Work Location Reporting Requirement for Represented Employees

Overview

The University has a legal obligation to provide accurate, timely information about the physical work location and contact information of represented employees to their respective unions. For more information on the laws or Berkeley Policy around Work Location, please review the Employee and Labor Relations AB-119 & SB-270 webpage (also referred to as Government Code 3558).

Work Location 

UCPath’s approach to this requirement is to use the Work Location. Work location is a combination of:

  • The physical Position location—down to the Building/Address, and Floor number as the location code.

  • Additional information specific to the employee in the position - such as suite number or cubicle. This is recorded in the cubicle field in the employee's Job Data. 

Please review the information below for more details on how Work Location is determined for various employee situations such as remote work, graduate students, lecturers, and more.

Position record:

Screenshot of UCPath

Job record on the Work Location tab:

Screenshot of UCPath

For questions on entering Work Location data into UCPath, please reach out to the Berkeley UCPath Ops team at ucbucpath@berkeley.edu with questions. 

Business Phones

Business phones are entered into People Cards by the employee or supervisor and will be available and visible in UCPath the next day. 

People Cards:

Example of People Card reading "Neil Gaiman BUS SYS ANL 4" and a phone number.

UCPath Modify a Person:

Updating a person's phone information in UCPath.

If you have any questions or need assistance updating your information in People Cards, please contact the Portal support team at regional-portal-support@berkeley.edu

FAQs

Location Code FAQs

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What needs to be included in an employee's Work Location?

Location Code + Suite or Cubicle Field (if applicable) = Work Location
UCPath has additional fields to augment the Location Code data with more specific information that can include the room or suite number and cubicle—if applicable.

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.

If the Location Code on the incumbent's Position is incorrect (Building/Address and/or Floor are wrong), the Position...

Do all employees have to have a Work Location?

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.

What if an employee works from Multiple Locations?

If they work in several places for the same job (i.e., Position #) then use the location code that corresponds to where they work most often.

Graduate student (GSI/GSR/GSE): the departmental administrative office should be used as their work location unless they work in a specific lab. Lecturer: The departmental administrative office should be listed as their work location unless they have an office. Grounds/Facilities: If the employee doesn't have a specific location where they regularly work, use the location code where they work...

What if the employee's location changes frequently?

When an employee's location changes, a PayPath transaction needs to be entered to update their location in the system with the corrected location, suite, and cubicle as applicable.

What is the Department Default Location Code?

Each Department has a default Location Code associated with it. The default Location Code should correspond to the administrative or mailing address of the Department.

When a new Position is created, and the Department ID is entered, the Location Code will auto-populate with the Department's default Location Code.

This Code can be changed on the Position record to correspond to a code that more accurately reflects the location of the incumbent in that Position. This change can be entered on Position through Position Control, Paypath, or Mass Paypath. The cubicle field must be...

How to update Location Codes (add a new location code/ modify location code/update department default)?

Please use this 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...

Are there any limitations to update the "cubicle" field using a Mass PayPath file?

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.

What if people are working remotely?

If an employee is working remotely three or more days each week, select from the following location codes:

Telecommunite / 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...

What about multi-headcount positions?

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

Furthermore, 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.

Are there reports we can run to see current employee location information?

CalAnswers:

A Position Location Report is available in Cal Answers which combines the complete set of Location table information and the Cubicle field.

It is available under Workforce Detail > Position Management.

Cognos:

A Cognos Report, “R-272 Employee Roster” shows Location Code and Location Description, but doesn't have the cubicle...

Business Phone FAQs

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Do all employees need a business phone number in People Cards/UCPath?

While adding business phone numbers in People Cards is strongly encouraged for all employees, it is required for represented employees in order for the University to be compliant with the requirements set forth in Government Code §3558 (enacted by AB-119 and amended by SB-270).

Do students, contingent workers or affiliates, or non-represented employees need to have their business phone numbers added to People Cards?

For non-represented employees, student workers, contingent workers, or affiliates, adding a business phone number is strongly encouraged but not required.

How do I update my business phone number in UCPath?

To update your business phone number, please follow these steps:

Log in to your People Cards profile: https://portal.berkeley.edu/people

Click the pencil icon near your business phone number to edit.

Enter your updated business phone number using a 10-digit format (xxx-xxx-xxxx). Please no international phone numbers

Save your changes.

What if an employee does not have an assigned desk phone or business phone number?

For represented employees who don’t have an assigned desk phone or business phone number, use the phone number where they work most often or "check-in." If they use their personal phone for work, that number must be provided as their business phone. If none of the above apply, use the phone number of the department’s administrative office. For those who choose not to use personal phones for work, assign a VoIP number, such as Avaya Workplace VoIP, accessible via desktop or mobile app...

What if my employee changes locations and business phones frequently?

If a represented employee's location and business phone number change frequently, the employee or manager must update their phone number in People Cards to ensure the most current information is captured in UCPath for Union Reporting. For represented employees who don’t have an assigned desk phone or business phone number, use the phone number where they work most often or "check-in." If they use their personal phone for work, that number must be provided as their business phone. If none of the above apply, use the phone number of the department’s administrative office. For...

Who will be able to view these numbers? If I add my number, will everyone see it?

Business phone numbers entered into People Cards will be sent to UCPath and be visible to you, your manager, and HR transactors on campus and at the UCPath Center. Your personal phone number should be included as a business phone number if you use it for business purposes.

Can a business phone number be a virtual phone sent to email?

Employees assigned a virtual phone (Voice over Internet Protocol (VoIP) such as Avaya Workplace VoIP) may include that as their business phone number.

Can we direct our employees to list their cell phone number as a contact?

If a represented employee uses a personal phone or mobile phone for work purposes, that number is considered their business phone number and must be provided to avoid fines.

I’ve updated my phone number in People Cards. When will I see it updated in UCPath?

Phone numbers added to People Cards will be available and visible in UCPath the next day.

Will my business phone in UCPath be displayed in the Campus Directory?

No. Employees must enter their phone number separately in the Campus Directory if they want it to be publicly displayed.

If I add a business phone in the Campus Directory will it update UCPath or People Cards?

No. Business Phones added to the Campus Directory do not get sent to UCPath or People Cards. In order to ensure compliance, business phones need to be added to People Cards which feed to UCPath overnight. Employees who want their business phone displayed in the Campus Directory must add it there separately.

Can an international number be added?

No, international phone numbers can not be added as business phone numbers.

Please see the AB-119 & SB-270 webpage for more information on Berkeley Employee Contact Information and Work Location policy. For additional questions about the Berkeley Work Location policy, contact ELR