On a bi-weekly basis, the UCPC will run audit reports to check UCPath identification data, specifically Social Security Number (SSN), Name and Date Birth (DOB), against Social Security Administration (SSA) records. The audit report will be sent to Campus HR for distribution to the department HR and/or AP Contact. It is the department’s responsibility to resolve discrepancies and to ensure UCPath is updated. You do not need to notify HR/AP once you have updated the record; the record will simply fall off the next audit report once resolved.
UCPath transactors
Below is a guide to reading and resolving discrepancies noted on the audit file:
| VERIFICATION DESCRIPTION | DESCRIPTION (OR LIKELY CAUSE) OF DISCREPANCY | WHAT TO DO |
| SSN not in file (never issued) |
The employee’s SSN currently in UCPath has never been issued and is not in SSA records. The SSN in UCPath is missing or invalid. |
Compare the SSN on the SS card to what was entered in UCPath. Correct UCPath if the number is incorrect. Enter the SSN if one was not previously entered. |
| Name does not match; DOB not checked | There is a matching SSN in the SSA database but the name does not match what is in UCPath. DOB may also be a mismatch but was not verified during the initial check. |
Verify the name and DOB in UCPath and make necessary corrections. The Legal Name in UCPath must match the name on the SS card. Be sure the First, Middle, and Last Names were entered correctly in UCPath. If the name on the SS card is incorrect, instruct the employee to obtain a corrected card from the SSA. |
| Name matches; DOB does not match | There is a matching SSN in the SSA database but the DOB does not match what is in UCPath. | Verify the DOB in UCPath and make necessary corrections. |
Q: Why do we have to record a SSN in UCPath?
A: While an employee can initially be hired without a SSN, the IRS requires a SSN for all employees in order for UCPath to report wages. Thus, it is important to ensure the SSN data is kept up to date.
Q: How do I update the legal name, SSN, and/or DOB in UCPath?
A1: UCPath Initiator - Submit UC_Person_Data template. This template can be found under Smart HR Transactions.
A2: Employee – From the UCPath Portal Dashboard, select Personal Information > Personal Information Summary
Legal/Preferred Name > Click on Legal Name
Social Security Number > Change/Update SSN
Date of Birth > Change/Update DOB
NOTE: Name changes must be officially recorded with the Social Security Administration before entering in UCPath
Q: What effective date should be used in UCPath for SSN and name corrections?
A: You may use a current effective date for both SSN and name corrections.
Q: Which name should be used as the primary name in UCPath if the name on SSN differs from what is shown on the work permit and/or I-9? SSN or I-9/work permit name?
A: The name that is entered into UCPath should be the employee’s legal name. The name on the SSN is considered the legal name.
Q: If the employee has only one name on the SS card, how should the name be entered in UCPath?
A: Enter “UNKNOWN” in the First Name field and enter the name on the SS card in the Last Name field. (NOTE: FNU was used as the first name in PPS to indicate First Name Unknown so there may be legacy records with that first name in UCPath)
Q: Name on Social Security card is incorrect but employee has been unable to obtain a new card from the Social Security Administration office due to COVID closures, etc.
A: Employee must get the SSN card corrected as soon as possible and then update UCPath.
KA-01981·Customer Self-Service (ssa.gov)
Q: Everything matches – why is this employee appearing on the audit report?
A1: The name in UCPath may be in a different order than the SS card. It is important to verify that the placement of the name in UCPath is correct (are the first and last names reversed in UCPath or on the Social Security card?) format. The Social Security Card lists the name in this order: First Middle Last
A2: There can be a lag of a couple of weeks between when UCPC runs and disseminates the reports to campus. In that time, some data have been updated in the system thus resolving the discrepancy.
Q: What happens if I do not correct UCPath?
A: The employee will continue to show up on the audit report until the discrepancy is fixed. If the HR/AP contact repeatedly refuses to correct UCPath, the matter will be escalated to the Department Business Officer.