Public HR Knowledge Base - How to Process Payments for Graduate Students in Summer Sessions

OVERVIEW

This job aid describes how to initiate payments to Graduate Student employees who work in Summer Session in the following titles:

Use these steps when processing graduate academic employment for Summer Session appointments.

UCPath Transactors

Departments are responsible for:

Looking the employee up on the Person Organizational Summary page to check for other active jobs at UC San Diego or other campuses
Submitting transactions in time for approval before the Employee Data Change deadline on the Payroll Processing Calendar
Important Note: Additional Pay must be entered and approved by the Employee Data Change deadline; Additional Pay may be entered in advance of the intended pay period.
The Graduate Student Financial Support Unit (FSU)in the Division of Graduate Education & Postdoctoral Affairs (GEPA) offers an option to submit payments for summer session through a mass upload; Position and Funding must be entered and approved in UCPath prior to submitting the Additional Pay Mass Upload request to the Graduate Student FSU
For instructions and deadlines visit the Graduate Student FSU's Collab page, UCPath for Graduate Student Employment.

Enter appointments in the IA System.
Coordinate with Graduate Employment, Summer Session, and other departments to ensure percentage of appointment limits are not exceeded.

Enter appointments as early as possible, allowing for time to make corrections as needed.

Instructions for specific Scenarios:

Existing Job is Active

Use this method if there is an existing job in the appropriate title and in the relevant department that is on Short Work Break.

Existing Job is on Short Work Break

Use this method if there is an existing job in the appropriate title and in the relevant department that is on Short Work Break.

No Existing Job

Use this method if there not an existing job in the appropriate title and relevant department

Associate Instructors and Teaching Assistants: Follow the steps below.

Readers and Tutors: Readers and Tutors will submit hours in Ecotime.

Before starting a transaction, make sure you have a complete understanding of the nuances of each transaction by reviewing the applicable articles:

The UCPath Payroll Processing Calendar deadline for Template transactions is the Employee Data Change deadline. The transaction must be approved by this deadline to be processed with the current pay cycle.
The UCPath Payroll Processing Calendar deadline for PayPath transactions is the Stop Processing PayPath & Position Mngt(5:00 PM) deadline. The transaction must be approved by this deadline to be processed with the current pay cycle.
UCPC processing for template transactions is 1-5 business days.
You must wait until the day after the Hire template has been approved by the UCPC before entering the additional pay. An overnight process runs after approval to assign the appropriate Pay Group that determines the Earn Codes an appointee may be paid on.
Additional Pay must be entered and approved by the Employee Data Change deadline.

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.