HR Templates

I need to hire a former UC employee who previously worked at another campus. Which template should I use?

If the employee has no active jobs and does not have a Berkeley record, use the full hire template (UC_FULL_HIRE or UC_FULL_HIRE_AC). At the start of that transaction, enter their existing employee ID.

An employee takes on a second, limited position each summer. They have done this at least one year before. Which template should I use for the hire?

If the employee has taken on a second position like this in a previous year, that previous empl record is likely available for re-use. In this case, use the Rehire template so that you can reuse that previous empl record.

I need to hire a former UC employee into a staff position. Their previous jobs where academic. What template should I use?

If the employee has no active jobs and no staff empl records, use the full hire template (UC_FULL_HIRE). At the start of that transaction, enter their existing employee ID.

The same would apply for rehiring a former staff employee into an academic position. In this case you would use the UC_FUL_HIRE_AC template.

I need to rehire an employee who last worked here prior to UCPath (2019). What template should I use?

If the former employee does not have a UCPath employee ID, use the full hire template (UC_FULL_HIRE, UC_FULL_HIRE_AC). This will create a UCPath employee ID for them. When entering the Action Reason, select the relevant Rehire action reason.

An employee is being hired into two positions at the same time. What template(s) should I use?

For the first hire, use a full hire template (UC_FULL_HIRE or UC_FULL_HIRE_AC). Wait for that transaction to be processed. Once their employee ID is generated, process the second hire as a concurrent hire (UC_CONC_HIRE or UC_CONC_HIRE_AC).

An employee is transferring from an academic position to a staff position. What template should I use?

Academic empl records cannot be used for staff positions (and vice versa), so you cannot use the transfer template. Instead, submit a concurrent hire (UC_CONC_HIRE) template for the new position, and then a termination template (UC_VOL_TERM) for their former position. Both templates should use the same effective date to avoid either a dual employment situation or a break in service.

An employee is transferring from a staff position to an academic position. What template should I use?

Staff empl records cannot be used for academic positions (and vice versa), so you cannot use the transfer template. Instead, submit a concurrent hire (UC_CONC_HIRE_AC) template for the new position, and then a termination template (UC_VOL_TERM) for their former position. Both templates should use the same effective date to avoid either a dual employment situation or a break in service.

What happens when an employee is retiring and has multiple active jobs?

Only one retirement template is required. 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.

Note: To start a final pay transaction, either all active paying jobs need to be terminated, or have a termination or retirement template submitted and approved. If only one template is submitted by the location, you will need to wait for UCPath to process the retirement on the other records before final...

Can an employee with multiple jobs be paid as salaried on one job and hourly on another job as long as the paygroup is the same FLSA and same pay frequency?

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

For example, UCB wishes to pay an exempt reader as biweekly hourly (1BH), and the second position is a graduate student instructor that pays a set monthly salary. As long as the appointments have FLSA and Pay Cycle alignment, this is acceptable

Does an employee on a leave of absence (LOA) need to be returned from LOA before a termination can be processed on their UCPath appointment?

In some cases, 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.