Overview

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To submit a Department Configuration Request, you must complete and submit a Department Table Configuration BRD Form. The forms and fields you need to complete depend on the type of request you are making for your department.

 

Critical Concepts

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Download and complete the required documents above. Submit a ticket with the documents attached through the Employee Center (Category: Payroll, Specifically: General Payroll Inquiry).

Central Core Payroll (CCP) with work with Human Resources - Employee Relations & Labor Relations (HR-ER/LR) to process your request.

Important Note:

You will need to DOWNLOAD the forms to your computer to view & make edits to the spreadsheet.

To download the file:

1.  Click on the link to the form below
2.  Select File
3.  Select Save As
4.  Select Download a Copy
   1.  

 

For New Departments

To request a Department Configuration Request for a new department, you will need to download and complete the following documents:

1. Department Table Configuration BRD Form
   
   1.  Complete all three tabs:
      
      1.  Department Table Tab
      2. Security Tree Tab
      3. HR Worksite Tab
2. Default FAU (Financial Accounting Unit) Form
   1.  View KB0034027 How to Configure Department Default FAU's for detailed instructions on completing this form.
       

Helpful Links:

1. KB0032301 How to Determine a Chart String (CoA Reference Guide)
2. KB0032079 How to Find a Default Project for your Financial Unit (FinUnit)
3. KB0034027 How to Configure Department Default FAU's
4. How to Request a Department Configuration Change Process Map

 

Department Table Configuration BRD Form Fields

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Department Table Tab

Fields in green are default fields.

Field Name	Definition	Field Options
Type of Request	What type of request are you making?	Add – New department that needs to be setup in UCPath Update – Update an existing department in UCPath  Inactivate – Inactivate existing department in UCPath
SETID	What is the Business Unit that your department will fall under?	SDCMP – Campus SDMED – Medical Center
Department ID	What is the Department ID of your department? (10 character limit)	If you are requesting a new department, you do not need to complete this field. CCP will include the Department ID in the BRD form.
Effective Date	What is the start date of the current fiscal year of this request?	Ex: 7/1/22
Status	What is the status of this request?	A – Active  I - Inactive
Description	What is the title of your new department? (30 character limit)	Ex: Business and Financial Services
Short Description	What is the shortened title of your department? (10 character limit)	Ex: BFS
Company	What is the company that the department will reside in?	UCS
Location SETID	What is the location of the Business Unit?	Select what you input for the SETID tab.
Location	What is the VC Area that the department will reside in?	VCSA – VC Student Affairs    VCRMP – VC Resource Management & Planning    VCRES – VC Research    VCMS – VC Marine Sciences    VCHSS – VC Health Sciences-Schools    VCHSH – VC Health Sciences-Health    VCEDI – VC Equity, Diversity, and Inclusion    VCCFO – VC Chief Financial Officer    VCADV – VC Advancement    VCAA – VC Academic Affairs    CHANC – Chancellor
Tax Location Code	What state will the department operate in?	CA-0M00000
Use Comm Acctg/Budgeting	Will your department use a budget?	Y – Yes  N – No
Use Encumbrance Processing	Will your department use encumbrances?	Y – Yes  N – No
Use Actuals Distribution	Will your department use distributions?	Y – Yes  N – No
Department Type	What is the department type that describes your new department?	A – Clinical  B – Basic Sciences  C – Both  D – None
Department Level	What is the department level that best describes your new department?	1 – Organization  2 – Division  3 – Subdivision  4 – Department Level 4  5 – Department Level 5  6 – Department Level 6  7 – Department Level 7
Work Study Eligible?	Is this department work study eligible?	Y – Yes  N – No

 

Security Tree Tab

Field Name	Definition	Field Options
Type of Request	What type of request are you making? Are you adding something new or updating an existing configuration?	Add – New department that needs to be setup in UCPath Update – Update an existing department in UCPath  Inactivate – Inactivate existing department in UCPath
SETID	What is the Business Unit that your department will fall under?	SDCMP – Campus SDMED – Medical Center
Effective Date	What is the start date of the current fiscal year of this request?	This should be the same effective date listed on the Department Table tab
Division Name	What is the name of your division?	Complete this field if it is applicable to your request
Division Dept ID	What is your division department ID?	Complete this field if it is applicable to your request
Subdivision Name	What is the subdivision name?	Complete this field if it is applicable to your request
Subdivision Dept ID	What is the subdivision department ID?	Complete this field if it is applicable to your request
Department Name	What is the name of the department you are making the request for?	Complete this field if it is applicable to your request
Department ID	What is the department ID?	Complete this field if it is applicable to your request
Department Name	Additional columns for multiple requests	Complete this field if it is applicable to your request
Department ID	Additional columns for multiple requests	Complete this field if it is applicable to your request

 

HR Worksites Tab

Fields in green are default fields.

Field Name	Definition	Field Options
Type of Request	What type of request are you making?	Add – New department that needs to be setup in UCPath Update – Update an existing department in UCPath  Inactivate – Inactivate existing department in UCPath
SETID	What is the Business Unit that your department will fall under?	SDCMP – Campus SDMED – Medical Center
HR Worksite ID		Leave blank, CCP to complete
Description	What is the title of your new department?	Ex: Business and Financial Services
Send Email	Will hires be treated as inband or out of band for the I-9 Tracker System?	Y – Yes  N – No
E-Verify	Will this change require E-Verify validation?	N – No
Rehire New I-9	Will hires be treated as inband or out of band for the I-9 Tracker System?	Y – Yes  N – No

 

Default FAU Form Fields

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