Work Location

Work Location Requirement in UCPath

UCPath’s approach to Government Code 3558, formerly referred to as AB-119 and SB-270, is to use the Work Location. Work location is a combination of:

  • Position Data: Location code, which defines a physical location down to the Building/Address and Floor.

  • Job Data: Cubicle field, which defines the specific room, cubicle, or suite.

How do I update an employee's Location and Cubicle in UCPath?

Work Location FAQs

Work Location Examples in UCPath

Review the screenshots below for examples of Location and Cubicle in UCPath.

Position Data:

Position Data on the Description Tab, the Location field about 19 clickable elements down the page.

Position Data, Description Tab: Location is 11858 (Minor Hall-F03).

Job Data:

Job Data page on the UC Job Data Tab with the Cubicle: RM S545.

UC Job Data Tab: Cubicle is RM S545.

For questions on entering Work Location data into UCPath, please reach out to the Berkeley UCPath Ops team at ucbucpath@berkeley.edu(link sends e-mail) with questions. 

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Work Location FAQs

For more policy-related FAQs visit Employee and Labor Relations' California Government Code § 3558 webpage. For additional questions about the Berkeley Work Location policy, contact ELR.

  1. Do all employees have to have a Work Location?
  2. What about multi-headcount positions?
  3. What if people are working remotely?
  4. What if an employee works from Multiple Locations?
  5. What needs to be included in an employee's Work Location?
  6. Are there reports we can run to see current employee location information?
  7. How do I update an employee's Location and Cubicle in UCPath?
  8. Where can I see a list of active Location Codes in UCPath?
  9. What is the Department Default Location Code?
  10. The Location Code in the active list needs to be updated - what do I do?
  11. How do I add a new Location Code or update a Department's default Location code?
  12. Are there any limitations to updating the "cubicle" field using a Mass PayPath file?

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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.

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What about multi-headcount positions?

  • 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.

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 What if people are working remotely?

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.

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What if an employee works from Multiple Locations?

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.

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What needs to be included in an employee's 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.

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

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:

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

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How do I update an employee's Location and Cubicle in UCPath?

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.

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Are there any limitations to updating 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.

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Where can I see a list of active Location Codes in UCPath?

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

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What is the Department Default Location Code?

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.

Updating/Changing Location and/or Cubicle:

  • 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 for vacant positions, and Paypath or Mass Paypath for filled positions.
  • The cubicle field must be entered in Job Data through the Smart HR Template or PayPath.

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The Location Code in the active list needs to be updated - what do I do?

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.

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How do I add a new 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.

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