OVERVIEW

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The Reports To field in UCPath is used to keep track of the supervisor for the position. Reports To is Position Data. Reports To updates should always be done in Position Management, whether the position is vacant or filled. 

When to use

• Update the supervisor in the Reports To field on a vacant position 
• Update the supervisor in the Reports To field on a filled position
• Update the supervisor display name in the Reports To field of a filled position

Intended Audience

UCPath transactors

 

BEFORE YOU BEGIN

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Tasks to Complete Before Starting

• Identify the position you want to update and note the Position Number. 
• Identify the Position Number of the Supervisor that you will be updating or correcting in the Reports To field. 
• Review the Action Reason Code Job Aids to identify the appropriate Reason Code for this Position Data update:
  • PayPath Action and Reason Codes (Staff) 
  • PayPath Action and Reason Codes (Academic) 

For Best Results

• To update a position, you must add a new effective-dated row by clicking the Add New Row (+) button.
• The Effective Date field defaults to the current date. If you are updating a filled position, DO NOT CHANGE THIS DATE. If you modify the Effective Date, the supervisor update will not get updated in Ecotime.
  • If you modify the Effective Date, any future-dated rows that exist at that time could be wiped out.  
  • Retro dated updates would need to be submitted to UCPath Center via ASK UCPath inquiry along with a Position Data Update Form 
• Specific Information Tab 
  • On the right side of the screen, make sure that the Update Incumbents box is checked. If it is not selected, you will need to click it to ensure that the change pushes down to Job Data. This is required for a “Reports To” change on a filled position. 
• We have identified a potential defect when clicking on the Supporting Documents tab prior to saving the Position record. If this tab is selected prior to the save, the associated Job record is not being updated appropriately. Since there are currently no system requirements for supporting documentation, you can avoid hitting that tab until after the save. Once this bug is fix, we will modify this document to once again allow the user to select this tab prior to the save 

 

STEPS TO TAKE IN UCPATH

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• Position Administrator: Update Position Information – use this UPK for system steps to update the Reports To on a position. 

 

WHAT TO DO AFTER

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• Position Management does not go through approval routing, as soon as you submit the entry it is committed to the system. Managers will see the direct report information updated the next calendar day after the ‘Reports To’ has been updated 
• Verify in Job Data that a row was added to Job Data with your “Reports To” information. You will notice the Position Management Record Box will be checked. This indicates the change occurred in Position Management and was brought down to Job Data because the Update Incumbents box was checked.  
• If there are future dated rows, please review all information to ensure there were not any negative impacts. If you notice a discrepancy you may need to update via PayPath or submit an ASK UCPath inquiry with a Position Data Update form. 

 

IF YOU NEED ASSISTANCE

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