This UCPath Glossary has been developed as a reference which provides definitions to important UCPath terms as they relate to UCPath transactions and concepts, using language and examples specific to UC San Diego systems and processes.
ABSENCE BALANCES: Absence balances (e.g., vacation, sick, PTO, COMP) are calculated in accordance with UC Policy using formulas based on job eligibility criteria and time worked. Absence balances are calculated in either local time and attendance systems or UCPath (depending on the type of absence) and stored in UCPath.
ACCRUALS: Accruals are balances of entitlements calculated in accordance with UC Policy using formulas based on job eligibility criteria and time worked. Accrual balances are calculated in either local time and attendance systems or UCPath (depending on the type of accrual) and stored in UCPath.
ACTION/ACTION REASONS: Used to describe the type of Job or Position data recorded in UCPath.
AD HOC APPROVER (ROLE IN AWE): Ad Hoc Approvers may be added by an Approver for a specific transaction to review and approve in accordance with Org/Dept. business requirements and UC San Diego policy related to delegations of authority.
AD HOC REVIEWER (ROLE IN AWE): An Ad Hoc Reviewer(s) may be added by an Approver to inform others that a transaction has been routed for approval. Ad hoc reviewers are not able to approve a transaction.
ADDITIONAL COMPENSATION: Additional Compensation is any amount paid to an employee that is in addition to the employee’s regular base compensation.
APPROVAL WORKFLOW ENGINGE (AWE): Approval Workflow Engine (AWE) systematically routes transactions in UCPath to designated roles (e.g., HR Initiator, HR Approver) for approval at UC San Diego. Once these UC San Diego approvals are complete, transactions are either routed to the UCPath Center (UCPC) for finalization or are finalized in UCPath.
APPROVAL WORKFLOW PAGE: The Approval Workflow page is an online page that supports financial and personnel/pay actions for employees. For example:
Transfers within UC San Diego
APPROVED POSITION: Vacant or filled Position that has been approved by the Org/Dept., and for which funding (and budget, where applicable) has been established.
APPROVER (ROLE IN AWE): An Approver is responsible for reviewing and approving transactions and then routing to the next level of approval or to UCPC (depending on campus workflow requirements). Approvers can perform the following actions:
AT YOUR SERVICE ONLINE (AYSO): At Your Service (AYSO) is a UC website that previously enabled employee self-service for some human resources and benefits activities, such as signing up for direct deposit, naming beneficiaries, selecting retirement funds, etc.
Now, employees access the UCPath portal for non-retirement plan inquiries. AYSO continues to contain employee retirement and beneficiary information.
AWE ADMIN (ROLE IN AWE): An AWE Administrator monitors AWE transactions, routes and resolves bottlenecks to ensure efficient processing, and intervenes to reassign transactions when necessary. An AWE Administrator can re-route transactions but cannot approve them.
BREAK IN SERVICE: A break in service is any separation from employment status. In addition, a break in service occurs effective the last day on pay status, whether or not a separation form is submitted, when an employee is off pay status for four complete, consecutive calendar months without an approved leave without pay, furlough, or temporary layoff.
BUSINESS UNIT: Each UC campus and medical center is identified by a ‘Business Unit’ that is used to segregate campus information for reporting and system security access. For example:
CASCADE: Within filled Positions, cascading occurs when Position updates are automatically pushed to an incumbent(s)’ job record.
CHANGE VS. CORRECTION:A change is any update to data in UCPath that can be submitted by UC San Diego through a UCPath page, form, or mass upload method. Changes are effective-dated and do not replace the existing historical data in the system.
A correction is a modification to historical information made by deleting or over-writing existing data. A correction deletes previously submitted information from UCPath permanently. Only UCPC can perform a correction.
CHARTFIELD STRING: Chartfield String is used synonymously with FAU. It is a combination of chart field values that represents a funding source in the General Ledger.
CHARTFIELD: In PeopleSoft applications, the fields that store the charts of accounts and provide the system with the basic structure to segregate and categorize transactional and budget data are called Chartfields. Each Chartfield has its own attributes for maximum efficiency and flexibility in recording, reporting, and analyzing its intended category of data. While a particular Chartfield always represents only one category of data, it stores many values that you use to further categorize that same data.
CHARTSTRING: A Chartstring is a combination of Chartfield values (e.g., Account, Fund Code) that represent a funding source in the General Ledger.
COGNOS: Cognos is a reporting tool used to run reports.
COMBINATION CODE: PeopleSoft field that is essentially a shortcut for the underlying chartfield elements that makes up a chartstring. A combination code represents a chartstring or FAU.
COMPENSATION FREQUENCY: Compensation Frequency determines when the employee receives their paycheck (e.g., biweekly, monthly).
COMPOSITE BENEFITS RATES (CBR): Composite Benefits Rates (CBR) are developed to cover the costs of fringe benefits offered by the University.
CONCURRENT JOBS: An employee, staff or academic, has Concurrent Jobs when they add an additional job concurrent to their existing job with the University of California. Concurrent Jobs refers to two or more jobs that do not exceed FTE greater than 100% across all active jobs (exceptions apply where permissible under policy).
CONFIGURATION: Configuration refers to data stored in UCPath that is maintained by UCPC and used by UC San Diego to complete business processes. For example, each of UC San Diego’s HR Departments is configured by UCPC. If UC San Diego created a new HR department, UCPC would have to configure it in UCPath before it would be available for UC San Diego to hire or transfer employees.
CONTINGENT WORKER (CWR): A Contingent Worker (CWR) is an individual engaged by the University on a non-permanent basis to complete a specific function or task. A CWR does not have an employee relationship with UC San Diego nor do they receive any form of payment through UCPath Payroll.
CONTRIBUTION: An amount paid by the University on an employee’s behalf to cover the cost of the employee’s health, dental, or vision plan.
DATA CONVERSION: Data Conversion is the process of moving data from one or more systems to a new system. This can include data cleanup and creating new data.
DEDUCTION: A flat dollar or percentage amount that is deducted from an employee’s pay for taxes, credit union, parking, and other non-insurance payments
DEFAULT FAU MAPPING: Default FAU Mapping occurs in cases where funding has not been established or the FAUs do not pass validation. Transactions receive a default FAU so the transactions can be processed. The department has to correct these transactions using Direct Retro/Salary Cost Transfer.
DEPARTMENT BUDGET TABLE: Department Budget Table refers to UCPath records that store funding sources for earnings, employer share deductions, employer share taxes, as well as salary encumbrances. The tables are part of Commitment Accounting and are stored by fiscal year and HR department.
DEPARTMENT CODE: The Department Code is a unique code associated with the description of a department.
DEPARTMENT: Department refers to the home department of the employee, and the department that the FTE belongs to. A Department has the following characteristics:
In UCPath, Department information is used primarily for security, organizational reporting, and approval responsibilities for manager self-service transactions.
DIRECT DEPOSIT: A payment method whereby the employee’s net pay is automatically transmitted into the employee’s bank account on payday.
DIRECT RETRO: Direct Retro is a page in UCPath where Salary Cost Transfers, also referred to as Direct Retro transactions and previously called expense transfers, are used to move salary charges from one or more FAUs to another.
DISTRIBUTION OF PAYROLL EXPENSE (DOPE): Distribution of Payroll Expense (DOPE) is a report produced once a month as part of the month-end reporting process. It lists all payroll expenditures (i.e., salaries and benefit charges) that are processed during the month, as well as an estimated biweekly accrual and payroll expenditure transfers (i.e., the Labor Ledger).
DISTRIBUTION: Distributions define how an employee is paid. For example, distributions contain information about the pay rate the employee receives, the account number the pay is charged to, and the type of pay (e.g., regular pay, shift differential, stipend).
EARN CODES: Defines a type of earnings (e.g., Regular, Overtime).
EARNINGS DISTRIBUTION: The Earnings Distribution ties the FAU to the Earnings Code from which the employee is paid. This is not the same as JED, which indicates the amount paid to the employee based on the Earnings Code.
Examples:
EFFECTIVE DATING: Effective Dating is used to maintain and view a complete chronological record of historical, current, and future data.
EFFECTIVE SEQUENCE: Effective sequence indicates in what order the data was input or changed on a particular effective date.
EMPLOYEE CLASSIFICATION: Employee Classification is the UCPath equivalent of Appointment Type (e.g., Career, Limited, Floater). Employee classification is established when an employee is hired, rehired, or transferred into a job and can be changed whenever business needs demand. Also referred to as Employee Class and EMPL Class.
END JOB AUTOMATICALLY CHECKBOX: End Job Automatically checkbox is a UCPath functionality that indicates on each academic employee’s job record whether the job should be terminated after the expected job end date has been reached. During the hire process, the Initiator can edit this functionality to indicate to UCPC whether the employee’s job should end automatically when the expected job end date has been reached.
EXPECTED JOB END DATE: Expected Job End Date is a field in UCPath that tracks the end date of the employee’s current appointment. The expected job end date field is only required for the following types of employees:
EXPERIENCE-BASED STEP PROGRESSION: Experience-Based Step Progression is a specific type of step progression based on a calculation of relevant outside experience and UC experience, for certain represented staff employees. This includes staff in the NX (Registered Nurses), EX (Patient Care Technical), and HX (Healthcare Professionals) bargaining units.
EXPIRED FUNDS: Expired Funds refers to FAUs that have been closed or inactivated.
EXTRAMURAL FUNDS MANAGEMENT (EFM): Extramural Fund Management (EFM) provides financial management support of sponsored project funds for the research community. This includes:
FAIR LABOR STANDARDS ACT (FLSA): The Fair Labor Standards Act is a Federal law dating back over a half-century that establishes certain minimum requirements for employees' hours of work, wages, premium overtime, and payroll records.
FAU (FULL ACCOUNTING UNIT): FAU (Full Accounting Unit) refers to the combination of chartfields (e.g., fund, program, department, cost center, location) that specifies a unique funding source. The UCPath equivalent is Chartfield String.
FILLED POSITION: A Filled Position is an active Position that has an incumbent.
FISCAL YEAR END (FYE): Fiscal Year End (FYE) refers to the series of steps taken by UCPC, UCOP Finance COE, and UC San Diego (typically May to August annually), to support Fiscal Close and the new fiscal year.
FUNDING END DATES: Funding End Dates refer to the associated date where Org/Depts. may charge expenses to a fund. Not all funds use or require an end date.
FUNDING ENTRY: Funding Entry is the process of entering Chartstrings/Full Accounting Units (FAUs) on the Funding Entry page to indicate source of funding for earnings, employer share deductions, employer share taxes, as well as salary encumbrances.
FUNDING DISTRIBUTION: A Funding Distribution is an allocation of requisite funding from an Org/Dept.
GAEL: GAEL is an acronym that groups General, Auto and Employee Liability insurance held by the University. Together, this assessment is referred to as GAEL.
GENERAL LEDGER (GL): General Ledger (GL) refers to the master set of accounts that summarizes all transactions occurring within an organization and that is used to aggregate information into the financial statements of the organization.
GENERAL, AUTOMOBILE, AND EMPLOYMENT LIABILITY (GAEL): The General, Automobile, and Employment Liability (GAEL) charge funds UC San Diego’s share of expenses associated with claims and lawsuits defended by the University. It is essential a payroll tax that applied to all funds, including gifts and grants, with the exception of direct federal contracts, grants, and flow-through funds.
GL BUSINESS UNIT: The GL Business Unit is used to identify the entity that is used for accounting purposes. There could be more than one HR Business Unit mapped to a GL Business Unit. For example, the HR Business Units representing UC San Diego Medical Center (SDMED) and UC San Diego Campus (SDCMP) map to one GL Business Unit (SDFIN).
GLACIER: GLACIER is the online tax reporting system used to maintain and monitor tax residency status, tax treaty eligibility, and FICA eligibility for Foreign Nationals receiving payments from UCPath. This information is required to document application of the IRS Substantial Presence Test and compliance with Internal Revenue Codes 1441 and 1461. GLACIER is used to create and distribute the annual Form 1042-S tax reporting statements to non-resident alien taxpayers and the IRS.
HIGH-RISK SALARY COST TRANSFER: A High-Risk Salary Cost Transfer includes transactions associated with a contract or grant that is subject to conditional workflow routing. OPAFS’ approval is automatically triggered by transactions either more than 120 days old, or the when the original fund was closed 90 days prior.
HOME ORG/DEPT: The Home Org/Dept. is the employee’s primary job Org/Dept. In the case where both jobs are in the same Org/Dept., the home and host Org/Dept. would be the same. Both the home and host Org/Dept. are responsible for paying the employee; however, UCPC is ultimately responsible for ensuring the employee receives one single paycheck.
HOST ORG/DEPT: The Host Org/Dept. is the employee’s concurrent job Org/Dept. In the case where both jobs are in the same Org/Dept., the home and host Org/Dept. would be the same. Both the home and host Org/Dept. are responsible for paying the employee; however, UCPC is ultimately responsible for ensuring the employee receives one single paycheck.
INCOMING ORG/DEPT: The Incoming Org/Dept. is the Org/Dept. that the employee transfers to because of an Intra-location transfer.
INCUMBENT: The Incumbent is the employee assigned to a Position.
INITATOR (ROLE IN AWE): Initiators are responsible for entering transactions into UCPath and submitting for approval. Initiators have the ability to initiate all transactions for departments for which they have row- level security. This ensures users only have access to data they are authorized to view, (e.g., data for their department).
INTERFACE: The mechanism for data exchange between two systems (i.e., when logging into a system and your device sends your credentials to the system you are trying to access for authentication and authorization purposes). Interfaces can facilitate data exchange in real-time typically via agreed-upon messages or in a batch mode where files are typically sent.
INTERLOCATION TRANSFER: An action that occurs between two locations in the UC System (i.e., an interlocation transfer is a transfer from a job at one UC location to another UC location without a break in service). An employee may transfer up, down, or laterally.
INTRA-LOCATION TRANSFER: An action that occurs entirely within UC San Diego (i.e., an intra-location transfer is a transfer from one job at UC San Diego to another job at UC San Diego without a break in service). Intra-Location Transfers must be from a staff position to a staff position or from an academic position to an academic position.
INVOLUNTARY TERMINATION: An Involuntary Termination is a termination that is initiated by UC San Diego (e.g., terminations for cause, indefinite layoffs, the end of a temporary appointment, the death of an employee).
JOB DATA: Job Data are the specific details of an employee’s job, including basic compensation details, as stored in UCPath. These specific details of the employee’s job are established as Job Data when the employee is hired, rehired, or transferred into a job in UCPath. While each employee’s Job data is unique, much of the Job data is inherited from the Position into which the employee was hired (i.e., the employee’s department and job code defaults from their Position). Job data excludes other types of data stored in UCPath about the employee, such as Personal data and information about an employee’s benefits and deductions.
JOB EARNINGS DISTRIBUTION (JED): Job Earnings Distributions (JED) are used to distribute earnings by Earnings Code on the Job Record either by percentage or amount (e.g., ERIT, HSCP).
JED indicates the amount paid to the employee based on the Earnings Code. JED is not the same as Earnings Distribution, which ties the FAU to the Earnings Code from which the employee is paid.
Example:
Earnings Distribution: Regular pay is paid from FAU 4-600640-8088-69085.
JOB END DATE: Expected Job End Date is a field in UCPath that tracks the end date of the employee’s current appointment.
JOB RECORD END DATE MONITORING: Job Record End Date Monitoring is the process of monitoring employees with approaching expected job end dates. UCPC automatically terminates non-academic employee’s appointments with an end date. Action is required to extend or reappoint.
JOB: Job is used to organize employment information with an employee such as:
LEAVE OF ABSENCE: A Leave of Absence is an extended absence from work typically in excess of 5 or more working days for staff (30 or more for academic), depending on the type or reason for leave.
LIMITED TO CAREER: Policy-covered (non-represented) limited employees who reach 1000 hours of qualified service within a rolling twelve-month period without a break in service of 120 days or longer, will have their appointment automatically converted from limited to career on the first of the month following attainment of 1000 hours.
Approaching Hours Reports are provided to assist Orgs/Depts. in monitoring limited employees’ progress towards career status.
MANAGE FUNDING: Manage Funding is the process of entry and maintenance of Chartstring/FAU distributions (e.g., funding sources chartstrings) in UCPath. The process also stores funding at the Position-level. When employees are hired, transferred, or promoted into new Positions or departments, funding entries are required.
MANAGER SELF-SERVICE: Manager Self-Service refers to the UCPath portal tool that enables authorized managers to view basic employee information for those who report to them, either directly or indirectly.
MASS HIRE: Mass Hire is the action in UCPath of hiring groups of employees at one time. Mass Hire may not be used for employees that have Additional Compensation or JED. Although the employees are not required to be identical to be eligible for a Mass Hire (i.e., they can have different effective dates, Position numbers, or compensation), the process is used by departments that hire large groups of employees at once. A Mass Hire is entered in UCPath using a template spreadsheet with appropriate data fields noted in the document. Once the spreadsheet is filled out for all employees to be included in the hire, the spreadsheet is able to be loaded into UCPath.
MASS UPDATE: Mass Update is the action in UCPath of updating multiple employees’ Position, Job Data, and/or Additional Compensation in UCPath at one time. Mass actions can be entered into UCPath using the UCPath Mass Update Template Spreadsheet with appropriate data fields noted in the document.
MERIT PAY PLAN FOR PPSM POLICY- COVERED STAFF: Merit Pay Plan for PPSM Policy Covered Staff is a system-wide merit program for non- represented staff members as authorized and communicated by UCOP.
MULTI-LOCATION APPOINTMENT: A Multi-location Appointment occurs when an employee has separate appointments at two or more UC locations.
MULTIPLE COMPONENTS OF PAY (MCOP): Multiple Components of Pay (MCOP) is a method of compensation entry that allows a UC San Diego Org/Dept. to break an appointee’s total salary into multiple components (i.e., for HSCP members, X, X’, and Y components are reflected in UCPath as separate line-items that comprise the appointee’s salary).
MULTIPLE HEADCOUNT POSITION: A Multiple-Headcount Position is a Position that can have more than one incumbent. Incumbents in a Multiple Headcount Positions must share all Position attributes including Department, Job Code, Salary Plan, Grade, and Funding Distribution; however they may have different compensation and FTE. UC San Diego does not currently use Multiple Headcount Positions.
OFF-CYCLE PAY: Off-Cycle Pay refers to the process to pay an employee on a non- regularly scheduled pay date (i.e., different than the published monthly or bi-weekly pay calendar dates).
ONE-TIME PAYMENTS: One-time Payments apply to a single pay cycle (i.e., not recurring and non-consecutive pay cycles).
ONLINE PAGE: A UCPath Online Page refers to the location where users enter data to process a transaction.
OUTGOING ORG/DEPT: The Outgoing Org/Dept. is the Org/Dept. that is releasing the employee prior to the transfer.
OVER THE CAP (OTC): Over the Cap (OTC) is the maximum allowable amount that can be charged to a capped contract or grant.
OVERPAYMENT RECOVERY: Overpayment Recovery is the process to recoup pay once employee consent has been granted.
PAY CONFIRM: During the Pay Confirm, the gross and net pay are calculated, paychecks and direct deposit transactions are produced, and all other transactions are processed (previously called Pay Compute).
PAY DAY: The date that direct deposit funds are available and University paychecks are issued.
University pay days are listed on the UCPath Payroll Calendar.
PAY RATE CHANGE: A pay rate change is a change to an employee’s compensation. The following are some examples of pay rate changes through UCPath:
PAYPATH: PayPath is an AWE-enabled online page that allows locations to update an employee's Position, job, and additional compensation information. Using PayPath, the Org/Dept. can make changes to these three components either individually or in concert. PayPath must be used to update filled single-headcount Positions and cascade to the Incumbent’s job record. PayPath cannot be used to update vacant Positions or multiple-headcount Positions.
PEOPLESOFT HCM: PeopleSoft Human Capital Management (HCM) is the HR/Payroll system that includes modules, such as Workforce Administration, Position Management, Absence Management, and Commitment Accounting. It is referred to as UCPath.
PERIOD OF INITIAL ELIGIBILITY (PIE): Period of Initial Eligibility (PIE) relates to benefits. The PIE is a period when eligible employees and eligible family members can enroll in a plan without meeting special requirements, such as submitting a Statement of Health (SOH) for carrier approval. The PIE begins on the first day of eligibility and ends 31 days later or on the last working day of the 31-day period, whichever comes first.
Questions regarding eligibility for benefits should be addressed to the departmental benefits representative or the appropriate benefits office.
PERSON ORGANIZATION SUMMARY: Person Organization Summary refers to a UCPath page that allows the user to view the basic job details (e.g. career hours, benefit hours, FLSA status, Pay Group, Union Code, FTE, Primary Job, Dept. ID, Employee Type) of any employee or CWR in the system.
PERSONAL DATA: Personal Data refers to an employee’s biographical data stored in UCPath (e.g., name, identifying details, contact information, educational accomplishments, licenses). The type of Personal data stored in UCPath varies based on the type of person and the requirements of their job. Personal data is entered at the time of hire and can be updated whenever Personal data changes.
POSITION ADMINISTRATION: Position Administration refers to role that can access the Add/Update Position Info page to create new Positions and update vacant Positions. This page has no AWE.
POSITION DATA: Establishes key job-related data elements and establishes departmental structure and organizational hierarchy. Position Data is maintained whether a Position is filled or vacant.
POSITION HISTORY: Displays summary data for currently and previously assigned incumbents, including name, Position creation and updated dates, and compensation rate.
POSITION MANAGEMENT: All employees at UC San Diego have a Position. Position management is the process by which these Positions are managed over time (e.g., creating new Positions, updating existing Positions). Position Management is not required for CWRs.When possible, existing Positions should be updated and maintained. However, new Positions can be created when a department has a need for a new Position.
POSITION MANAGEMENT (NO AWE): Delivered Position Management is an online page where initiators can make updates to Positions without AWE.
POSITION POOL: Position Pools allow UC San Diego to group several Positions together for the purpose of Work Study, group provisions, and related reporting. Positions Pools are established when Work Study, group provision, or other approved business needs arise. All Work Study Positions use Position Pools so that funding can be automatically established through a separate process.
POSITION SUMMARY: Displays current and historical information for a Position on three tabs: General (e.g., effective date, Position status, Position number), Work Location (e.g., department), and Payroll Information (e.g., Sal Admin plan, FLSA status).
POSITION: A Position represents a role in a department. Positions dictate some of the Job attributes of the employees who occupy them and help manage funding. In UCPath, a Position is like a chair. Like chairs, Positions can be filled or vacant and can have different people sitting in them at different times.
PRE-PROCESS: Pre-Process refers to the internal review and approval process that is conducted via formalized paper forms, email, phone, or department-specific systems prior to an activity becoming a transaction in UCPath.
PRIMARY PAY SCHEDULE: The employee's normal pay cycle, monthly (MO) or bi-weekly (BW).
PUSH BACK VS. DENY (AWE FUNCTIONALITY): If an approver decides they cannot approve a transaction, they may either ‘push back’ the transaction or ‘deny’ it.
RECURRING ADDITIONAL COMPENSATION: Recurring Additional Compensation refers to consecutive, recurring pay in addition to an employees’ base compensation, including:
RETURN TO PAY STATUS: A return to pay status is from an approved leave without pay, furlough, temporary layoff, or indefinite layoff. During a period of right to recall and preference for reemployment or on the next working day following a separation, it is not considered a break in service.
ROLE LEVEL SECURITY: Role Level Security controls where a user can navigate in the system and what actions they can take on each page.
ROW LEVEL SECURITY: Row Level Security controls the population a user has access to and which employees for whom they can view or submit transactions.
RPNI: RPNI Assessment (also referred to as UCRP Supplemental Assessment Interest) is an assessment for the STIP Note and External Financing that covers debt service on advances made to UCRP.
SALARY CAP/MCOP WORKSHEET: Salary Cap/MCOP Worksheet assists in establishing complex funding distributions is accessible via the Funding Entry page in UCPath. This method can only be used once an academic appointee has been hired into a Position and is primarily required by academic appointees with multiple components of pay and appointees subject to a salary cap.
SALARY CAP: Salary Cap is used for complex funding, such as funding subject to salary cap rates or Positions with multiple components of pay.
SALARY COST TRANSFER (SCT): Salary Cost Transfers, previously called expense transfers, are used performed on the Direct Retro page to move salary charges from one or more Chartstrings/FAUs to another.
SEPARATE: Separation occurs when an employee ends all jobs at UC San Diego and/or other UC locations, and ends their employment relationship with the University of California. Since an employee may have one or more jobs, terminating a single job may or may not result in a separation from the University of California.
SERVICE PARTNERSHIP AGREEMENT (SPA) OR SERVICE-LEVEL AGREEMENT: Service Partnership Agreement (SPA) or Service Level Agreement refers to a formal agreement or contract between the campus and UCPC that specifies what services UCPC provides, how performance is measured, and the expected timeframe for completing tasks.
SHORT WORK BREAK (SWB): A status that temporarily takes an employee off pay status when a leave action is not appropriate, where permitted by policy.
SINGLE HEADCOUNT POSITION: A Single-Headcount Position is a Position that can only have one incumbent.
STAFFING LIST: Staffing Lists reflect the alignment of Org/Dept. permanent budgets with salary commitments to career staff.
SUSPENSE/DEFAULT ACCOUNT: Suspense/Default Accounts are the Chartstrings/FAUs charged when no funding exists at the Department Level or the fund has expired. These Chartstrings/FAUs are managed and monitored by each Org/Dept.
TERMINATE: Termination is an action taken in UCPath to end an employee’s job at UC San Diego, either voluntarily or involuntarily. This is distinct from separating an employee, which is a termination from all jobs at UC San Diego.
TERMINATION EFFECTIVE DATE: The Termination Effective Date is the first day of unemployment or separation from the University.
TIER 1 INTERFACE: Tier 1 Interface is a direct interface with UCPath.
TIER 1 SYSTEMS: Tier 1 systems receive data from UCPath.
UCOP: University of California Office of the President, also referred to as OP.
UCPATH CENTER (UCPC): The UCPath Center (UCPC) is the shared services center responsible for responding to employee questions, finalizing certain HR transactions, administering benefits and payroll, and maintaining data in the system.
UCPATH INQUIRY: UCPath Inquiry is for an employee, location central office, or submitter to send to UCPC outlining a personal or job issue for resolution and/or triaging. Progress tracking for UCPath inquiries is available on the UCPath Portal in the Ask UCPath Center page.
UCPATH PORTAL: The UCPath portal is an online, self-service tool that gives employees 24/7 access to UC employment information based on their role. Employees are able to log into the UCPath Portal from mobile devices and computers at work or home. Using the UCPath Portal, employees can perform the following actions:
UCPATH: UCPath is the University of California’s system-wide initiative to create a single platform for payroll, benefits, funding, and human resources (HR) information.
USER PROFILE: User Profile is a user account that consists of credentials (i.e., User ID and password), EMPLID, Role Level Security, and Row Level Security. Every user must have a User Profile to access the system.
VACANT BUDGETED POSITION: A Position that has as established funding (budget, where applicable) but has not been filled by an incumbent.
VACANT POSITION: A Vacant Position is a Position, either active or inactive, that does not have an incumbent.
VACATION LEAVE ACCRUAL: Vacation leave accrual refers to the amount of hours accrued by the employee. (Not to be confused with Vacation Leave Assessment).
VACATION LEAVE ASSESSMENT (VLA): Amount the department pays for vacation leave hours. Sometimes abbreviated as VLA.
VOLUNTARY LOCAL DEDUCTIONS: Voluntary Local Deductions refers to money subtracted from an employee’s paycheck for a local program or service (e.g., gym membership, charity contribution). Excludes parking deductions and union dues.
WITHOUT SALARY JOB: Without Salary Jobs are jobs in UCPath that are processed without compensation details if the employee is not entitled to a salary, hourly wage, or additional compensation. Also referred to as WOS Appointment.
WORK STUDY: Work Study is a need-based form of Financial Aid that students earn through on or off-campus employment and receives in the form of a paycheck. Work-Study Funds are limited and offered to students who demonstrate financial need.
WORKFLOW: Workflow refers to the sequential flow of tasks and information in a business process.
WORKFORCE JOB SUMMARY: Workforce Job Summary refers to the UCPath page that allows the user to view specific job details or employment records (e.g., historical, active, terminated employee records, compensation information) for any employee that the user has security access to.
WORKFORCE ADMINISTRATION: Workforce Administration is a module in UCPath where Personal data, Job data, reporting and tracking for employees, CWRs, and Persons of Interest is administered, managed, and stored.