Job Aids and Quick References

This KBA goes over how to enter an accrual adjustment and identifies the transactions that can be submitted via the Manage Accruals page.

This KBA goes over how to submit and manage employee leave of absence requests in UCPath using the Request Extended Absence and Administer Extended Absence pages. It explains the approval workflow process, when separate absence requests are required due to changes in leave type, and clarifies that Short Work Breaks (SWB) are not considered a leave of absence.

This job aid describes how to request full and partial sabbaticals, as well as sabbaticals for AY Academics.

This KBA goes over how to manage the Appointment End Date field and the End Job Automatically Check Box in PayPath.

This KBA goes over how to initiate Employee Reduction in Time (ERIT) and how to return an employee from ERIT.

This KBA goes over how to use PayPath to place an employee on a Short Work Break (SWB), extend an existing SWB, or return an employee from SWB. It explains how SWBs temporarily stop an employee’s pay while allowing them to remain in Active status.

This job aid describes the system processes for Academic Additional Pay: FRAP, OTP/MLA and Overload Teaching

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.

This KBA goes over when to use PayPath, Position Management, and UCPath update forms to make Position Data and Job Data changes for filled positions. It also explains the appropriate process for supervisor changes, corrections to historical records, terminated employees, and pre- or post-conversion job updates.

This quick reference lists the action reason code descriptions for academic personnel.

This quick reference lists the action reason code descriptions for staff.

This KBA provides you with foundational knowledge, and links to select resources to acquaint you with UCPath and assist you in performing basic transactions.

This KBA goes over how to use Position Management in UCPath to create, copy, update, freeze, or inactivate positions. It also explains when Position Management should be used instead of PayPath, particularly for supervisor (“Reports To”) changes and position data fields that are not available in PayPath.

This resource describes how to process Academic Salary Programs, including funding entry procedures, troubleshooting common funding issues, earnings code usage, and unpaid cap gap processing. It also explains how to process faculty course buy-outs funded by external grants or contracts and how to handle salary cap limitations associated with sponsored funding sources.

This job aid describes how to hire a Faculty Administrator and use PayPath to manage the existing job.

This KBA goes over how to process payments for graduate students in the Summer Session.

This job aid describes the policies and procedures for paying summer salary to eligible academic appointees for teaching, research, or service performed during the summer period. It explains eligibility requirements, applicable Academic Personnel Manual (APM) and Memorandum of Understanding (MOU) provisions, and how local business processes determine whether compensation is processed through job pay or additional pay.

This job aid describes how to use PayPath to place eligible Unit 18 appointees who teach intermittently on a Short Work Break (SWB) and how to return them from SWB when appropriate. It explains how the SWB action temporarily stops pay by changing the employee’s payroll status to Short Work Break while maintaining an Active HR status.

This quick reference summarizes the process for resolving FLSA conflicts for employees with concurrent jobs.

This KBA goes over how to process an Overpayment Payroll Request.

This KBA goes over the difference between Retro Pay and Missed Pay in UCPath and explains how each type of payment is processed. It outlines when retroactive earnings are automatically generated through the Retro Pay Module, when missed pay may be issued through an off-cycle payroll request, and when it can be processed on-cycle through time entry.

This KBA goes over how to process Additional Compensation in UCPath, including both recurring additional pay and one-time payments that are paid above an employee’s regular base compensation. It explains the different types of additional compensation, how they are paid through the payroll cycle, and provides examples of common additional compensation payments.

This KBA explains how to enter overtime hours that were not transmitted through time and attendance.

This KBA goes over how to use Smart HR Templates to terminate employees in UCPath and outlines when separate termination templates are required for employees with multiple jobs. It also explains the circumstances under which a Final Pay Request is or is not required and when an employee’s final payment can be issued through their last regular on-cycle paycheck.

This KBA goes over how to request Severance and Settlement pay.

This toolkit is a compilation of 6 separate KBAs to help you identify and correct discrepancies between the UCPath Labor Ledger (DOPE) and the OFC General Ledger and OFC GL/PPM.

This job aid describes the system processes for Academic Additional Pay: FRAP, OTP/MLA and Overload Teaching

This KBA provides information and FAQs on the 2026 Fiscal Year End (FYE) processes for UCPath.

This KBA goes over how to use the Funding Entry page to create and update position funding in UCPath to ensure payroll expenses are charged to the correct funding sources. It explains funding setup requirements, department change considerations, common funding errors, and when Salary Cost Transfers are needed to correct payroll charges that default to departmental funding.

This KBA goes over how to update the Reports To Field for Filled Positions.

This job aid describes the Automated and Manual Methods for integrating Tracker and UCPath.

This KBA goes over how to use the Salary Cost Transfer (SCT) process in UCPath to move payroll expenses between funding sources. It explains the requirements and rules for transferring unrestricted, restricted, and work-study funds, outlines eligibility criteria for SCT transactions, and provides guidance for handling payroll costs that are not eligible for SCT processing.

This Quick Reference document summarizes the process for managing Contingent Workers at UC San Diego.

This job aid describes how to hire a Professor of Practice.

This KBA goes over how to use Smart HR Templates to hire, rehire, and concurrently hire employees in UCPath. It explains when to use the Full Hire, Rehire, and Concurrent Hire templates based on an employee’s previous UC employment history, existing employee records, and current employment status.

This job aid describes how to process an Academic retirement and change to Emeritus status.

This KBA goes over how to use Smart HR Templates to process employee retirements in UCPath and clarifies that retirement eligibility and processing with RASC must be handled separately. It also explains when a Final Pay Request is required and when an employee’s final payment can be issued through their last regular on-cycle paycheck.

This KBA goes over how to use Smart HR Templates to transfer employees between jobs in UCPath, including processes that use either an existing employee record or create a new one. It explains when to use one-template, two-template, or break-in-service transfer processes based on the employee’s department, UC location, and employment type.

This KBA goes over how to complete the rehire reinstatement template to reinstate an employee who was auto-terminated in error.

This quick reference lists the action reason code descriptions for templates.

This document identifies reports each department should monitor as well as reports that can assist in troubleshooting pay issues.

This quick reference provides a list of the Employee Classifications in UCPath as well as the system requirements for Job End Dates.

This quick reference summarizes the employee lifecycle in UCPath.

This knowledge-based article provides guidance on understanding and updating Employee Relations Codes (ERCs) in UCPath.

This quick reference document summarizes the key data related to postdoc appointments.

This quick reference document explains the difference between employees' HR status and Payroll Status.

This QR explains how to resolve name/SSN matches between UCPath and the Social Security Administration. This document also contains some troubleshooting FAQ's.

This quick reference identifies key fields to review in UCPath when troubleshooting incorrect pay.

This quick reference defines key terms related to UCPath.

This Quick Reference Document illustrates which functions can be performed in which system.

This quick reference summarizes the guidelines for effective dating in each UCPath module.

This quick reference matrix summarizes the UCPath Paygroups.

This quick reference outlines best practices for chartstring validation in UCPath.