Frequently Asked Questions - Position Management

Position Management

When should the "N - I-9 integration not required" HR Worksite be used?

In the rare situation that a position number is needed for a contingent worker (CWR), and an I-9 is not required, the HR Worksite field in Position needs to be “N – I-9 integration not required”.  The “N” worksite must be in place prior to hire, otherwise, an I-9 may improperly be triggered and emailed to the employee to complete.
If the position has already been created with the incorrect HR Worksite field, a Position Update Form should be submitted via a case inquiry to the UCPath Center to request the worksite update in position because the HR Worksite cannot be updated via PayPath.

If you have a contingent worker “A” who supervises another contingent worker “B”, but contingent worker “B” does not need to submit a timesheet in CalTime, does contingent worker “A” still need to have a position number?

Position numbers are only assigned to contingent workers who need to sign off on the time of an employee they supervise. If a contingent worker "A" supervises another continent worker "B," there is no CalTime involved, so therefore no need for a position number. If a contingent worker "A" supervises an employee "B", who enters time into CalTime that then needs to be approved, the contingent worker "A" will need a position number.

Can an incumbent employee and the replacement (new hire) employee occupy the same Position number during a training overlap period [over-allocated position]?

While the UCPath system allows the overallocation of the position, we strongly recommend against it. 

Instead, you should have two separate positions ...

  • one for the outgoing and
  • one for the incoming incumbent


... to ensure there are no negative downstream consequences in UCPath or in other downstream/upstream systems, like CalTime and the UC Learning Center.

Overallocation Best Practice:

  • do not over-allocate positions whenever possible
  • do not over-allocate represented or supervisor positions

Overallocation Downstream Consequences: There are downstream consequences of over-allocating positions:

  • impacts CalTime, UC Learning Center, Achieve Together (e.g., downstream systems aren't designed to have one employee reporting to two or more supervisors)
  • impacts job data for all employees in the overallocated positions
  • potential GL issues might be observed with over-allocating a position

Is there an option for mass inactivate position?

Course: Position Control

No, there is no way to inactivate multiple positions at once at the Location level.

What is the process if hours are distributed to the wrong chartstring(s)?

A chartstring will be referred to as “FAU” (Full Accounting Unit) in the new system.  If hours were distributed to the wrong FAU (a.k.a. Chartstring), the department should initiate a Direct Retro transaction to move the expenses to the correct FAU(s).

Do staff have the ability to view the dates that employees are on leave?

Yes. Designated employees within each department have Inquiry access in UCPath to view employee data – including leave information. Additionally, they can access UCPath data through UCPath reports.