HR Templates

Job Aids & Resources | Smart HR Templates

Access step-by-step guides, checklists, resources, and reference materials related to Smart HR Templates.

For employees transferring between departments, does the receiving department initiate the transfer?

Yes, the receiving department should initiate the transfer.

Training Options & Requirements | Smart HR Templates

Find available training courses, eligibility requirements, and details on what’s required for UCPath access.

Can the template be edited in any way by the initiator or the approved after it was submitted to UCPath?

No. If there is an error in the transaction, your approver should deny it. Once denied, you can find the transaction on the Smart HR Transaction Status page and clone it to make corrections and resubmit.

If an initiator submits a transaction and realizes there was an error, what should the user do to prevent the transaction from being processed?

If a template has been initiated, but not approved, it cannot be edited by the initiator OR approver. The approver should deny the template and have the initiator submit a new template.

If the template has been approved by your approver, you’ll need to ask UCPath Center to cancel it. An inquiry should be submitted referencing the transaction ID with a request to cancel.

What about Retirees participating in the UC Berkeley Retiree Program?

The UC Berkeley Retirement Center has a process to enter POI (Person of Interest) records for those Retirees who participate in the UC Berkeley Staff Retiree program

Note: The Staff Retiree program is a separate program/relationship – that is not a retiree coming back to perform work (for wages) on a limited basis as a “rehired retiree” employee.

Do I need to submit a new transaction in UCPath to place an employee in a rehire retiree appointment or a recall appointment (for academics)?

If a department wishes to bring the retiree back onto active status in UCPath, a new template would need to be submitted (e.g., rehire retiree appointment, recall appointment, emeritus appointment).

If you need to understand more about Rehired Retiree benefits eligibility and hiring processes, explore:

UCPC eCourse Benefits Eligibility for...

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

Only one retirement template is required. Downstream, 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.

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?

Example, UCB wishes to pay an exempt reader and tutor as biweekly hourly (1BH) and the second position is a graduate student instructor. Could we pay the GSI position as biweekly salaried (1BE)?

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

How do I update personal data (e.g., name, email, phone number, etc) for a Contingent Worker (CWR)?

Submit a Personal Data Change Template in the Smart HR Transactions module in UCPath.

Personal Data Change Template: allows transactors to adjust personal data for employees and contingent workers (CWR). Personal Data Change POI Template: allows transactors to adjust personal data for Person of Interests (POI).