OVERVIEW

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Position Management is used to create new positions and update position data for existing vacant positions. For filled positions, use PayPath to update position data (except Reports To or position data fields that are unavailable in PayPath). 

When to use

• Create a new position using Position Management 
• Copy an existing position using Position Management 
• Freeze/Inactivate a position using Position Management 
• Update an existing vacant position using Position Management 
• Update an existing filled position using PayPath, except:
  • Reports To updates use Position Management (see KBA: How to Update Supervisor (Reports To field) in UCPath) 
  • Fields that are unavailable in PayPath (e.g. Special Training Codes) use Position Management

Intended Audience

UCPath transactors

 

BEFORE YOU BEGIN

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Tasks to Complete Before Starting

Tasks to Complete Before Starting

• If you are trying to copy or update an existing position, identify the position you want to copy or update and note the Position Number.  
• Review Job Aid: Special Training Codes for more information on Special Training Codes.
  • The Special Training Code of “S” is used in UCPath to assign the Supervisor/Faculty version of the eCourse to additional positions requiring this training due to job responsibilities, regardless of not being designated as faculty or supervisor. If an employee has none of the assigned Job Codes or the “S” code – they receive an assignment for the Staff version of the training. Please ensure that positions which incorporate the following responsibilities have an “S” entered in the UCPath Special Training Code field: Supervision of Student Workers, Interaction with Student-Athletes, Student Advising, Academic or Student Life Advising, Service as Work Leader. Faculty/supervisors receive the training assignment via their Job Code; all others who perform the above responsibilities should be assigned through the Special Training Code of “S”. Please Note: A designation of “S” in this field is not an indicator of training completion; it indicates that any incumbent occupying this position is required to complete the training. The code is specific to the position, not to the person occupying it. 
• Review KBA: Employee Relations Codes for more information on the Employee Relation Codes
• 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

• If you are trying to “freeze” or inactivate a position, use Reason Code: INA – Position Inactivated, Position Status: Frozen and Status: Inactive; to reactivate a frozen position use Reason Code: POC – Position Only Change, Position Status: Approved and Status: Active. 
• In both Position Management and PayPath, the Effective Date will default to today’s date; update it to the effective date of the position, which should be prior to the anticipated hire date. 
• The Effective Date of the position determines the configured Salary Admin Plan options in UCPath. Therefore, 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. If you expect the hire date to fall on the effective date of a salary scale change, use the hire date as the position effective date. 
• When submitting a position change via Position Management, pay is NOT automatically updated for salary step or range-based employees and a corresponding pay rate change is required to align compensation with new job attributes.
  • If a pay change is to accompany a position update, two rows should be included in the PayPath transaction: a row for the position update on the position tab and a row for the pay change, on the job data tab. This can be done by inserting a second row in the PayPath transaction. The pay rate change row should include an appropriate action reason for the pay rate change. 
• There is no data entry required on the Budget and Incumbents tab; and no system requirement for supporting documentation to be uploaded to the Supporting Documents tab 
• Update Incumbents checkbox
  • Do not check the box when create a position or making an update to a vacant position – you will receive an error message 
  • There are a few cases where you may need to use the Add/Update Position Info page to make an update to a filled position (e.g., change Union Code, etc.). If you are using the Add/Update Position Info page to make an update to a filled position, you should check the Update Incumbents checkbox as part of your update transaction. This will ensure the employee’s Job Data is updated, as well.  
  • If you are using the Add/Update Position Info page to make an update to Salary Plan and/or Grade for a filled position, you will want to check the Include Salary Plan/Grade checkbox as part of that update transaction, as well. An update to Salary Plan or Grade for a filled position will almost always be made in PayPath (not on the Add/Update Position Info page) 

ACADEMIC CONSIDERATIONS: 

• For most long-term academic positions, there is no 1:1 replacement of academic positions like there is for staff. For example, a full professor or researcher who resigns is not necessarily replaced in the same department at the same rank and on the same funding. This is why we generally recommend that new positions be created for academics. With ranked titles (e.g. Professor, Researcher, Project Scientist, etc.), especially, it is unlikely that the next person will come in at the same job code, grade, etc., so it is generally safer to just create a new position and set it up correctly for the new hire. It is also important to remember that funding stays with the position and would have to be changed if the new employee is paid from different funds than the previous incumbent.
• However, for Summer Session instructors or graduate student employees whose job title and funding will likely be the same, you may reuse positions if it is warranted. If the same person will transition in and out of that position (e.g. Lecturer in Summer Session, TA, etc.), then it makes sense to reuse the position (e.g. rehire the person back into that same position). You can also reuse positions for new appointees if the job code, grade, and funding are not changing or you are willing to update all of the required data. 
• Please use common sense when deciding to reuse a position. There have been many cases where departments have reused a position for a new employee, forgot, and then used that position again for the person that it was initially created for. That can easily happen if the original appointee is on a Short Work Break (SWB). Only one employee may be assigned to a position at a given time. Resolving these unintended overlaps requires additional work for local staff and UCPC. 

WORK-STUDY CONSIDERATIONS: 

• There are three fields that are important in setting up work study positions; they are Job Code, Pool ID, and Effective Date. Job Code and Pool ID are position data specific fields.
• The Casual-Restricted Job Codes below should be used for Work Study positions: 

Job Code	Student Title
4921	STDT 2
4920	STDT 3
4944	Student Residence Hall
4919	STDT 4
4930	Student Clinical
4942	Student Researcher
4938	Student Peer Counselor
4946	Student Residence Hall Lead
4932	STDT EVENTS
4934	STDT IT
4928	Student Artist or Performer
4940	Student Recreation

• Identify the appropriate Position Pool ID: 
  • Campus will always use Pool ID = F = Federal 50% 
  • Only Financial Aid Office can make decision to use Pool ID = U = University 50% 
  • Only Student Employment Office and Educational Studies can make decision to use Pool ID = L = Math/Reading Tutors 100% 
• Identify the appropriate Effective Date: 
  • Effective date defaults to today’s date for position changes, be sure to review and update this field 
  • For work study, the Effective Date of the position must be equal or prior to first day of the pay period in which the Work Study split will be applied to earnings 
• To update a vacant Non-Work Study position to a Work Study Position, use Position Management and Reason Code: JRL (Job Reclassification Lateral) 
• To update a filled position from non-work study to work study, use PayPath and Reason Code: JRL (Job Reclassification Lateral). 
• Changing the work study Job Code when a student's award is exhausted is NOT required or recommended. 

 

STEPS TO TAKE IN UCPATH

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• Position Administrator: Add New Position – For step by step guidance on how to add a new position in UCPath 
• Position Administrator: Copy Existing Position – For step by step guidance on how to add a new position by copying an existing position in UCPath
• Position Administrator: Update Position Information – For step by step guidance on how to update position information
• View Position Information – For step by step instructions on how to view position data for a specific position in UCPath
• View Position History – For step by step instructions on how to view position history details for a specific position in UCPath
• View Vacant Budgeted Positions – For step by step guidance on how to view vacant budgeted positions in your department
• Initiate Position Data Change PayPath Transaction (Staff/Acad) – For step by step guidance on how to enter a position data change in PayPath
• Initiate Position Data Change PayPath Transaction (Staff FTE Change) – For step-by-step guidance on how to enter a position data change in PayPath
• Initiate Position Data Change PayPath Transaction (Staff Promotion) – For step-by-step guidance on how to enter a position data change in PayPath

 

WHAT TO DO AFTER

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• All positions need to have funding set up before the first paycheck is issued, or the payroll expenses will be charged to the department default. For guidance on setting up position funding refer to KBA: add link to the funding KBA that will live in Services & Support. 
• Position Management does not go through approval routing, as soon as you submit the entry it is committed to the system. 
• Pay Path transactions go through approval routing. The Payroll Processing Calendar deadline for PayPath transactions is the Stop Processing PayPath & Position Mngt(5:00 PM) Deadline. The transaction must be approved by this deadline to be processed with the current pay cycle. Once the transaction has been approved locally, you can review the updated information on the Position Data tab in PayPath. No new PayPath transactions on this employee record can be submitted until the current transaction has been approved or denied.

 

IF YOU NEED ASSISTANCE

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