Public HR Knowledge Base - How to Manage Appointment End Dates in UCPath

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:
- PayPath Action and Reason Codes (Staff)
- PayPath Action and Reason Codes (Academic)
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

Initiate Multi-Row Job Data Change PayPath Transaction (Staff/Acad) - Use this task to initiate a multi-row job data change PayPath transaction. The steps in this procedure can be used for academic and staff employees.
Academic Job End Date Management Guidance and Best Practice - open Academic Job End Date Management Guidance and Best Practices in a new web browser window/tab.
Rehire Template Transaction for Staff - Use this task to initiate a rehire template transaction for a staff employee.
Rehire Template Statement for Academic Employee - Use this task to initiate a rehire template transaction for an academic employee.

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

For Campus employees: If you still have questions or need additional assistance, please submit a request via the General Inquiry Form in the Employee Center.