview & Employee Lifecycle	UCPath Page Labels for Lived Name Guide This quick reference shows which Employee Name label (Name or Legal Name) corresponds to specific pages in UCPath. A filterable spreadsheet can be found here.
UCPath Overview & Employee Lifecycle	Earnings Code Configuration Use this job aid in combination with the UCPath Earn Codes List to understand the configuration for UCPath earnings codes. The UCPath Earn Codes List is available in UCPath under Quicklinks > Payroll Configuration Codes > UCPath Earn Codes List.	UCPath Basics and Navigation
Smart HR Template Transactions	Understanding Contingent Workers This Quick Reference document summarizes the process for managing Contingent Workers at UC San Diego.	How to Manage Contingent Workers in UCPath
UCPath Overview & Employee Lifecycle	Employee Lifecycle This quick reference summarizes the employee lifecycle in UCPath.	Employee Lifecycle
UCPath Overview & Employee Lifecycle	Employee Classifications & Job End Dates This quick reference lists the UCPath Employee Classifications and Job End Date requirements for each.	Employee Classification and Job End Dates
UCPath Overview & Employee Lifecycle	Using Effective Dates in UCPath This quick reference summarizes the guidelines for effective dating in each UCPath module.	Using Effective Dates in UCPath
UCPath Overview & Employee Lifecycle	HR Status Vs. Payroll Status This quick reference document explains the difference between employees' HR status and Payroll Status.	HR Status vs. Payroll Status
UCPath Overview & Employee Lifecycle	Troubleshooting Incorrect Pay This quick reference identifies key fields to review in UCPath when troubleshooting incorrect pay.	Troubleshooting Incorrect Pay
UCPath Overview & Employee Lifecycle	How to Run Reports from the Reports Dashboard Use the HR/Payroll Tab on the Reports Dashboard to view report titles and descriptions, as well as launch reports. VPN required.	Critical UCPath Reports in the Business Analytics Hub
UCPath Overview & Employee Lifecycle	Navigating Cognos This quick reference document guides on to access your Home page in Cognos, locate and run your recently viewed and saved reports as well as the Human Resources and Payroll ad-hoc reports.
UCPath Overview & Employee Lifecycle	Critical UCPath Reports This quick reference identifies critical reports to monitor.	Critical UCPath Reports in the Business Analytics Hub
UCPath Overview & Employee Lifecycle	Postdoc Summary This quick reference document summarizes the key data related to postdoc appointments.
UCPath Overview & Employee Lifecycle	How to Use the UCPath Workcenter Use the Workcenter to reduce navigation time in UCPath.
UCPath Overview & Employee Lifecycle	UCPath vs Campus Ecotime Matrix – What To Do Where This Quick Reference Document illustrates which functions can be performed in which system.	UCPath vs. Campus Ecotime Matrix
UCPath Overview & Employee Lifecycle	Resolving SSN/Name Audit Discrepancies in UCPath This QR explains how to resolve name/SSN matches between UCPath and the Social Security Administration. This document also contains some troubleshooting FAQ's.	Resolving SSN/Name Audit Discrepancies in UCPath
UCPath Overview & Employee Lifecycle	Employee Relations Codes This quick reference goes over the codes available under the Employee Relations Code field dropdown in Position Management.	Employee Relations Codes
Absence Management	How to Enter an Accrual Adjustment This job aid describes how to enter an accrual adjustment and identifies the transactions that can be submitted via the Manage Accruals page.	How to Manage Accrual Balances in UCPath
Absence Management	How to Manage Catastrophic Leave This job aid describes the business process and system steps for the various processes involved in managing catastrophic leaves.
Absence Management	How To Enter Covid-19 Earn Codes This job aid describes how to use new Earn Codes to process COVID-19 leave.
Absence Management	How to Request a Leave of Absence This job aid describes how to request a leave of absence, including basic considerations for Sabbatical and Workers’ Compensation.	How to Process a Leave of Absence in UCPath
Absence Management	How to Request Sabbatical Leaves This job aid describes how to request full and partial sabbaticals, as well as sabbaticals for AY Academics.
Absence Management	How to Use Job Override to Limit Jobs Put on Leave Status This job aid describes how to use the job override tab to exclude jobs from a leave.	How to Process a Leave of Absence in UCPath
Absence Management	How to Use Pay for Family Care and Bonding(PFCB) Earn Codes This job aid describes how to use the Pay for Family Care and Bonding.	How to Process a Leave of Absence in UCPath
Absence Management	How to Use Pay for Family Care and Bonding (PFCB) for Unit 18 This job aid describes how to use the Pay for Family Care and Bonding for Union Code IX (Unit 18) employees.	How to Process a Leave of Absence in UCPath
Position Funding	How to Create New Position Funding This job aid describes how to create position funding.	How to Manage Position Funding in UCPath
Position Funding	How to Update Position Funding This job aid describes how to update existing position funding.	How to Manage Position Funding in UCPath
Position Funding	How to Create New Position Funding with the Salary Cap/MCOP Worksheet This job aid describes how to create position funding when the Salary Cap/MCOP Worksheet is required. This job aid includes examples.	How to Manage Position Funding in UCPath
Position Funding	How to Update Position Funding with the Salary Cap/MCOP Worksheet This job aid describes how to update position funding when the Salary Cap/MCOP Worksheet is required. This job aid includes examples.	How to Manage Position Funding in UCPath
Salary Cost Transfer (SCT/DR)	How to Submit a Salary Cost Transfer (Unrestricted Funds) This job aid describes how to process a Salary Cost Transfer (SCT) for Unrestricted Funds.	How to Move Payroll Expenses in UCPath
Salary Cost Transfer (SCT/DR)	How to Submit a Salary Cost Transfer (Restricted Funds) This job aid describes how to process a Salary Cost Transfer (SCT) for Restricted Funds.	How to Move Payroll Expenses in UCPath
Salary Cost Transfer (SCT/DR)	How to Submit a Salary Cost Transfer (Work-Study) This job aid describes how to process a Salary Cost Transfer for Work Study funding for earnings dates within the current Work Study eligibility period.	How to Move Payroll Expenses in UCPath
Salary Cost Transfer (SCT/DR)	How to Submit a Direct Retro This job aid describes how to submit direct retro transactions to transfer salary costs that have already hit the ledger.	How to Move Payroll Expenses in UCPath
Salary Cost Transfer (SCT/DR)	How to Submit a Direct Retro with Work-Study This job aid describes how to submit a direct retro that involves work-study funding.	How to Move Payroll Expenses in UCPath
Salary Cost Transfer (SCT/DR)	How to Submit a Direct Retro with the Salary Cap/MCOP Worksheet This job aid describes how to submit a direct retro when the Salary Cap/MCOP Worksheet is required. This job aid includes an example.	How to Move Payroll Expenses in UCPath
Position Funding	Correcting Discrepancies in UCPath Labor Ledger (DOPES) Caused by UCPath Fund Entry Errors This job aid describes how to correct discrepancies in UCPath Labor Ledger (DOPES) caused by UCPath fund entry errors.
Position Funding	Understanding Default and Catch-All Funding Sources This quick reference describes the differences between the default and catch-all funding sources.	How to Manage Position Funding in UCPath
Position Funding	Funding Entry Calculator Use this Excel spreadsheet to determine what distribution percentages to use for employees with FTE values less than 1.00.	How to Manage Position Funding in UCPath
Position Funding	Fiscal Year-End Funding Rollover This quick reference provides information on the 2022 Fiscal Year End (FYE) processes for UCPath.
UCPath Overview, Position Funding	Chartstring Validation in UCPath Guide This quick reference outlines best practices for chartstring validation in UCPath.
PayPath	How to Process Academic Merits and Promotions This job aid describes how to enter academic merits and promotions in UCPath. Other academic review-related transactions, such as reappointments or changes to off-scale components are also covered by this job aid.
PayPath	How to Initiate a Short Work Break This job aid describes how to put an employee on short work break status.	How to Manage Short Work Break in UCPath
PayPath	Short Work Break for Unit 18 with Multi-Year One-Ninth Commitments This job aid is specific to Unit 18 appointees who have intermittent teaching assignments within a one, two, or three-year commitment.
PayPath	How to Return an Employee from a Short Work Break This job aid describes how to return an employee from short work break status to pay status.	How to Manage Short Work Break in UCPath
Payroll Transactions	How to Submit One-Time and Recurring Additional Pay This job aid describes how to enter one-time and recurring additional pay, including important considerations for avoiding duplication and overpayments.	How to Manage Additional Payments in UCPath
PayPath	How to Update Position Data for a Filled Position in PayPath This job aid describes how to update position data for a filled position.	How to Use PayPath to Make Updates in UCPath
PayPath	How to Update Job Data in PayPath This job aid describes how to update job data.	How to Use PayPath to Make Updates in UCPath
PayPath	How to Update Position Data and Job Data This Job Aid explains the variety of ways updates can be made to Position and Job Data, the modules that can be used, including when forms are necessary and where to find them.	How to Use PayPath to Make Updates in UCPath
Position Management	How to Update a Filled Position from Work-Study to Non-Work Study This Job Aid instructs on how to change a filled position from Work-Study to Non-Work Study.	How to Create and Manage Positions in UCPath
PayPath	How to Manage Appointment End Dates This job aid describes how to manage the Appointment End Date field and the End Job Automatically Check Box in PayPath.	How to Manage Appointment End Dates in UCPath
PayPath	How to Manage ERIT in PayPath This job aid describes how to initiate Employee Reduction in Time (ERIT) and how to return an employee from ERIT.	How to Manage ERIT Transactions in UCPath
PayPath	How to Process a Faculty Relocation Allowance (FRAP) This job aid describes how to process a Faculty Relocation Allowance in PayPath.
Payroll Transactions, Smart HR Template Transactions	How to Manage Multi-Location Appointments This job aid describes the system processes for inter-location one-time payment (e.g., Honorarium), temporary inter-location appointments, and multi-location appointments.
PayPath, Smart HR Template Transactions	How to Hire a Faculty Administrator This job aid describes how to hire a Faculty Administrator and use PayPath to manage the existing job.
PayPath, Smart HR Template Transactions	How to Process Summer Salary for Professors, Professors of Teaching, and Recalls This job aid describes how to process Summer Salary for Professors, LSOEs, and Recalls.
PayPath, Smart HR Template Transactions	How to Process Payments for Graduate Students in Summer Session This job aid describes how to process payments for graduate students in the Summer Session.
PayPath	How to Process Faculty Administrator 1/12 Payments This job aid explains how to process 1/12 Summer Research or Teaching Payments for full-time Deans and Faculty Administrators as allowed by APM-240 and APM-246, respectively.
PayPath, Payroll Transactions	How to Generate Retro Pay This job aid describes how to generate retro pay and the difference between retro pay and missed pay.	How to Initiate Retroactive Payments in UCPath
PayPath	Job Data - Effective Sequence and Impacts This job aid explains best practices and includes examples of job data sequencing and its impacts.	UCPath Basics and Navigation
UCPath Overview & Employee Lifecycle	HR Primary Job Derivation Logic Workflow This job aid explains the primary job override process	UCPath Basics and Navigation
PayPath, Payroll Transactions	Retro Pay Matrix (File will download to your computer) This quick reference summarizes the process for generating retroactive pay across common scenarios.	How to Initiate Retroactive Payments in UCPath
PayPath, Smart HR Template Transactions	Negotiated Salary Program (NSP) This quick reference describes how to set up and manage NSP (formerly known as the General Campus Compensation Plan – GCCP) pay.
PayPath, Smart HR Template Transactions	Health Sciences Compensation Plan This quick reference describes how to set up and manage HSCP pay.
PayPath, Smart HR Template Transactions	Resolving FLSA Conflicts This quick reference summarizes the process for resolving FLSA conflicts for employees with concurrent jobs.	How to Update Fair Labor Standards Act (FLSA) Status and Override Pay Groups in UCPath
PayPath	Making Position Data Changes in PayPath This quick reference summarizes how to prevent position data errors when making updates in PayPath.	How to Create and Manage Positions in UCPath
PayPath	PayPath Action and Reason Codes (Academic) This quick reference lists the action reason code descriptions for academic personnel.
PayPath	PayPath Action and Reason Codes (Staff) This quick reference lists the action reason code descriptions for staff.
Payroll Transactions	How to Request Off-Cycle Pay for Exempt Employees This job aid describes how to request off-cycle pay for exempt employees who receive salary and/or additional pay.	How to Initiate Retroactive Payments in UCPath
Payroll Transactions	How to Request Off-Cycle Pay for Non-Exempt Employees This job aid describes how to request off-cycle pay for non-exempt employees who receive hourly and/or additional pay.	How to Initiate Retroactive Payments in UCPath
Payroll Transactions	How to Request Final Pay for Exempt Employees This job aid describes how and when to request final pay for exempt employees.	How to Process Separations and Final Pay in UCPath
Payroll Transactions	How to Request Final Pay for Non-Exempt Employees This job aid describes how and when to request final pay for non-exempt employees.	How to Process Separations and Final Pay in UCPath
Payroll Transactions	How to Request Severance and Settlement Pay This job aid describes how to request Severance and Settlement pay.	How to Request Severance and Settlement Pay
Payroll Transactions	How to Process an Overpayment Payroll Request This job aid describes how to process an Overpayment Payroll Request.	How to Enter Overpayments in UCPath
Payroll Transactions, Position Funding	Payroll Reconciliation Toolkit This Toolkit is a step-by-step guide to assist you in identifying and correcting discrepancies between the UCPath Labor Ledger (DOPES) and the OFC GL/PPM.
Payroll Transactions	How to Manually Enter Overtime Hours This Job Aid explains how to enter overtime hours that were not transmitted through time and attendance.	How to Manually Enter Overtime Hours in UCPath
Payroll Transactions	Payroll Processing Schedule Information This quick reference document summarizes the key data related to understanding the payroll calendar.	UCPath Basics and Navigation
Payroll Transactions	Guidelines for Off-Cycle Processing This quick reference summarizes the guidelines for what should be processed as off-cycle pay, processing time, and processing options.	How to Initiate Retroactive Payments in UCPath
Payroll Transactions	Processing Final Pay for 7/1 Retirees This quick reference summarizes instructions and deadlines for final pay processing for 7/1/2022 retirees.	How to Process Separations and Final Pay in UCPath
Payroll Transactions	Completing the I-618 This quick reference guide summarizes how to complete the I-618 to process flat dollar payments for multiple employees.	How to Manage Additional Payments in UCPath
Payroll Transactions	One Time Payments This quick reference guide summarizes when and how to use One-Time Payments in the Self-Service Transactions Links.	How to Manage Additional Payments in UCPath
Position Management	How to Create a Position This job aid describes how to create a position.	How to Create and Manage Positions in UCPath
Position Management	How to Update a Vacant Position This job aid describes how to update an existing vacant position.	How to Create and Manage Positions in UCPath
Position Management	How to Copy an Existing Position This job aid describes how to create a new position by copying an existing position.	How to Create and Manage Positions in UCPath
Position Management	How to Change Position Status on Vacant Positions This job aid describes how to update the status of a vacant position.	How to Create and Manage Positions in UCPath
Position Management	How to Create a New Postdoc Position This Job Aid provides step-by-step details on creating a new Postdoc Position.	How to Create and Manage Positions in UCPath
Position Management, Smart HR Template Transactions	How to use the I-9 Tracker Options in UCPath This job aid describes the Automated and Manual Methods for integrating Tracker and UCPath.	Tracker I-9 Options in UCPath
Position Management	How to Update "Reports To" for Filled Positions This job aid describes how to update the Reports To Field for Filled Positions.	How to Update Supervisor ("Reports To" Field) in UCPath
Position Management	Required Fields in Position Management This quick reference identifies which fields are not used on the Add Update Position Info page when creating positions.	How to Create and Manage Positions in UCPath
Smart HR Template Transactions	How to Initiate a Full Hire Template Transaction This job aid describes how to complete the full hire template.	How to Process Hire, Rehire, and Concurrent Hires in UCPath
Smart HR Template Transactions	How to Initiate a Rehire Template Transaction This job aid describes how to complete the rehire template.	How to Process Hire, Rehire, and Concurrent Hires in UCPath
Smart HR Template Transactions	How to Initiate a Concurrent Hire Template Transaction This job aid describes how to complete the concurrent hire template.	How to Process Hire, Rehire, and Concurrent Hires in UCPath
Smart HR Template Transactions	How to Initiate a Rehire Reinstatement Template Transaction This job aid describes how to complete the rehire reinstatement template to reinstate an employee who was auto-terminated in error.	How to Reinstate an Employee Terminated in Error
Smart HR Template Transactions	How to Initiate a Retirement Template Transaction This job aid describes how to complete the retirement template transaction.	How to Process Retirements and Final Pay in UCPath
Smart HR Template Transactions	How to Process an Academic Retirement and Change to Emeritus Status This job aid describes how to process an Academic retirement and change to Emeritus status.
Smart HR Template Transactions	How to Initiate a Termination Template Transaction This job aid describes how to complete the voluntary and involuntary termination template transactions.	How to Process Retirements and Final Pay in UCPath
Smart HR Template Transactions	How to Process Terminations for Jobs With End Dates This job aid describes how to process terminations on jobs with end dates for both staff and academics.	How to Process Retirements and Final Pay in UCPath
Smart HR Template Transactions	How to Use the Transaction Status Page for Template Transactions This job aid summarizes the functionality of the Transaction Status page as well as the system step for accessing and using the page.	How to Process Hire, Rehire, and Concurrent Hires in UCPath
Position Management, Smart HR Template Transactions	How to Create and Manage Work-Study Jobs This job aid describes how to create work-study positions, hire work-study students, and update existing jobs from non-work study to work-study.	How to Create and Manage Positions in UCPath
Smart HR Template Transactions	How to Hire a Professor of Practice This job aid describes how to hire a Professor of Practice.
Smart HR Template Transactions	How to Initiate an Intra-Location Transfer This job aid describes when and how to use the UC Transfer template.	How to Process Transfers in UCPath
Smart HR Template Transactions	How to Initiate An Inter-Location Transfer or Intra-Location Transfer Creating a Different EMPL Record This job aid describes when and how to use the Inter-Location Transfer process.	How to Process Transfers in UCPath
PayPath, Smart HR Template Transactions	How to Hire a Unit 18 Lecturer with a Concurrent Staff or Academic Job This job aid describes how to hire a Unit 18 Lecturer and use Paypath to manage the concurrent Staff or Academic job.
PayPath, Smart HR Template Transactions	How to Process Payments for Lecturers in Summer Session This job aid describes how to process payments for Lecturers in the Summer Session.
Smart HR Template Transactions	Smart HR Templates Matrix This quick reference summarizes the use cases for each of the Smart HR Templates.	How to Process Hire, Rehire, and Concurrent Hires in UCPath
Smart HR Template Transactions	Transfer Matrix Learn which templates fit different hiring/transfer situations and which one you should use.	How to Process Transfers in UCPath
Smart HR Template Transactions	Templates Action and Reason Codes This quick reference lists the action reason code descriptions for templates.