• Best Practice: The Effective Date of a new position should be one month prior to the anticipated hire date to ensure ample effective dates for updates to the position prior to the hire date
• The Effective Date of the positions determines the configured Salary Admin Plan options in UCPath; the Effective Date of your position must be after the most recent range-based salary scale change (those with minimums and maxes) for the type of employee position you are creating, as applicable
• In UCPath, the Effective Date of the position should be prior to the hire date; however, if you expect the hire date to fall on the date of a salary scale change, use the hire date as the position Effective Date 
• Only one position data update can be submitted on any single Effective Date 

• The Effective Date for a position an employee will be hired into effective 7/1/2020 should be 6/1/2020
• Existing vacant position needs to update FTE from 1.0 to .75; enter update effective before the anticipated hire date  

• The Effective Date for a funding entry is the day the funding source(s) will be used for payroll processed on or after that date
• Funding entry has effective sequencing, so Effective Dates can be re-used to fix incorrect funding 
• Funding entry Effective Dates can be in the future; once that future date becomes the present, UCPath begins using the new funding source(s)
• Funding entry Effective Dates can be in the past; historical entries are critical for processing retroactive changes 

Note: Historical funding entry updates should be paired with direct retro updates and vice versa 

• An employee is hired into a position effective 6/1/2020; position funding should be effective 6/1/2020 (or earlier)
• Funding is changing on 8/1/2020; submit a new funding entry effective 8/1/2020 
• Position funding effective 9/1/2020 is incorrect; submit a new funding entry effective 9/1/2020
• An employee has a Job End Date of 6/30/2020 and a Funding End Date of 6/20/2020;  default funding will be used for pay from 6/21/2020 – 6/30/2020  

Note: Funding End Dates are generally only used for contracts, grants, or temporary funding 

• The Effective Date for a template transaction is the first day the employee has the new status (e.g., hired, terminated, transferred, retired, etc.)
• Template transactions can be future-dated or retroactively dated
• Template transactions cannot be effective prior to UCPath conversion  

Note: For Monthly employees UC San Diego converted with an Effective Date of 5/1/2020 and, for Bi-Weekly employees, converted with an Effective Date of 5/17/2020 

• The Effective Date of the Hire or Rehire is the first day the employee will be working for UC San Diego
• The Effective Date of a Reinstatement is the effective date of the unintended auto-termination
  • Employee had an Expected Job End Date of 6/30 and was terminated effective 7/1; the effective date of the Reinstatement should be 7/1 to prevent a break in service
• The Effective Date of a Concurrent Hire is the first day in the employee will be working in the additional job
• The Effective Date of an Intra-Location Transfer is the first day working in the new job
• The Effective Dates for the Inter-Location Transfer Process templates must match as follows:
  • Concurrent Hire Effective Date is the first day the employee will be working in the new job
  • Voluntary Termination Effective Date is the first day the employee is working in the new job 

• The Effective Date for Terminations and Retirements is the first day the employee has the status of terminated or retired; not the last day on pay status
  • An employee has resigned and their last day is 6/30/2020; the Effective Date of the termination template will be 7/1/2020. 

• Effective Date indicates the first day of the new status
• Updates cannot have Effective Dates prior to hire date, after the Expected Job End Date, or prior to conversion
• Effective Dates can be retroactive but won’t trigger retro pay
• Only one position data update can be submitted on any single Effective Date 

• Employee needs to be reclassified as of 7/1/2020; enter position data update with Effective Date 7/1/2020, appropriate Action/Reason Code, and new Job Code
• An exempt employee was reclassified effective 7/1/2020 but now needs an FTE increase effective 7/1/2020; submit a Position & Job Data Update Form to UCPC to request the FTE change and, if 7/1/2020 is retro to processed payrolls, submit an off cycle pay request for the missed pay
• An exempt employee was reclassified effective 7/1/2020, but needs a Reports To change effective 6/1/2020, rather than submit a Position & Job Data Update Form, pick an Effective Date after the current effective-dated row since this is not a pay-impacting change 

• Effective Date indicates the first day of the new status
• Job data has effective sequencing, so the same Effective Date can be used for multiple actions 
• Updates cannot have Effective Dates prior to hire date, after the Expected Job End Date, or prior to conversion
• Effective Date of a job data change cannot be the same as the hire date; requires using the Position & Job Update Form 
• Effective Dates can be retroactive and do trigger retro pay  

• Employee needs pay rate change as of 7/1/2020; enter job data update with Effective Date 7/1/2020, appropriate Action/Reason Code, and new Step or pay information
• Employee with a pay rate change effective 7/1/2020 is also going on ERIT effective 7/1/2020; both updates can be entered using the Effective Date of 7/1/2020 
• Academic merit and GCCP/HSCP negotiated rate change are both effective 7/1/2020; enter two rows of data with the appropriate Action/Reason Codes.
• Employee was hired effective 9/1/2020, but hire date needs to be changed to 9/5/2020; initiator must submit Position & Job Update Form to request change in hire date 

• Effective Date indicates when the additional pay should start or when the change to the additional pay should apply
• Additional pay doesn’t prorate, despite the checkbox on the screen, so you will need to manually calculate partial month payments; auto-proration only occurs when there is a mid-month termination or leave without pay. 

Note:  The End Date must always be used for one-time additional pay. UC San Diego recommends the use of both End Date and Goal Amount to prevent overpayment. 

• A monthly employee is hired with a one-time $700 bonus and a monthly $1,000 stipend for a year, but is starting 9/15/2020 (mid-pay cycle); enter:
• One-time $700 bonus effective 9/15/2020 with a 9/30/2020 End Date and $700 Goal Amount
• One-time $500 stipend (the prorated amount for the first month) effective 9/15/2020 with a 9/30/2020 End Date and $500 Goal Amount
• Recurring $1,000 stipend effective 10/1/2020 with a 8/31/2021 End Date 

• The Start Date for a leave is the first day that the employee is no longer working 
• The Expected Return Date is the day the employee is expected to return to work and should be updated as needed
• The Actual Return Date is the day the employee actually returns to work  

Note: Actual Return Date should not be entered until employee actually returns to work; Sabbatical leaves are an exception to this rule since the actual return date is known 

• UCPC will make any necessary job updates based on information entered on the Extended Absence Request
• For academics paid on an AY basis, both the service and pay period dates must be entered:  
  • The service period dates are used for the Start Date, Expected Return Date, and Actual Return Date and are based on the quarter begin and end dates that are published in the UCSD Academic and Administrative Calendar
  • The Pay Period Dates are aligned with the established quarter pay periods. 

• Employee is going on medical leave beginning 11/30/2020 and their doctor’s note places them on leave until 12/15/2020; the employee extends their leave to 12/18/2020 and returns to work on 12/18. 

• • The Start Date for the leave is 11/30/2020
  • The Expected Return Date is 12/15/2020 on the request, but updated to 12/18/2020
  • The Actual Return Date is 12/18/2020 and is not entered until 12/18/2020 

• Contact Academic Personnel if you need assistance determining the appropriate pay period dates for a partial-quarter leave 

• Use historic or current pay period Begin Date and End Dates; these dates may match
• Do not enter future effective dates; future dates won’t process until that pay period is processed in UCPath’s absence management pay period processing