Frequently Asked Questions - HR Templates

If a template has been initiated, but not approved, it cannot be edited by the initiator OR approver. The approver should deny the template and have the initiator submit a new template.

If the template has been approved by your approver, you’ll need to ask UCPath Center to cancel it. An inquiry should be submitted referencing the transaction ID with a request to cancel.

Submit a Personal Data Change Template in the Smart HR Transactions module in UCPath. 

• Personal Data Change Template: allows transactors to adjust personal data for employees and contingent workers (CWR).
• Personal Data Change POI Template: allows transactors to adjust personal data for Person of Interests (POI).

UCOP’s web application firewall is flagging and blocking your document or text. If you receive this error, please email UCBUCPath@berkeley.edu, providing the following information: 

• Screenshot of error message, including the Support ID number (located at the bottom of the pop-up)

• A copy of the document you were trying to upload, or a copy of the text added to the text field

• The page you were on when the error message appeared

UCB UCPath Operations team will report this to UCOP IT, who will evaluate the text or document and make adjustments to the firewall settings to allow the text/document.  UCOP IT will inform UCB UCPath Ops that you can try again.  (warning: this might take a few days) 

Image description: This example screenshot includes all the necessary information needed to report this error. Included in this screenshot is the employee’s browser window, with the page they were on when the error message fired (the “Add Employee Relationship” page), the add document popup window, and the error message text:

“UCPathApplicationError

There was an issue with the information you entered.

How to fix it:

• Please double-check your entry and try again

• Avoid using special characters like quotation marks, symbols or backslashes, as they can sometimes cause errors

If you copied and pasted information into the form, hidden characters may have been included. For the best results, try typing the information directly into the form

What happens next:

When you close this message, you'll return to the previous page. Depending on where the error occurred, you might need to re-enter some or all of your information and restart the task. We understand this can be frustrating, and we appreciate your patience.

Need help?

If the issue continues, please reach out to your local helpdesk and provide the following Support ID for faster assistance: 0l3c4f7d-63198-4fg3-01b5-3de4320c3b68”

Yes, FTEs can exceed for combined student jobs with one GSI appointments due to Academic Overlap.

For cases where a Grad Student appointment (Tutor) needs to add a student assistant appointment, this does not qualify for Academic Overlap.

When there is a record on Short Work Break (SWB) and a concurrent hire is added,

• FLSA Statuses must match (e.g., both Exempt, or both Non-Exempt).

• Pay Cycle must match (e.g., both Monthly, or both Biweekly).

• Pay Groups can be different (e.g., 1B7 and 1BH) among active jobs; however, Pay Cycle must align (i.e., Monthly or Biweekly).

Note: It is permissible to go over 1.0 FTE if one (or more) of the appointments is on SWB. However, if the SWB job is returned to active Payroll status, then this must be rectified.

International Numbers can be added or updated in UCPath by UC Berkeley Transactors or the employee: 

Transactors: 

• Submit a Personal Data Template.

• Add a request in the comments section to add/update the international phone number.

Employees: 

• Personal Information > Contact Details.

• Select the plus button under Phone.

• Select Type:

• Home

• Mobile - Work

• Work - Other Location

• Enter the International Phone Number.

Select the Save button.

Generally, No.

Generally, MLAs are not required if the only other active Empl record at the other BU is a Contingent Worker instance. 

Exception:  Student Volunteers (i.e., note-takers in Job Code 009920) must still have an MLA form attached to the Smart HR Template transaction

For more information on the policies and procedures around MLAs, please reference these pages:

• Staff MLA

• Academic MLA

Enter a full rehire, concurrent hire or use another inactive record within the same region (do not use a transfer) to transfer an ASE or GSR.

An MLA form is required to be attached to the Smart HR Template transaction even if the position at the other location is on short work break. 

For more information on the policies and procedures around MLAs, please reference these pages:

• Staff MLA

• Academic MLA

It is not necessary to return an employee from a LOA in order to process a termination. However, if the employee is on an unpaid leave of absence and needs to be paid out, then the employee must be returned to active status to be paid. If the employee is on a paid LOA, then it is not necessary to return the employee to process final pay.

Example, UCB wishes to pay an exempt reader and tutor as biweekly hourly (1BH) and the second position is a graduate student instructor. Could we pay the GSI position as biweekly salaried (1BE)?

Yes, as long as FLSA and Pay Cycle (e.g., MO or BW) is aligned on all active jobs, then the compensation can differ among those active jobs (e.g., one job pays hourly while another job pays a set salary rate).

Only one retirement template  is required. Downstream, UCPath Center will end all active jobs as of the effective date of the retirement. Retirement transactions also kick-off downstream processes to UCRP to make that employee eligible for UCRP benefits.

If a department wishes to bring the retiree back onto active status in UCPath, a new template would need to be submitted (e.g., rehire retiree appointment, recall appointment, emeritus appointment).

If you need to understand more about Rehired Retiree benefits eligibility and hiring processes, explore:

• UCPC eCourse Benefits Eligibility for Rehired Retirees

• UCPC Rehired Retiree Benefits Eligibility Decision Tree

 The UC Berkeley Retirement Center has a process to enter POI (Person of Interest) records for those Retirees who participate in the UC Berkeley Staff Retiree program

Note: The Staff Retiree program is a separate program/relationship – that is not a retiree coming back to perform work (for wages) on a limited basis as a “rehired retiree” employee.

No. If there is an error in the transaction, your approver should deny it. Once denied, you can find the transaction on the Smart HR Transaction Status page and clone it to make corrections and resubmit.