Generally, you will use PayPath to make updates to Position Data and Job Data for filled positions. In PayPath you will see separate tabs for Position Data and Job Data. Position Data fields will be on the Position tab and Job Data fields will be on the Job Data tab.
There are certain circumstances where you will need to use the Add/Update Position Info page in Position Management to update Position Data for filled positions, such as Report To changes or fields not available in PayPath like Special Training Codes.
PayPath can only be used for active employees. If an employee has been terminated from their position, you will not be able to make updates to that job using PayPath.
Use PayPath to update Position Data and Job Data for filled positions. Do not update the “Reports To” field in PayPath. If you are entering future dated rows and then make a “Reports To” change and back date it -that change will wipe out all your future dated entries. To update the “Reports To” Field on Filled Positions, see KBA: How to Update Supervisor (Reports to Field) in UCPath.
The Position & Job Data Update Form must be submitted if effective sequencing can't be used to make the correction on the most current effective-dated row or a correction to Job Data is needed (e.g. Hire Effective Date incorrect).
The UCRS Job History Update form must be submitted to make a pay-impacting update to Job Data that is prior to Conversion. Only use this form in conjunction with retro pay. You will still need to do a PayPath Job Data update if the change should apply to post-conversion dates. Finally, do not use this form for pre-conversion FTE changes, use the Position& Job Data Update Form instead.
The Position & Job Data Update Form and the UCRS Job History Update Form are available to download under the Transactor Hub menu on UCPath and must be submitted via ASK UCPath case to UCPath Center.
UCPath Transactor
Position and Job Data rows can be reviewed on the Workforce Job Summary page in UCPath. It is a best practice to review Workforce Job Summary:
It is especially important to review your updates if they are historic to most current Position and Job Data rows. PayPath will allow the use of Effective Dates that are prior to the current row and should cascade that update “forward” to all existing rows with a later Effective Date. However, we recommend confirming the cascade forward. Enter the transaction and review Workforce Job Summary. If needed, submit an update form to update your future-dated row(s).
Review existing data in Job Data, Person Org Summary or Workforce Job Summary to understand how your update might impact the existing rows.
Review the Action Reason Code Job Aids to identify the appropriate Reason Code for your updates:
The Effective Date is the most important data element to use correctly in UCPath. Outside of hiring, future dated transactions could cause negative impacts. When a transaction is future dated, once this date hits it will supersede the previous entry and could reverse any changes you have made in the interim. When processing transactions please be mindful how far in the future you set the effective date as situations could change and may perhaps require UCPC assistance if a correction to the future dated records is needed. Review the KBA: Using Effective Dates in UCPath, if needed, for guidance on effective dates.
Effective Date Rule for Position Data: Only one position data update can be submitted on any single Effective Date. To make an additional change on an Effective Date that has already been used, submit the Position Update form.
Effective Date Rule for Job Data: A single Effective Date can be used for multiple, separate updates. Updates with the same Effective Date are saved in the order in which they are entered. These are Effective Sequences.
Effective Date Rules for both Position Data and Job Data in PayPath:
Many automated processes run to derive new statuses from newly updated Position Data and Job Data. Example: each night a process runs to detect Job Data changes that would impact benefits eligibility. If a change has been made that changes their benefit eligibility, the system automatically inserts a row of Job Data to update the employee’s benefit eligibility.
If the employee is changing classifications you may need to update Expected Job End Date. Review KBA: Employee Classification and Job End Dates for more information on when an Expected Job End Date may be required. Career jobs should not have an Expected Job End Date.
If entering multiple updates in a single transaction, the Effective Date must be the same and the updates should be manually entered in the order in which they should occur. Updates with different Effective Dates must be entered as separate transactions.
The Special Training Code is unavailable to be updated through PayPath. If you need to update the Special Training Code you will need to do it in Position Management. See steps on KBA: How to create and manage positions 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:
Initiate Position Data Change PayPath Transaction (Staff/Acad) - For step-by-step guidance on entering a position data change PayPath transaction. This example demonstrates a change in who the position the position reports to but remember we do not use PayPath to update the Reports To field because of downstream impacts to the Timekeeping system.
Initiate Position Data Change PayPath Transaction (Acad Promotion) - For step-by-step guidance on entering a position data change PayPath transaction. This example demonstrates a promotion for an academic employee.
Initiate Position Data Change PayPath Transaction (Staff Promotion) - For step-by-step guidance on entering a position data change PayPath transaction. This example demonstrates a promotion for a staff employee.
Initiate Position Data Change PayPath Transaction (Acad FTE Change) - For step-by-step guidance on entering an FTE position data change PayPath transaction. This example demonstrates a reduction in time FTE change for an academic employee.
Initiate Position Data Change PayPath Transaction (Staff FTE Change) - For step-by-step guidance on entering an FTE position data change PayPath transaction. This example demonstrates a reduction in time FTE change for a staff employee.
Initiate Multi-Row Job Data Change PayPath Transaction (Staff/Acad) - For step-by-step guidance on entering a multi-row job data change PayPath transaction. The steps in this procedure can be used for academic and staff employees.
Initiate Pay Rate Change PayPath Transaction (Acad) - For step-by-step guidance on entering a pay rate change PayPath transaction for an academic employee.
Initiate Pay Rate Change PayPath Transaction (Staff) - For step-by-step guidance on entering a pay rate change PayPath transaction for a staff employee.
Initiate Job Earnings Distribution PayPath Transaction (Acad) - For step-by-step guidance on entering a job earnings distribution (JED) PayPath transaction for an academic employee.
Initiate Job Earnings Distribution PayPath Transaction (Staff) - For step-by-step guidance on entering a job earnings distribution (JED) PayPath transaction for a staff employee.
Initiate Return to Normal (JED) Distribution PayPath Transaction (Staff/Acad) - For step-by-step guidance on entering a return to regular job earnings distribution PayPath transaction. The steps in this procedure can be used for academic or staff employees.
Initiate Position Data + Job Data Change PayPath Transaction (Acad) - For step-by-step guidance on entering a position data change and job data change PayPath transaction. This example demonstrates a promotion and pay rate change for an academic employee.
Initiate Position Data + Job Data Change PayPath Transaction (Acad HSCP) - For step-by-step guidance on entering a position data change and job data change PayPath transaction. This example demonstrates a promotion and pay rate change for an academic HSCP employee.
Initiate Position Data + Job Data Change PayPath Transaction (Staff) - For step-by-step guidance on entering a position data change and job data change PayPath transaction. This example demonstrates a promotion and pay rate change for a staff employee.
Initiate Position Data + Job Data + Additional Pay Change PayPath Transaction (Acad) - For step-by-step guidance on entering a position data change, job data change and an additional pay change PayPath transaction for academic employees.
Initiate Position Data + Job Data + Additional Pay Change PayPath Transaction (Staff) - For step-by-step guidance on entering a position data change, job data change and an additional pay change PayPath transaction for staff employees
Initiate Job Data Change + Additional Pay PayPath Transaction (Acad) - For step-by-step guidance on entering a job data change and an additional pay PayPath transaction for academic employees.
Initiate Job Data Change + Additional Pay PayPath Transaction (Staff) - For step-by-step guidance on entering a job data change and an additional pay PayPath transaction for staff employees.
Initiate Job Data FTE Override PayPath Transaction (Staff/Acad) - For step-by-step guidance on entering a Job Data FTE override PayPath transaction. This action makes the Position FTE and Job Data FTE independent so that the Position FTE does not update Job Data FTE. This example demonstrates a temporary change in Job Data FTE and applies to either staff or academic employees.
Initiate Position Data Change PayPath Transaction (Staff/Acad Dept Transfer) - For step-by-step guidance on entering a position data change PayPath transaction. This example demonstrates updating the department only like in a reorg. The steps in this procedure can be used for academic or staff employees.
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 should review the updated information on the Job Data tab in PayPath.
No new PayPath transactions on this employee record can be submitted until the current transaction has been approved or denied.
When using PayPath to transfer an employee to a different department, even if there is no change in position number or fund source, you are still required to add a new fund entry row for their new department code. Because there is no automatic connection made between their new department and their position number, the funding will not carry forward. Failure to add a new row will cause the funding instead to hit the department default, rather than the correct department fund source. If this happens, you will see an error code of FND in the Program column of the DOPES report.
Retroactive changes to start/end dates or FTE may not automatically update benefits. For benefits to be reevaluated, submit a case to UCPath and contact your VC area benefits rep for escalation.
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.