Public HR Knowledge Base - How To Process Transfers in UCPath

OVERVIEW

A Transfer is when an employee moves from one job to another via open recruitment. Smart HR Templates are used to transfer employees in UCPath. There are two ways to transfer an employee:

Transfer an employee using their current active Empl Record (this process requires one template)
Transfer an employee using a new Empl Record (this process requires two templates and creates a new Empl Record so the previous department can retain access to their Empl Record)

If the current department is not planning to terminate the current job (e.g., they are planning to extend it or put the job on Short Work Break), follow the Concurrent Hire Process (See KBA: HOW TO PROCESS HIRES, REHIRES AND CONCURRENT HIRES IN UCPATH)

When to use

One Template Process (uses the UC_TRANSFER template):
- Moving to another job in the same Department
- Health Sciences/Medical Center Departments to Campus Departments

Two Templates Process (uses the Concurrent Hire and Voluntary Termination templates with appropriate Transfer Action Reason codes):
- UC San Diego to a different UC location
- A different UC location to UC San Diego
- Campus Departments to Campus Departments
- Campus Departments to Health Sciences/Medical Center Departments
- TES to Campus Departments
- Staff to Academic (not Academic Student)
- Academic (not Academic Student) to Staff
Two Template Process, where a break in service is required (use the Voluntary Termination Template and Full Hire Template with Action Reason Code Rehire, <120 days break):
- Campus Department to TES (a break in service is required for Campus to TES transactions in order to ensure benefits and accruals are reset. Benefits eligibility criteria for TES are not the same as for campus. In addition, there are restrictions in service hours for some titles.)
- Staff to Academic Student (A break in service is required for Staff to Academic Student transitions to sever the benefits, UCRP, and CBR assessment in addition to triggering the Student FICA exemption from DCP Safe Harbor & Medicare deductions)

Intended Audience

UCPath transactors

BEFORE YOU BEGIN

Tasks to Complete Before Starting

Create the position or identify the existing vacant positions you will be transferring the employee into
Review the employee’s record on Person Organizational Summary page to ensure a complete understanding of their current status. Key fields to note:
- FLSA statuses and/or compensation frequency – Determine if you need to reconcile between the employee’s new and existing jobs, if applicable. UCPC highly discourages frequency changes (bi-weekly to monthly or monthly to bi-weekly) for an employee changing positions mid pay cycle. This may cause timekeeping issues and could be challenging when processing a payroll request for missing pay. When an employee is changing frequency, it is best to make the Effective Date at the start of the next pay period vs mid cycle.
- Job End Date and/or Union Code – If Known Issue: The Expected Job End Date and/or Union Code from the previous position will follow a person transferred into the new position. When an employee switches from limited to career using the One Template Process or an automatic process when certain thresholds are met, the Job End Date from the original position may be pulled into the new job. The Union Code from the previous job may also be pulled over into the new job. Currently it is a manual process to remove the Job End Date and/or Union Code by performing a PayPath transaction. Example: When moving a student employee from student position with a Job End Date to a staff Career position via the Intra-Location Transfer Template, the job data created pulls in the Job End Date from the student position to the staff position. The Job End Date will drive auto-termination, for staff positions, and can impact benefits and accruals. The Workaround for this issue is to perform a PayPath action and remove the Job End Date and/or update the Union Code. The Effective Date of this action should be the Effective Date of the transfer so may require coordination with the releasing department.
Review the Template Transactions – Action Reason Codes and Descriptions job aid on the UCPath Help Site for Transactional Users to ensure you utilize the correct template type and reason code.
Coordinate with the releasing department to determine the Effective Date. To speed along the transfer process, provide releasing department with Empl ID and desired start date.
Each location has designated individuals to assist transactors who are hiring an individual who is transferring from/to another UC location. The goal is to connect with transactors at both locations to ensure hire date and termination date are the same; both locations are using the correct template and action code; and determine whether vacation should be paid out. If you need assistance connecting with another UC location contact UC San Diego’s Inter-location Transfer Coordinators (IntercampusTransfer@ucsd.edu).
Review the Payroll Processing Schedule to ensure you submit your transaction in time for approval before the Employee Data Change deadline. Refer to Job Aid: Review the Payroll Processing Schedule to understand how to read the Payroll Processing Schedule.

For Best Results

One Template Process (use the UC_TRANSFER template):
- Hiring department creates the position or identifies the existing vacant position to transfer the employee into
- Hiring department completes the UC_TRANSFER template. No action should be performed by the releasing department; no termination template.
- This process uses the existing active Empl Rcd for the employee

Two Templates Process (use the Concurrent Hire and Voluntary Termination templates with appropriate Transfer Action Reason codes):
- Hiring department creates the position or identifies the existing vacant position to transfer the employee into
- Hiring Dept completes Concurrent Hire
- Releasing Dept completes the Voluntary Termination
- Both templates use same Effective Date & same type of Action Reason code
- To avoid a break in service, Concurrent Hire Template should be submitted before Voluntary Termination Template, but w/o lag in time or UCPC will cancel hire - coordination between depts required
- This process creates a new Empl Rcd for the employe

Two Template Process, where a break in service is required (use the Voluntary Termination Template and Full Hire Template with Action Reason Code Rehire, <120 days break):
- Releasing Dept completes the Voluntary Termination Template and Final Pay Transaction to pay out any accruals
- Hiring department creates the position or identifies the existing vacant position to transfer the employee into
- Hiring Dept completes the Full Hire Template with Rehire Action Reason code
  - A minimum of 1 business day break in service required
  - Follow regular process for completion of rehire paperwork

- This process creates a new Empl Rcd for the employee

HIRING DEPT TRANSACTION CONSIDERATIONS:

In the address field, the country defaults to the US; however, it is a drop-down field. For persons working outside the US, select Global.
If a change to any personal data is required, it should be submitted using Employee Self Service or the Personal Data Change Template
The Comments are referenced by UCPC WFA Production to assist with the processing of the transaction. The Comments can be used to have UCPC WFA Production override the Pay Group on the new concurrent job to align with the existing job. However, if the existing job’s Pay Group needs to be overridden to align with the job on the template, you need to submit a Job Data Update Form via inquiry. You can also use the Comments to indicate that the employee lives and works outside the U.S. For these employees, UCPC WFA Production will add the NRA Working Outside the US citizenship status on the Identification Data page.
The Probation Code field is required if the Classified/Unclassified Ind field is Professional and Support Staff and the Employee Class is Career or Partial Year Career. The Probation Date field is required if the Probation Code field value is something other than Completed or Probation Completed, Other Job
The Review Type and Next Review Date fields are not required; we will not be using these fields at UC San Diego
If the job has Step-base pay, entering the step will automatically populate the appropriate Comp Rate Code and Compensation Rate. If the job does not use Steps, enter the appropriate Comp Rate Code and Compensation Rate manually.
The most common Comp Rate Codes are UCANNL (UC Annual Salary) and UCHRLY (UC Hourly Pay). Compensation Rate for UCANNL is an annual amount. Compensation Rate for UCHRLY is an hourly amount. If FTE = 0 and/or you are not entering compensation because the employee will receive flat dollar/Additional pay, add that to your Comments for UCPC. Sometimes, UCPC will cancel templates if there is no compensation, even though that is often appropriate for BYA and other employee types.
Review the Employee Classifications & Job End Dates quick reference on the UC San Diego Job Aids webpage for more information on when an Expected Job End Date is required.
If the Compensation Frequency in the Job Compensation - Pay Components section is A, then the Compensation Frequency in the Job Compensation - Payroll Currency and Frequency section can be any of the following: B, M, UC912, UC_10, UC_12, UC_9M, or UC_FY. If the Compensation Frequency in the Job Compensation - Pay Components section is H, then the Compensation Frequency in the Job Compensation - Payroll Currency and Frequency section should be H. This field can be changed for specific exceptions, such as contract based pay or to change to an academic frequency. Any time this field is changed from the default, enter a Comment (on the Personal Data tab) to explain why the field was changed. If compensation changes are needed to reconcile Compensation Frequency with concurrent jobs, that information can also be updated in PayPath after the hire template is processed. Contact the appropriate Central Office for further guidance on reconciling FLSA Status and Compensation Frequency for concurrent jobs.
If the Comp Rate code entered on the Job Data tab has a mapped Earnings Codes for multiple components of pay, the Job Earnings Distribution section is updated automatically.
If the employee will be paid additional pay, it will need to be added after the hire is processed. Review the KBA: insert link for new Addl pay KBA

RELEASING DEPT TRANSCTION CONSIDERATIONS:

For the processes using the termination template
- The Last Date Worked field defaults to the workday prior to the Effective Date you entered; update this if necessary. Ensure you coordinate these dates with the receiving location
- When UCPC receives a termination with a transfer action reason code they will look for the Concurrent Hire transaction with the corresponding action reason code before processing the transactions

ACADEMIC CONSIDERATIONS:

There are separate Smart HR templates for Academics. Academic positions require the use of Academic templates.
If the Comp Rate code entered on the Job Data tab has a mapped Earnings Codes for multiple components of pay, the Job Earnings Distribution section is updated automatically. Refer to the Negotiated Salary Program (NSP) KBA (insert link to KBA). In some cases, you may need to tell the system to map REG earnings to a different Earn Code (e.g., ACR for some Summer Research appointments), you will also use Earns Dist in these cases.
Use the Earnings Distribution Type field to enter distribution By Amount or By Percent. After the Earnings Distribution Type is selected, the Aggregate Comp Rate field is populated with the monthly amount. If By Amount is selected, the total of all compensation rates entered must add up to the monthly comp rate. If By Percent is selected, the total of all percentages entered must add up to 100%.
For certain academic comp rate codes, such as the Health Science Comp Plan, earnings codes are defaulted based on the Comp Rate Code entered on the Job Data tab. Also in those cases, Earnings Distribution Type is By Amount and amounts are automatically calculated

POSTDOC CONSIDERATIONS:

Use Manage Accruals to zero out PTO for postdocs that transfer to a new series or appointment (via Termination/Concurrent hire templates--i.e., new emplrec)

Use Accruals & Service Adjustment eForm to transfer Postdoc Sick leave balance to Regular sick leave upon a transfer to a new series or appointment (via Term/Concurrent hire templates). The Use Accruals & Service Adjustment eForm utilizes text boxes so please write clear and concise notes. The eForm does not have a category for Postdoc Sick Leave. You will need to select the Other field and write “Postdoc Sick Leave”.

Please see the How to Enter an Accrual Adjustment Job Aid for actions via Manage Accruals.

For PostDocs transferring into a new department, best practice is the releasing department would make the adjustments:

If the postdoc is transferring to a new series, the PTO would need to be zeroed out and the sick leave transferred to new appointment/series
If the postdoc is transferring to another postdoc appointment the PTO would need to be zeroed out and the sick leave transferred

UCPath uses the Postdoc Anniversary date to “renew” PTO and Sick time. However, there are instances when the Anniversary date does not align with the Appointment date. In these situations, the department would need to prorate the PTO and Sick based on duration of appointment

STEPS TO TAKE IN UCPATH

Before starting a transaction, review the UPK below for step-by-step guidance, the system steps may have changed since the last time you have done this type of transaction:

For the one template (UC_Transfer Template) process that uses the current active Empl Record:
- Initiate Intralocation Transfer Template Transaction (Staff)
- Initiate Intralocation Transfer Template Transaction (Acad)

For the two template (Concurrent Hire/Involuntary Termination) process that creates a new Empl Record:
- Initiate Interlocation Transfer (Concurrent Hire) Template Transaction
- Initiate Interlocation Transfer (Terminate) Template Transaction

For the two template (Involuntary Termination/Full Hire) process where a break in service is required:

WHAT TO DO AFTER

After local approval of the hire transaction, UCPC will review and process the transaction. UCPC will cancel the transaction if it is incorrect (e.g., incorrect Reason Code, etc.) You can check the current Workforce Administration turnaround times on the UCPath Metrics Dashboard - Home.
You can review the status of your transaction on the Transaction Status page, once it has been approved or denied locally; you can also review UCPC comments and clone your transaction from the Smart HR Transaction Status page.
- Job Aid: Template Transactions – Status Pages
- UPK: View Transaction Status - Transaction Status Page
- Requested - Transaction completed local AWE and is awaiting UCPC
- Completed - Transaction was processed by UCPC and committed to UCPath
- Hire/Added - Hire/rehire transaction was processed by UCPC and committed to UCPath
- Cancel – Transaction was canceled by the UCPC
- Denied – Transaction was denied by local approve
- If a transaction has a status of Requested, deleting it on this screen will remove it from the UCPath Center WFA Production queue. Deleted transactions cannot be retrieved and must be re-submitted if deleted in error.

You can review local approver comments on the SS Smart HR Transactions page
- UPK: View Template Transaction Status - SS Smart HR Transactions Page

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.