OVERVIEW

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Smart HR Templates are used to hire employees. The Full Hire Template creates a new Empl Record. The Rehire Template reuses an existing inactive Empl Record. And the Concurrent Hire Template creates an additional new Empl Record. 

When to use

1. Hire a person who is new to UC San Diego using a Full Hire Template
   1. If the employee previously worked at another UC location use the Full Hire Template using their existing UCPath Empl ID and the appropriate Rehire Reason Code.  
2. Rehire an employee who previously worked at UC San Diego using a Rehire Template
   • If the employee previously worked at UC San Diego prior to UCPath conversion use the Full Hire Template with the appropriate Rehire Reason Code.
   • If the previous Empl Records are all in a different position type (i.e. all Staff vs all Academic), use the Full Hire Template with the appropriate Rehire Reason Code (e.g. the employee only has 2 terminated Staff Empl Records and now you need to hire them into an Academic position, use the Full Hire Template with a Rehire Reason Code, this will create a new Empl Record)
   • If the only previous record you see is a Contingent Worker instance, use a Full Hire Template
   • To Rehire Reinstate an employee who was auto-termed or terminated in error see KB0035443 How to Reinstate an Employee Terminated in Error in UCPath 
3. Hire an employee who has another active job at UC San Diego using a Concurrent Hire Template
4. Hire an employee who has another active job at another UC location using a Concurrent Hire Template 

Intended Audience

UCPath transactors

 

BEFORE YOU BEGIN

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Tasks to Complete Before Starting

• Create the position or identify the existing vacant positions you will be hiring into
  • If you are reusing an existing vacant position, make sure you update the fields and position funding to be applicable to the new job
• Review the Person Organizational Summary page for the individual you are hiring to ensure you have a complete understanding of their employee record(s) in UCPath
• Before creating a new Employee ID along with your template transaction, complete the three Search Match searches to ensure the employee has never been assigned a UCPath Employee ID. UPK: Search for People Using Search/Match
  • UCPath Center (UCPC) recommends performing all 3 searches to verify new hire isn’t in system: 
    1. Enter National ID (SSN), click Search
    2. Enter Legal First and/or Last Name with DOB, click Search
    3. Enter Legal First and Last Name, click Search 
• 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.
• Review the 2025 UCPath Production Processing Schedule or 2026 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.
• When adding an additional job(s), coordinate with the HR Contact(s) of the existing active job(s) to align FTE, FLSA and pay frequencies. 
  • The Comments on the template transaction 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, the existing job will need a Job Data Update form submitted to Ask UCPath Center.
  • KB0035430 How to Update Fair Labor Standards Act (FLSA) Status in UCPath
  • Job Aid: Pay Group Assignment, Configuration and Code List - This document provides information on Pay Group assignments, Configuration and Code Lists 
• 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.
• A Student Employee AD Account will be created for each newly hired undergrad/graduate student employee, even if they already have a Student AD Account. For more information on hiring students refer to Blink page: How to Hire Students
• Rehire-Retirees require the completed UBEN1039 form to be attached to the template transaction. 
  • If the employee is rehired <120 days, sick hours may automatically be reinstated. Depending on the employee’s retirement, sick hours may have been converted to retirement service credits and therefore should not be reinstated. It is your responsibility to monitor the leave accruals reinstated after rehire and submit the Accrual & Service Adjustment Request Form to remove the sick hours. 

 Visa Update Requirements: 

• The following changes should be managed in Tracker I-9: NRA to PR or NRA to Citizen – must be documented in section 3 in Tracker I-9, these changes are captured and sent to UCPath automatically.
• The following Tracker changes require a case to UCPath: A status change that does not involve Work Authorization such as PR to Citizen, submit an ASK UCPath Center case to update the status.
• The following Glacier changes require a case to UCPath: Employees with DACA, Refugee, Asylee status will not complete Glacier and must be manually updated in UCPath; the Location must submit an employee visa type via case inquiry
• Tracker I-9 – Blink page with more information on I-9 Tracker
• KBA# How to use the I-9 Tracker Options in UCPath
• Glacier: Tax Withholding for Noncitizens – Blink page with more information on Glacier 

For Best Results

• If you are rehiring an employee and they were not converted in UCPath, please be sure to include their original hire date at UC San Diego or indicate if they were hired at another location. UCPath needs this information to reconcile dates in the system when we rehire an employee and this may prevent them from asking for this information via Job Data Update form in the future.  
• Employees that were converted and not ACTIVE for UC San Diego were automatically given the default address of 300 Lakeside, Oakland, CA 94612. So if you rehire and use that person’s same Empl ID that was created, the hiring template will default in the HOME address of 300 Lakeside, Oakland, CA 94612. It is the responsibility of the Transactor to update this address to the address that matches the hiring paperwork. 
• Some fields can be skipped on the template transaction and entered later on pages such as Person Profile or though a Personal Data Change template transaction. Please note that Person Profile entries cannot be made until the Effective Date of the hire. This means that if you need to update certain fields that are required for access to UCPath, such as the Oath Signature Date, the employee won’t be able to log into UCPath until after you update Person Profile which you can’t do until the start date, at the earliest. It is strongly recommended to complete the template transaction as fully as possible to reduce delays to UCPath access. 
• There are separate templates for Staff vs Academic positions. (E.g. UC_FULL_HIRE vs UC_FULL_HIRE_AC) 
• If you are using a Full Hire Template to rehire an employee who already has a UCPath Employee ID number, enter the Employee ID number in the EMPL ID field 
• 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. 
• Legal First and Legal Last Name fields are required. If the employee provides you with a self-chosen name, enter it in the Name fields below the Legal Name fields. 
• Date of Birth (DOB) is required if the Effective Date of the template is prior to the current date but it is not required if the Effective Date of the template is on or after the current date. DOB can be entered later by submitting a Personal Data Change template transaction. However, DOB is required for an employee to access UCPath. Ensure this information is entered on the record in a timely manner. 
• Highest Education Level can be added/updated on a later date on the Person Profile page 
• Personal/Cell Number and Home Phone Number are required for all new hires. When entering phone numbers for new hires, please follow these steps:  
• Personal/Cell Phone Number: Enter the employee’s personal or cell phone number in the appropriate field. 
• Home Phone Number: Enter the employee’s home phone number in the appropriate field. 
• Note: If the employee only has one phone number that serves as their personal/ cell number and home phone number, enter the same number in both fields. 
• UCPC will cancel template transactions without a personal email (Home/Dormitory/Other). When your transaction does not include a personal email, you MUST include an explanation in the Comments field or UCPC will cancel the transaction. The employee can add their personal email address later in UCPath or you can submit a Personal Data Change template transaction to add it for them. Personal email is how a terminated employee is invited to the Former Employee Portal. 
• When submitting a Rehire or Concurrent Hire template. Determine if you need to enter information into the Person Phone Number and Person Email Address sections of the Personal Data tab and update as needed:  
• The Person Phone Number and Person Email Address sections do not display the employee's existing data. You must enter the information for these sections as necessary. Any new information entered in these sections will override the employee’s existing personal data information.  
• If you have verified on the Modify a Person page that the current Person Phone Number and Person Email are correct, note that in the Comments to help ensure your transaction is not cancelled in error by UCPC. 
• If there is not currently a Person Email on the Modify a Person page and you do not have the employee’s personal email, you MUST include an explanation in the Comments field or UCPC will cancel the transaction. 
• The National ID field is where you enter the new hire’s Social Security Number (SSN). Only enter the correct SSN. If none is available at the time you are entering the transaction, either because the new hire is a Non-Resident Alien (NRA) or you are submitting a future-dated hire, you MUST leave the field blank and explain the omission in the comments. Excluding National ID has downstream impacts on employee’s benefits eligibility and access to UCPath. Transactions with no SSN and no comments will be cancelled by the UCPC. Once the SSN is received, it will need to be updated in UCPath. This will give the employee access to UCPath. SSN can be added later by submitting a Personal Data Change template transaction. Note: if only a single name is available on the Social Security card, enter UNKNOWN in the Legal First Name field. In the Legal Last Name field, enter the available single name. 
• Address: be sure to start the address in the Address 1 field and only use the Address 2 field if there is a secondary information (e.g. apt, suite, box number, etc.). This is the address to which all Payroll and Benefits correspondence is mailed, including paper paychecks. Additionally, this Zip Code impacts benefits. Finally, State is case sensitive and should be entered in all caps. 
• The Oath Signature Date can be entered later on the Person Profile page. Oath Signature Date is required for the employee to access UCPath. 
• Patent Acknowledgement Sign Dt can be added on the Person Profile page or can be completed by the employee in UCPath. 
• Complete the UC External System ID if you are rehiring an employee who has PPS ID; ensure all fields are completed or all fields are blank in order to proceed to the next tab. This information can be entered later on the UC External System ID page. 
• If the employee already has a profile in I-9 Tracker, you must enter that Profile ID number into the Tracker Profile ID field on the Smart HR template, to prevent a duplicate Tracker Profile from being created. For more information review Job Aid: How to use the I-9 Tracker Options in UCPath. KBA# How to use the I-9 Tracker Options in UCPath 
• The Initiator Comments are only visible to your local approver. The Comments field is visible to UCPC. Use the Comments field to enter specific details or an explanation regarding the transaction for UCPC. For example, this field can be used to enter data about a contract pay transaction, such as contract begin date and contract end date. You could also 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 Comments are referenced by UCPC WFA Production to assist with the processing of the transaction. 
• After you enter the Position Number and press Tab; the position-related fields will automatically populate and cannot be updated on the template. If you need to update any of the position data fields you will need to use Position Management for vacant positions or PayPath for filled positions. 
• The Review Type and Next Review Date fields are not required; we will not be using these fields at UC San Diego. 
• 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. 
• The Compensation Frequency field populates based on Job Code. 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. KB0035430 How to Update Fair Labor Standards Act (FLSA) Status in UCPath 
• 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. 
• For represented staff, use the fields on this page to enter data related to the employee’s prior work experience. Having this information is helpful in determining new compensation rates for the new hire. Information entered here is copied to the UC Employee Experience page after the template transaction is fully processed. 
• When rehiring an employee using an existing inactive Empl Record you will need to select an Empl Record from the drop-down menu on the Select Action page. If the employee has only one inactive employee record within your business unit, then that number is defaulted. If the employee has more than one inactive employee record within your business unit, then the lowest number defaults. If needed, select the record on which to add the rehire action. 

ACADEMIC CONSIDERATIONS 

• 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 Plan (General Campus Compensation Plan) and Health Science Compensation Plan Quick References. KBA# Negotiated Salary Program (NSP). 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. 
• Complete the JPM Degrees section. A new system mandate requires this section to be completed for all individuals being hired into academic titles. You will receive an error message if you try to save and submit the template without filling out this section.  
• Enter the Effective Date as the date of hire date  
• Enter the Year Acquired as the year the degree was awarded  
• Complete the remaining fields with the appropriate values 
• Link to KBA How to hire a faculty administrator KB0035508 
• Link to KBA How to Hire a Unit 18 Lecturer with a concurrent staff or academic job KB0035518 
• Link to KBA How to hire a professor of practice KB0035520 

POSTDOC CONSIDERATIONS 

• For postdocs, use the fields in the Employee Experience section to enter data related to the employee’s prior work experience. Having this information is helpful in determining new compensation rates for the employee who is being hired. The information entered in the Employee Experience section is copied to the employee’s UC Employee Experience page after the template is fully processed.
• 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. 
• Please see the KBA:How to Enter an Accrual Adjustment Job Aid for actions via Manage Accruals.  

 

STEPS TO TAKE IN UCPATH

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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: 

• Initiate Full Hire Template Transaction (Staff) – To view a simulation with step-by-step instructions on full hire template transaction for a staff employee 
• Initiate Full Hire Template Transaction (Acad) – To view a simulation with step-by-step instructions on full hire template transaction for an academic employee
• Initiate Full Hire Contract Pay Template Transaction (Acad) – To view a simulation with step-by-step instructions on full hire template transaction for an academic employee with prorated contract pay
• Initiate Rehire Template Transaction (Staff) – To view a simulation with step-by-step instructions on rehire template transaction for a staff employee
• Initiate Rehire Template Transaction (Acad) – To view a simulation with step-by-step instructions on rehire template transaction for an academic employee
• Initiate Concurrent Hire Template Transaction (Staff) – To view a simulation with step-by-step instructions on concurrent hire template transaction for a staff employee
• Initiate Concurrent Hire Template Transaction (Acad) – To view a simulation with step-by-step instructions on concurrent hire template transaction for an academic employee
• Clone Template Transaction – To view a simulation with step-by-step instructions on cloning a template transaction that was denied by local approver or cancelled by UCPC 

 

WHAT TO DO AFTER

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• The UCPath Payroll Processing Calendar deadline for template transactions is the Employee Data Change Deadline. Review the Payroll Processing Schedule and Job Aid: Review the Payroll Processing Schedule to ensure you understand deadlines.
• 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. 
• If the transaction indicates the need for a new Employee ID, the Employee ID will not be available until after UCPC processes the template transaction. 
• 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

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