OVERVIEW
This document describes how to add or extend an Appointment End Date on an employee record, as well as how to manage the End Job Automatically Check Box for academic employees.
When to use
| Staff | Academic |
- Appointment End Date: Indicates when a job will auto-terminate and pay will stop
When initiating a hire template transaction:
- An Expected Job End Date is required for the following staff employee classes:
- 1 = Staff: Contract
- 5 = Student: Casual/Restricted
- 8 = Staff: Floater
- 15 = Staff: Rehired Retiree
- An Expected Job End Date is recommended, but not required for:
- 4 = Staff: Limited
- 6 = Staff: Per Diem
- Do not enter an Expected Job End Date on Staff: Career jobs
|
- Appointment End Date: Accruals stop on this date, but the job does not auto-terminate and pay will not stop
- End Date + End Job Automatically Check Box: Indicates when a job will auto-terminate and pay will stop
- Post Doc Anniversary Date – Accruals stop on this date
When initiating a hire template transaction:
- An Expected Job End Date is required for the following academic employee classes:
- 3 = Academic: Recall
- 11 = Academic: Academic Student
- 23 = Academic: Post Docs
- An Expected Job End Date is recommended, but not required for:
- 22 = Academic: Dean and Faculty Admin
|
Intended Audience
UCPath transactors
BEFORE YOU BEGIN
Tasks to Complete Before Starting
- Review the Action Reason Code Job Aids to identify the appropriate Reason Code for this update:
- Monitor the Jobs with Approaching End Dates Report
- Update or extend the Expected Job End Date to ensure an unintended termination does not occur
- Add an Expected Job End Date to a Limited or Per Diem staff job, if auto-termination is desired
- For academic jobs, ensure there is an Expected Job End Date and check the End Job Automatically Check Box if auto-termination is desired
- PayPath transactions to extend an Expected Job End Date must be approved in on or before the Expected Job End Date in order to avoid/trigger auto-termination. If the End Job Automatically Check Box is checked, the job will be automatically terminated the day after the Expected Job End Date.
- The Effective Date to extend the Expected Job End Date must be a date on or before the Expected Job End Date
For example, to extend an Expected Job End Date of 6/30/2026:
- On or before 6/30/2026, submit a PayPath transaction to extend the Expected Job End Date
- The Effective Date of the PayPath transaction must be 6/30/2026, or earlier
- This transaction must be approved on or before 6/30/2026 to avoid an auto-termination
For Best Results
If an employee record does not currently have a job end date and you retroactively add one for a date that is in the past, the auto-term process will NOT pick up that update. Instead, you should use a termination template transaction to terminate the employee. Example: Today is September 2nd. You have a staff employee that should have had an appointment end date of 8/31. If you go in today and add an 8/31 end date to the employee record, the employee with NOT auto-term. Instead, you should submit a termination template transaction effective 9/1 to terminate the employee.
STEPS TO TAKE IN UCPATH
WHAT TO DO AFTER
- A pending PayPath transaction on an employee record must be approved/denied before another effective-dated transaction can be entered on that record
- After local approval of the transaction, the update is committed to UCPath
- Records that are automatically terminated in error will require submission of a Rehire/Reinstatement transaction:
- A rehire/reinstatement transaction does NOT automatically reinstate benefits
- It may take up to five business days to reinstate benefits
- Please follow the escalations process for urgent issues that affect employee benefits
IF YOU NEED ASSISTANCE