Position Management

(Vacant) Position Management - Training & Resources

What is Position Management about?

The Position Control module in UCPath is essential for creating, maintaining, and updating vacant position data. Position data forms the backbone of UCPath operations, influencing job creation, employee assignments, and organizational structure. Positions are essential to the function of many other parts of UCPath.

The Position Management training equips Initiators and Approvers with the knowledge and hands-on experience necessary to confidently create, update, and manage vacant positions in UCPath. This training...

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.

CalPath Connect - April 2022

April 4, 2022
Light Green Header Image With Text Highlights from this Newsletter Final Pay process updating to reduce time required to issue final pay PayPath transactions that trigger Retro Pay need to be entered and approved by the "Employee Data Change" deadline Resolved: Incorrect Benefits...

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.

What are the timing constraints around direct retros? After we make a direct retro, do we need to wait until the next accounting period to verify that changes were made correctly?

Direct Retros occur in UCPath as soon as the transaction is submitted and processed in the nightly batch process. Completed direct retros will be fed to the General Ledger.

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).

Can an incumbent employee and the replacement (new hire) employee occupy the same Position number during a training overlap period?

When hiring the replacement, use the same Position number. It is not necessary to update the Max Headcount on Position for this transitional overlap if it is for a limited period of time. The Position can be overallocated during the transition period, and will revert back to full once the original incumbent terminates.

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.

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.

Top 3 Search Phrases and Keywords - June 2022

July 5, 2022
Top 3 Search Phrases: "Position Number" More information on position numbers can be found in the slide deck for the UCPath: Position Management/Position Control class. This can be found on the Training Page in the Position Management section. Simulations are also available on the...