Job Aids and Quick References

Survival Kit: Provides a curated list for first-time users, newbies and those needing a quick review
Job Aids: Provide succinct step-by-step instructions for key transactions with appropriate business process context
Quick References: Provide summarized information on concepts and data that span multiple UCPath transactions and modules

Pro Tip: To search for a specific Job Aid, Click + Expand All below, type Ctrl+F and enter keyword.

Global References

Quick References
UC San Diego UCPath Glossary This quick reference defines key terms related to UCPath.
UCPath Guide for New Users This quick reference contains foundational knowledge, as well as links to job aids for basic UCPath transactions.
UCPath Inquiry Roles \| Self-Paced Training Self-paced training for users with Inquiry roles that are allowed to view but not to edit specific pages within UCPath.
Deadlines & Non-transaction Days (MO/BW) This quick reference diagram shows the deadlines and non-transaction days for monthly and biweekly pay cycles.
UCPath Paygroups Matrix This quick reference matrix summarizes the UCPath Paygroups.
UCPath System Navigation This quick reference includes the navigation path for key pages in UCPath.
UCPath Guide for Fluid Navigation This quick reference provides links to new and updated materials for the new Fluid Interface.
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.
Understanding Contingent Workers This Quick Reference document summaries the process for managing Contingent Workers at UC San Diego.
Employee Lifecycle This quick reference summarizes the employee lifecycle in UCPath.
Employee Classifications & Job End Dates This quick reference lists the UCPath Employee Classifications and Job End Date requirements for each.
Using Effective Dates in UCPath This quick reference summarizes the guidelines for effective dating in each UCPath module.
HR Status Vs. Payroll Status This quick reference document explains the difference between employees' HR status and Payroll Status.
Troubleshooting Incorrect Pay This quick reference identifies key fields to review in UCPath when troubleshooting incorrect pay.
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.
Navigating Cognos This quick reference document provides guidance 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.
Critical UCPath Reports This quick reference identifies critical reports to monitor.
Postdoc Summary This quick reference document summarizes the key data related to postdoc appointments.
How to Use the UCPath Workcenter Use the Workcenter to reduce navigation time in UCPath.
UCPath vs Campus Ecotime Matrix – What To Do Where This Quick Reference Document illustrates which functions can be performed in which system.
Resolving SSN/Name Audit Discrepancies in UCPath This QR explains how to resolve with name/SSN matches between UCPath and the Social Security Administration. This documents also contains some troubleshooting FAQ's.

Accruals Management

Job Aids
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 Catastrophic Leave This job aid describes the business process and system steps for the various processes involved in managing catastrophic leaves.
How To Enter Covid-19 Earn Codes This job aid describes how to use new Earn Codes to process Covid-19 leave.

Extended Leave of Absence

Job Aids
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 Request Sabbatical Leaves This job aid describes how to request full and partial sabbaticals, as well as sabbaticals for AY Academics.
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 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 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.

Funding

Job Aids
How to Create New Position Funding This job aid describes how to create position funding.
How to Update Position Funding This job aid describes how to update existing 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 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 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 Submit a Direct Retro for Work-Study This job aid describes how to submit a direct retro that involves work-study funding.
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.
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.
Correcting Discrepancies Between OFC General Ledger (GL) and UCPath Labor Ledger (DOPES) This job aid describes how to correct discrepancies between OFC General Ledger (GL) and UCPath Labor Ledger (DOPES).
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.

Quick References
Understanding Default and Catch-All Funding Sources This quick reference describes the differences between the default and catch-all funding sources.
Funding Entry Calculator Use this Excel spreadsheet to determine what distribution percentages to use for employees with FTE values less than 1.00.
Fiscal Year-End Funding Rollover This quick reference provides information on the 2022 Fiscal Year End (FYE) processes for UCPath.

PayPath Transactions

Job Aids
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 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.
How to Initiate a Short Work Break This job aid describes how to put an employee on short work break status.
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.
How to Return an Employee from Short Work Break This job aid describes how to return an employee from short work break status to pay status.
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 Update Position Data for a Filled Position in PayPath This job aid describes how to update position data for a filled position.
How to Update Job Data in PayPath This job aid describes how to update job data.
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 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 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 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 Process a Faculty Relocation Allowance (FRAP) This job aid describes how to process a Faculty Relocation Allowance in PayPath.
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.
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.
How to Hire a Faculty Administrator This job aid describes how to hire a Faculty Administrator and use PayPath to manage the existing job.
How to Process Summer Salary for Professors, LSOEs, and Recalls This job aid describes how to process Summer Salary for Professors, LSOEs, and Recalls.
How to Process Payments for Lecturers in Summer Session This job aid describes how to process payments for Lecturers in Summer Session.
How to Process Payments for Graduate Students in Summer Session This job aid describes how to process payments for graduate students in Summer Session.
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.
How to Generate Retro Pay This job aid describes how to generate retro pay and the difference between retro pay and missed pay.
Job Data - Effective Sequence and Impacts This job aid explains best practices and includes examples of job data sequencing and its impacts.
HR Primary Job Derivation Logic Workflow This job aid explains the primary job override process

Quick References
Retro Pay Matrix (File will download to your computer) This quick reference summarizes the process for generating retroactive pay across common scenarios.
General Campus Compensation Plan This quick reference describes how to set up and manage GCCP pay.
Health Sciences Compensation Plan This quick reference describes how to set up and manage HSCP pay.
Resolving FLSA Conflicts This quick reference summarizes the process for resolving FLSA conflicts for employees with concurrent jobs.
Making Position Data Changes in PayPath This quick reference summarizes how to prevent position data errors when making updates in PayPath.
PayPath Action and Reason Codes (Academic) This quick reference lists the action reason code descriptions for academic personnel.
PayPath Action and Reason Codes (Staff) This quick reference lists the action reason code descriptions for staff.

Payroll Requests

Job Aids
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 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 Request Final Pay for Exempt Employees This job aid describes how and when to request final pay for exempt employees.
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 Request Severance and Settlement Pay This job aid describes how to request Severance and Settlement pay.
How to Process an Overpayment Payroll Request This job aid describes how to process an Overpayment Payroll Request.
How to Generate Retro Pay This job aid describes how to generate retro pay and the difference between retro pay and missed pay.
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.
How to Manually Enter Overtime Hours This Job Aid explains how to enter overtime hours that were not transmitted through time and attendance.

Quick References
Retro Pay Matrix (File will download to your computer) This quick reference summarizes the process for generating retroactive pay across common scenarios.
Payroll Processing Schedule Information This quick reference document summarizes the key data related to understanding the payroll calendar.
UCPath Paygroups Matrix This quick reference matrix summarizes the UCPath Paygroups.
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.
Processing Final Pay for 7/1 Retirees This quick reference summarizes instructions and deadlines for final pay processing for 7/1/2022 retirees.
Completing the I-618 This Quick Reference Guide summarizes how to complete the I-618 to process flat dollar payments for multiple employees.

Position Management

Job Aids
How to Create a Position This job aid describes how to create a position.
How to Update a Vacant Position This job aid describes how to update an existing vacant position.
How to Copy an Existing Position This job aid describes how to create a new position by copying an existing position.
How to Change Position Status on Vacant Positions This job aid describes how to update the status on a vacant position.
How to Create a New Postdoc Position This Job Aid provides step-by-step details on creating a new Postdoc Position.
How to use the I-9 Tracker Options in UCPath This job aid describes the Automated and Manual Methods for integrating Tracker and UCPath.
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 Update "Reports To " for Filled Positions This job aid describes how to update the Reports To Field for Filled Positions.

Quick References
Required Fields in Position Management This quick reference identifies which fields are not used on the Add Update Position Info page when creating positions.

Template Transactions

Job Aids
How to Initiate a Full Hire Template Transaction This job aid describes how to complete the full hire template.
How to Initiate a Rehire Template Transaction This job aid describes how to complete the rehire template.
How to Initiate a Concurrent Hire Template Transaction This job aid describes how to complete the concurrent hire template.
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 Initiate a Retirement Template Transaction This job aid describes how to complete the retirement template transaction.
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.
How to Initiate a Termination Template Transaction This job aid describes how to complete the voluntary and involuntary termination 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 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 use the I-9 Tracker Options in UCPath This job aid describes the Automated and Manual Methods for integrating Tracker and UCPath.
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 Hire a Professor of Practice This job aid describes how to hire a Professor of Practice.
How to Initiate an Intra-Location Transfer This job aid describes when and how to use the UC Transfer template.
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 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.
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.
How to Hire a Faculty Administrator This job aid describes how to hire a Faculty Administrator and use PayPath to manage the existing job.
How to Process Summer Salary for Professors, LSOEs, and Recalls This job aid describes how to process Summer Salary for Professors, LSOEs, and Recalls.
How to Process Payments for Lecturers in Summer Session This job aid describes how to process payments for Lecturers in Summer Session.
How to Process Payments for Graduate Students in Summer Session This job aid describes how to process payments for graduate students in Summer Session.

Quick References
Smart HR Templates Matrix This quick reference summarizes the use cases for each of the Smart HR Templates.
Transfer Matrix Learn about which templates fit different hiring/transfer situations and which one you should use
General Campus Compensation Plan This quick reference describes how to set up and manage GCCP pay.
Health Sciences Compensation Plan This quick reference describes how to set up and manage HSCP pay.
Resolving FLSA Conflicts This quick reference summarizes the process for resolving FLSA conflicts for employees with concurrent jobs.
Understanding Contingent Workers This quick reference document summaries the process for managing Contingent Workers at UC San Diego.
Templates Action and Reason Codes This quick reference lists the action reason code descriptions for templates.

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