Frequently Asked Questions - Work Location

Work Location = Location Code (Position Data) + Suite or Cubicle Field (Job Data)

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.

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

11893 - Telecommute / 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.

If they work in several places for the same job (i.e., Position Number), use the location code that corresponds to where they work most often. See below for additional guidance.

• Graduate student (GSI/GSR/GSE): Unless they work in a specific laboratory, use the location code representing the Department’s administrative office. If they work in a specific laboratory, use that location code.

• Lecturer: Unless they have an assigned office, use the location code representing the Department’s administrative office. If they have an assigned office, use that location code.

• Grounds/Facilities: If they don’t have a regular work location, use the location code representing where they work most often or where the employee clocks-in/checks-in. Otherwise, use the Department’s administrative office.

The Berkeley UCPath Operations Team maintains a list of Active Location Codes.

Yes.

CalAnswers:

• A Position Location Report is available in Cal Answers, which includes Location code, Cubicle field, and Business Phone.
• It is available under Workforce Detail > Position Management.

Cognos:

• A Cognos Report, “R-272 Employee Roster” shows Location Code and Location Description, Cubicle field, and Business Phone.

For filled positions, this update can be made through a PayPath or Mass PayPath transaction.

• To update a Location code, this is done on the Position Data tab.
  • Reason: MCD - Update Mail/Location Code.
• To update the Cubicle, this is done on the Job Data tab.
  • Action: DTA – Data Change
  • Reason: CRS – Cubicle/Room/Suite Changes
  • Use the following format: RM#### CB####, where “RM” indicates the Room and “CB” indicates the Cubicle. If, and only if, an employee does not have an assigned room and/or cubicle, "N/A" should be entered.

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 complete the UCPath Location Review - New Location Needed Google 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 UCPath Location Review - New Location Needed Google Form to request the creation of a new location code.
• The Berkeley UCPath Ops Team will submit the request to UCPath Center and 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 ensure it's correct.
• If the default location for your department needs to be changed,please complete the UCPath Location Review - New Location Needed Google Form to request the update.
• The Berkeley UCPath Ops Team will submit changes to UCPath Center to update the Location Code associated with your department, then confirm with the submitter once the changes have been made in UCPath.

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.