Frequently Asked Questions - PayPath: Filled Position & Job Data Updates

Yes, there is a PayPath Actions STAFF and PayPath Actions ACAD page which allows you to search by the PayPath transaction ID (transaction ID starts with “P#”, or you can alternatively search for the transaction ID history by searching Empl ID to pull up a list of PayPath transactions submitted on that Empl ID.

In Job Data, there is a ‘Include History’ button that you must click to view historical rows in Job Data. By default, UCPath does not enable ‘Include History’.

This is an (optional) field. It doesn’t impact benefits or payroll AT ALL.

One use case would be if you wanted to list a Visa End Date here (note that is already captured in a Visa page in UCPath by the information the employee puts into Glacier).

The info on this field can be found in 2 Cognos Reports.  Report #1 - R-103 Jobs with Approaching End Dates - the "Loc Use End Date" is on the report (Column O) 2 columns to the right of the "Expected Job End Date" column (Column M) . Report #2 - R-384 Escalation/Reminder of Approaching Job End Dates - the "Loc Use End Date" is on the report (Column O) - but a bit farther away from the "Expected Job End Date" column (Column E)

These are optional fields created on the UC Job Data section for a location’s use-preference. 

Essentially, you can use the field to report date-related tracking for a particular business need. The dropdown options on the Location Use Type are configured to be used for location reporting, however there are no downstream business impacts for the location use type (outside of reporting — i.e., this does not impact benefits or pay).

UCPath sends locations a Retro Results Report that details which records created a retropayment trigger upon completion of each payroll cycle. Review this report to confirm retro was automatically created. If UCPath did not automatically trigger the retro report, then you will need to submit a Payroll Request for off-cycle pay (if applicable) to pay the employee the retro earnings due.

For more information about the Retro Results Report, explore the Video: Retro Results Report Overview: The UCPath Center walks through the Retro Results Report and the Retro Discrepancy Form, explaining what they are, why they matter, and how to use them effectively.

Yes, retroactive compensation rate changes (i.e., changes inserted into the history of a job record or are effective prior to the current pay period) will trigger the retro module in UCPath and generate the retroactive payment on the next on-cycle payroll automatically.

No, unlike retro compensation changes inserted in Job Data, you must take active steps to generate payment. A Payroll Request needs to be submitted by the Payroll Specialist supporting Payroll for that employee’s department/unit.

Staff: Partial Year Career employees are typically placed on a Short Work Break (SWB) with one of the appropriate Reason Codes based on the length of the SWB:

Reason Codes:

• P09 - Partial Year Career - 9 Months

• P10 - Partial Year Career - 10 Months

• P11 - Partial Year Career - 11 Months

The “furlough” represents the period of time over the Summer period when the employee is not working (and is placed on a SWB).

These titles should not be placed on SWB during the period they are not teaching, instead their FTE should be dropped to 0% while they are not lecturing.

For example, if an academic only teaches during the Fall, they should be dropped to 0% FTE from 01/01 through 07/31 and then their FTE increased again on 08/01.

Job Data historical rows are visible by clicking the ‘Include History’ button in Job Data. Forms are just a front end for adding transactions because UCPath is not currently allowing edit access to parts of the UCPATH system.

Active Service Modified Duties (ASMD) is used for tracking modified service by an academic appointee when the employee has substantial responsibility for a newborn child or adoptee.

This transaction is entered using PayPath (not in the Absence Management module) using:

• Action Code: DTA

• Reason Code: 

• ASM - Active Service Modified Duties

• ASR - Return from ASMD

Please see the Job Aid: PayPath Transactions – Action Codes, Reason Codes, and Descriptions (Academic) for more information.

There is no change in Payroll Status when an academic is placed on ASMD — is it simply a row added to Job Data which drives Academic Personnel UCPath reporting.