Frequently Asked Questions - Location Code

CalAnswers:

A Position Location Report is available in Cal Answers which combines the complete set of Location table information and the Cubicle field.

It is available under Workforce Detail > Position Management.

Cognos:

A Cognos Report, “R-272 Employee Roster” shows Location Code and Location Description, but doesn't have the cubicle field.

Using multi-headcount positions in the UCPath System is strongly discouraged.

Furthermore, represented employees can't be in multi-headcount positions due to the reporting implications when sending data from UCPath to the unions.

If the employee is unrepresented, cubicle and room/suite information can be differentiated in each employee's job data; however, the location information on the position (building & floor) has to be the same for all incumbents, otherwise, split into separate positions and update each accordingly.

If an employee is working remotely three or more days each week, select from the following location codes:

Telecommunite / WFH 3+ Days

• In this situation, the employee works on campus a few days each week but works from home more often than they work on campus

100%Remote

• Employee works remotely 100% and is never expected to work or set foot on UC property

If the employee is working from home less than 50%, and therefore is on campus more than they work remotely, then select the location where they will be working on campus as their primary work location.

The “cubicle” field on the mass hire template allows 15 characters (similar to the other hire templates) but does not allow spaces, hyphens, or other special characters.

For more information on Mass PayPath files, please review the PayPath section on the Berkeley UCPath Training Page.

Please use this form to request a new location code, modify a location code, or update a department's default location code. 

Requesting a New Location Code

If you cannot find a Location Code that corresponds to a Building/Address and Floor used by represented employees in your Department, please complete the form above to request the creation of a new location code, and the Berkeley UCPath Ops Team will submit the request to UCPath Center. The Ops team will notify the submitter once the new code is available for use on Positions.

Update a Department's Default Location Code

Department representatives should review their Departmental Default Location to make sure it is correct.

Departmental Default Locations
If the default location for your department needs to be changed, please click the link above and complete the form.

The Berkeley UCPath Ops Team will submit changes to UCPath Center to update the Location Code associated with your department. The Ops team will confirm with the submitter once the changes have been carried out in UCPath.

Each Department has a default Location Code associated with it. The default Location Code should correspond to the administrative or mailing address of the Department.

When a new Position is created, and the Department ID is entered, the Location Code will auto-populate with the Department's default Location Code.

This Code can be changed on the Position record to correspond to a code that more accurately reflects the location of the incumbent in that Position. This change can be entered on Position through Position Control, Paypath, or Mass Paypath. The cubicle field must be entered in Job Data through the Smart HR Template or PayPath.

When an employee's location changes, a PayPath transaction needs to be entered to update their location in the system with the corrected location, suite, and cubicle as applicable. 

If they work in several places for the same job (i.e., Position #) then use the location code that corresponds to where they work most often.

• Graduate student (GSI/GSR/GSE): the departmental administrative office should be used as their work location unless they work in a specific lab. 
• Lecturer: The departmental administrative office should be listed as their work location unless they have an office. 
• Grounds/Facilities: If the employee doesn't have a specific location where they regularly work, use the location code where they work most often or where the employee "checks in." Otherwise, use the Departmental Default location. 

The Location Code is a required field on all Positions in UCPath. Each position's department has a default location code (where their main office is located) but this can be overridden as needed so it reflects the position's true work location in UCPath. 

Location Code + Suite or Cubicle Field (if applicable) = Work Location
UCPath has additional fields to augment the Location Code data with more specific information that can include the room or suite number and cubicle—if applicable.

The University reports the work location of represented employees to unions based on a combination of the Location Code on their Position record, and the data entered in the Cubicle field on the Job record.

If the Location Code on the incumbent's Position is incorrect (Building/Address and/or Floor are wrong), the Position will need to be updated with the correct Location Code. Review this list of location codes to verify or update an employee's Location Code data.

Location Code Table

If the cubicle field needs to be updated to indicate the correct cubicle, room, or suite number, it can be added through the Smart HR Templates or PayPath on Job data.

The Cubicle field is 15 characters long. When entering room or cubicle number, use the structure: RM #### CB ####