Template Transactions Part 1 - UCSB · Course Review Workforce Administration Human Resources &...

UCPath Workforce Administration

Critical Concepts & Resources

Human Resources, Administrative Services Division

Rev. 04/07/2020

Template Transactions Part 1

UCPath

Position ControlIntroductions & LogisticsUCPath SystemOverviewNew PositionsUpdate Positions Course Review

Template TransactionsIntroductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehireTransfersTerminationRetirement

The PersonTransaction StatusCloning a TransactionCourse Review

PayPath TransactionsIntroductions & LogisticsOverviewPosition Data Changes

Job Data ChangesAdditional payCourse Review

Workforce Administration

Human Resources & Academic PersonnelRevised 4/07/2020

About this Course

Template Transactions 1

Good Morning!

• Introductions, Class Etiquette, Safety

• Critical Concept Training / Resources

• Questions & Parking Lot

• Learners have a variety of experience

o Academic and/or Staff focused

o Long-time employee

o New to campus

2

UCPath








Today’s Course Agenda

3

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The UCPath System

Working with UCPath

Template Transactions Overview

Full Hire

Transaction Status

Cloning a Transaction

Course Review

UCPath








Coming Soon!TAM: Talent Acquisition Manager

for Non-Academic Staff (Non-Students)

4

TAM, a module in UCPath, will be replacing

OACIS as the system of record for job

recruitments and applicant-tracking for

staff (non-students) on June 1, 2020.

As TAM is fully integrated with UCPath, it

replaces the Template-Based Hire process

with a new process called Prepare for Hire

which requires no AWE.

• Academic and student hires will

continue to use the Template-Based

Hire process.

• Through its delivered integration and

Prepare for Hire process, TAM streamlines data entry for a staff (non-

student) hire and interfaces the

request directly to UCPC.

TAM Hiring Managers will receive

training on the new Prepare for Hire

process on 4/29 and 4/30.

TAM is designed to process hiring

scenarios for non-academic staff

(non-students):

• New Hire – First record in

UCPath

• Rehire – Reactivating a

past UCPath job record

• On-Campus Transfer – New

position number on job

record

• Add Concurrent Hire –

Add a new job record to

active employee

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A New System, A New Process

The UCPath System

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UCPath








UCPath Key Terms

6


Who’s Who

Communication

UCPath System

UCPC

The UCPath Center in Riverside fulfills the entire UC system’s UCPath needs

AP Position Administrator

Local team at UCSB, managing UCSB’s academic personnel needs

Central HR Position Administrator

Local HR/WFA team at UCSB, managing UCSB’s non-academic staff needs

UCPC Inquiry/Case

Request corrections to history, submit Job Data /Position Update forms (UC-wide)

Academic Personnel ([email protected])

On-campus help line for questions regarding AP workforce issues in UCPath

HR ServiceNow (Staff only)

On-campus customer-service system for staff-related workforce issues in UCPath

Component: • A specific functional work area within the UCPath system

Tab: • One of several pages in a component

Effective Date: • The date an action or status takes effect

Action Date: • The date an action is created, regardless of effective date

Approval: • Dept. confirms details and approves action

Fulfillment: • UCPath action to complete requested transactions

mailto:[email protected]

UCPath








Types of UCPath Transactions

7

• Position Requests - Use the Position Request Control Form for:

❑ Requesting a new position

❑ Updating a vacant position

❑ Requesting / updating a multi-head count position

• Smart HR Templates are for employee onboarding, and

offboarding: - Use Smart HR Templates for:

❑ Hiring

❑ Rehiring

❑ Intra-business Unit Transfers (within campus)

❑ Inter-business Unit Transfers (between campuses)

❑ Termination

❑ Retirement

• PayPath is for employee maintenance – Use PayPath for:

❑ Position Updates (filled positions only)

❑ Job Data Updates

❑ Additional Pay (Stipends, etc.)

Workforce Administration from a central HR perspective

Working with UCPath


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UCPath








HR Units + UCPath System

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WFA

EmpComp

HR Units plus the UCPath System

Manage

• Compensation

• Position Administration

• Recruitment

• Hiring

• Problem Solving

• Functional User Training

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STAFF ONLY

UCPath








10

Use UCPath Dashboard to Access Components

UCPath








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Smart HR Template TransactionsNavigation

PeopleSoft > Workforce

Administration > Smart HR Template >

Smart HR Transaction

UCPath








12

Smart HR Template TransactionsPage

PeopleSoft > Workforce Administration > Smart

HR Template > Smart HR Transaction

UCPath








Why Hiring Templates?

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The hiring template gathers all

the information UCPath Center

(UCPC) needs to assign an

employee ID and place an

incumbent into a Job…all in

one place.

FYI: Some fields on the Hiring Template

auto-populate based

on the Position Number


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UCPath


Template TransactionsIntroductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehire

TransfersTerminationRetirementThe PersonTransaction StatusCloning a TransactionCourse Review

PayPath Transactions

Introductions & LogisticsUCPath SystemPosition Overview Data ChangesJob Data ChangesAdditional payCourse Review


Human Resources & Academic Personnel

OVERVIEW

Revised 4/07/2020

UCPath Workflow Process

15

Position Control(WFA)

Funding Entry(BFS)

Template Transactions

(WFA)

PayPath(WFA)

Additional Pay(BFS)

Budget Distribution

(Budget)

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UCPath








OVERVIEW

Revised 4/07/2020

Transactions Processed Using Templates

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UCPath








OVERVIEW

Revised 4/07/2020

Smart HR Template Transactions

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Template transactions are initiated

through the UCPath component

“Smart HR Transactions”

Templates provide the fields necessary to

complete the transaction all in one place

Navigation: PeopleSoft Menu >

Workforce Administration > Smart HR

Template > Smart HR Transactions

UCPath








OVERVIEW

Revised 4/07/2020

Available Records & Templates

18

1. Access to templates is determined by the Initiator’s security level.

2. Access to specific records is determined by:

A. Template selected

B. Employee ID and Record Number entered

Access UC System wide Records

• Full Hire

• Concurrent Hire

• Add Contingent

Worker w/Position

• Add Contingent

Worker w/out Position

Access UCSB Campus Records

• Rehire

• Intra-location Transfer

• Renew Contingent

Worker

Access Department

Records

• Voluntary

Termination

• Involuntary

Termination

• Retirement

• Personal Data

All InitiatorsAll UCSB

Initiators

Dept.-Specific

Initiators

UCPath








OVERVIEW

Revised 4/07/2020

Approval Workflow Engine (AWE)

19

AWE is the UCPath functionality that

routes transactions

for review and

approval.

The AWE Process varies

based on if the template

is submitted for a Staff

or Academic employee

UCPath








OVERVIEW

Revised 4/07/2020

Departments Initiate & ApproveStaff, Staff Student & ASE


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Fulfilled by

UCPC

AWE

UCPath








OVERVIEW

Revised 4/07/2020

Two-step Approval for Non-student Academic


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Fulfilled by

UCPC

AWE


Contact Information / Help & Resources

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UCPath








OVERVIEW

Revised 4/07/2020

UCSB UCPath Page: Job Aids

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https://www.ucpath.ucsb.edu/functional-

user-support/functional-user-resources

https://www.ucpath.ucsb.edu/functional-user-support/functional-user-resources

Before the Hiring Template

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UCPath








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Start Here

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STAFF Walk the (UC)PathStaff Transactions

Wait for Approval at

each step before

proceeding !

UCPath








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Start Here

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ACADEMIC Walk the (UC)PathAcademic Transactions

UCPath








Use Person Org Summary to Determine the Correct Template

27

Always review Person Org

Summary to confirm an

employee’s current relationship

to the UC and therefore the

CORRECT HIRING TEMPLATE.

Review:

❑ HR status

❑ Payroll status

❑ Primary job assignment

❑ Other current job assignment details

Navigation: PeopleSoft Menu >

Workforce Administration > Personal

Information > Person Organizational

Summary

* Quick TipKeep an

eye out for

duplicate

names

UCPath








Person Org Summary Information

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1. Person Org Summary allows you to view job

assignment information for all employee records

across all UC campuses.

2. Person Org Summary displays current employee

information for all organizational relationships.

✓ Employee✓ Contingent Worker (CWR)

✓ Person of Interest (POI)

Historical or future-dated employment details are available in other components … more on that later!

CWRs do not have an

employer /employee

relationship with the University

and are paid by a 3rd party.

Staff Example: Apple One

temp.

NOTE:

An employee may have more than one organizational relationship.

✓ Example: An employee at UCSB who is also a CWR at UCLA.

✓ Example: A staff student employee who is also a TA

UCPath








Person Org Summary Navigation

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Navigation: PeopleSoft Menu > Workforce

Administration > Personal Information > Person

Organizational Summary

UCPath








Person Org Summary Page

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Navigation: PeopleSoft Menu > Workforce

Administration > Personal Information > Person

Organizational Summary

Search

Criteria

UCPath








Find Relevant Data on Person Org Summary

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If there is more than

one row of data, click

the View All link to see all current information.

Full Hire Template

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+ =

UCPath








Academic & Student Situations Using Full Hire Template

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UCPath








Template Transactions STAFF Process

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UCPath








Template Transactions ACADEMIC Process

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UCPath








Full Hire Template

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The full hire template transaction creates a record for an employee receiving compensation through UCPath Payroll processing.

* Separate hire templates are available for academic and for staff full hires.

AVAILABLE TEMPLATES*

UCPath








Template Transaction Page

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Use Select Template to look up the template for the transaction

you need to initiate.

Note: • UCSB does not use the

Transaction Type field

• Your Transactions in Progress

are listed below

UCPath








Populate Select Template, enter the Effective Date, and click the Create Transaction button. (Effective date drives the entire system)

Initiate a Smart HR Transaction

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Navigation: PeopleSoft Menu > Workforce Administration > Smart HR Template > Smart HR Transactions

If effective date is incorrect:

A) Cancel your transaction and Start again … or …

B) Submit a Job Data update form to UCPC.

UCPath








Full Hire Transaction Details

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Enter the Job Effective Date (hire date) and the Reason Code.

NOTE:

• Job Effective Date (hire date) and Reason Code are important entry points for the employee’s record and have many downstream effects.

• If you are uncertain which

Reason Code to use ask:

• HR ServiceNow

• [email protected]

• In the Address Format field,

accept the default of United

States or change to Global, if

applicable.

• Fields marked with * are

required fields and must contain

a value before continuing to the

next page

UCPath








Full Hire Reason Codes

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STAFF Full Hire

Reason CodesACADEMIC Full Hire

Reason Codes

NOTE: “With Prior UC Affiliation“ refers to former Contract, BYA, or CWR

only. It does not refer to those who previously worked as a UCSB employee

UCPath








Enter Transaction Information

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• Enter the details for the hire on each tab.

• Typically neither Staff nor Academic transactions

enter data onto the Earns Dist (exception:

Academic Summer Salary), Addl Pay, and

Employee Experience tabs.

• Whether data is entered or not, you must navigate

through each tab before the Save and Submit

button is available.

When complete, click the Save and Submit button to submit the template for review and approval.

UCPath








I-9 information on Personal Data Tab

42

As you progress through the template

transaction, on the bottom of the personal

data tab you will see the Tracker Profile ID field.

1. Email type should be “HOME”

2. Leave Tracker Profile ID = BLANK. This field auto-populates once tracker is done

3. Leave Remote I-9 Section 2 = UNCHECKED (notify BFS through BFS ServiceNow if remote I9 needed, because employee will not be working on campus)

4. COMMENTS field is where you communicate with UCPath. Notes are available for audit

5. Initiator comments field is where initiators communicate with Approvers regarding the transaction. These notes also stay with the record and are available for audit

1.

2. 3.

4.

5.

UCPath








Populating Personal Information

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Employees enter / maintain the following fields via “guided onboarding” pages in UCPath self -service

❑ Gender

❑ Military Status

❑ Ethnic Group

UCPath populates (hidden) Gender field in Modify a Person page with “Unknown” during hiring activities. This value remains until employees updates in self service.

UCPath








Move through the Job Data Tab

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After the Position Number is entered, many of the other fields default and are view-only.

• For staff, the Employee Classification field does not default and must be manually entered.

• For academic personnel, the Employee Classification field defaults and is view-only.

UCPath








Verify Template Defaults on Job Data Tab

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If any auto-populated fields are incorrect, cancel the

template transaction, submit a Position Control Request to

make the change on the Position, and

initiate the Template again

You cannot proceed and correct later.

If a change is needed STOP and

CANCEL transaction.

UCPath








Job Codes and BYA

46

Job Codes are entered on the Job Data Tab

FYI: Job Codes that

do not have an

established Salary

Plan and Grade are

commonly By

Agreement (BYA).

Tab through the

compensation field

so it is left blank.

The Job Code determines the

Salary Admin Plan and Salary Grade on the Job Data

Tab

UCPath








Steps and Compensation

47Rev. 7/24/209

✓ It the Job Codes has Steps, verify the compensation field

auto-populated correctly. Typically represented or

academic positions.

✓ If the Job code does not have steps enter the compensation

fields manually.

✓ Salary Plan = Open Range? No steps.

UCPath








Staff Compensation Fields

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• Comp Rate Codes are used to define each component of the employee's base salary.

• Compensation Rate is the amount paid at the compensation frequency.

In the Job Compensation - Payroll

Currency and Frequency section the

Compensation Frequency field defines

how the total compensation is actually

paid out to the employee per

paycheck.

• For example, Monthly or Hourly.

• This field defaults from the job code.

In the Job Compensation - Pay

Components section the Compensation

Frequency field defines how the quoted

compensation amount is presented:

• M = Monthly Pay Schedule

• H = Hourly Pay Schedule

UCPath








Earns Dist Tab

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Earns Dist and Additional Pay

NOT entered on staff Full Hire Template.

LEAVE ALL FIELDS EMPTY on these two tabs

Additional Pay Tab

UCPath








Employee ExperienceTab

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UCPath








Without Salary

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Some Academic employees do not receive

compensation from UC. These employees should

have a comp rate of UCWOS (without salary). This

places them in a pay group that ensures payroll is not

processed for them.

** Keep your ducks in a row!

• WOS comp rate code prohibits ALL pay

• WOS is used only for Academics

• Applies to all hiring templates: full/rehire/concurrent

UCPath








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• Exempt employees = UCANNL- First Comp Frequency field under Pay Components will be ‘A’ - Second comp frequency field under Payroll Currency and Frequency will default from the job code.

Upon selecting

COMP RATE

CODE, the

Compensation

Frequency

fields auto-

populate.

• Nonexempt employees = UCHRLY

(both Comp Frequency fields will be H)

• Off Scale academic employees = UCOFF1 • Hourly Off Scale Academic employees = UCOFFHRLY• NOTE: Most academic appointments have an off-scale amount. This

amount is manually entered.

Academic Compensation Fields

UCPath








Expected Job End Date Staff

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• Enter the date the job ends in the Expected Job End Datefield for Contract (1), Limited (4), Casual/Restricted (5), CWR

(13), and Rehired Retiree (15) staff employees

• Non-Academic employees

in class 1, 4, 5, 13, and 15

are automatically

terminated in UCPath on the

expected job end date.

• Departments monitor expected job end dates

and, if needed, update/extend the expected

job end date (in PayPath Actions) to ensure termination occurs only as intended.

NOTE:

Failing to enter an end

date for employee class 1,

4, 5, 13 or 15 may result in

the employee continuing

to be paid after the

expected job end date,

and possibly becoming

eligible for benefits,

including vacation and

sick, which is charged to

the department.

UCPath








Expected Job End Date Academic

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For Academic templates, the End Job

Automatically check box appears next to the

Expected Job End Date field.

Select the check box to automatically

terminate the employee on the Expected

Job End Date.

If the check box is not selected, the

employee is not automatically terminated;

pay continues other UC-related access may

be affected (parking, benefits, systems, etc.)


Help and Resources Contact Information

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UCPath









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UCPath








Full Hire Scenario

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I am hiring a new Student Assistant, Jane

Doe.

Go to the Job Aid

1. Where do I check if Jane has a UCPath

Employee ID?

2. Which Template do I use for new hire?

3. Who can I contact with questions?

PERSON ORG SUMMARY

FULL HIRE TEMPLATE

SERVICE NOW (HRHELP.UCSB.EDU) staff

or [email protected] if academic


Transaction Status

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UCPath








Which Transaction Status Page?

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Use the following pages to view the status of template transactions.

Use to view the status of template

transactions that completed the AWE on

campus and are being fulfilled by UCPath

Center WFA Production

Transaction Status Page

Use to view Smart HR template transactions

requiring on-campus approval, and their

status in the AWE (on campus)

SS Smart HR Transaction Page

UCPath








SS Smart HR Transactions

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View the template transaction details and

where the transaction is within the AWE

process on campus.

View transactions you submitted along

with all transactions submitted based on

your departmental access level.

Review approvers at each level.

Use SS Smart HR Transaction Page to:

UCPath








SS Smart HR Transaction Details

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Navigation: PeopleSoft Menu > UC Customizations > UC Extensions > SS Smart HR Transactions

Click the name to view template transaction details

Transaction Status

Campus Approvers

To display the specific Campus approver name(s), click the Multiple Approvers link.

UCPath








Transaction Status

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View the Employee ID created for new

hire transactions.

View all transactions for which you have

departmental security access.

Status = Requested, Cancelled,

Complete, or Hired/Added

• View the status of the template as it goes

through the fulfillment queue at UCPC

(WFA Production).

• Track the status of templates after

Campus approval.

Use Transaction Status Page to:

UCPath








Transaction Status Page

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Navigation: PeopleSoft Menu > Workforce Administration > Smart HR Template > Transaction Status

Filter transactions with

Search Criteria.

Start Date From and To

= effective date of the

transaction.

If a transaction is

cancelled, you can

View Comments to see

why it was cancelled,

Do not use the Delete

Selected Transactions

functionality.

Transaction Status values are:

• Requested,

• Completed,

• Hired/Added, and

• Cancel.

UCPath








Template Transaction Status

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1. Which component do I access to see if my

Template Transaction has been approved by

my supervisor?

2. My Template Transaction has been approved

by my supervisor. Now, I want to see if the

UCPath Center has fulfilled it yet. Which

component should I use?

SS SMART TRANSACTION

TRANSACTION STATUS

Cloning Transactions

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UCPath








Cloning a Template

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WFA Production (UCPC) cancels and …o Adds a comment explaining the

cancellation

o Sends an email notification to the

Template Initiator.

Initiator accesses Transaction Status page to …o View status and review comments

o Clone cancelled template.

In some cases, the UCPath Center (UCPC)

Workforce Administration (WFA) Production

may cancel a template transaction.

UCPath








Clone a Template Transaction Status Navigation

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Navigation: PeopleSoft Menu > Workforce Administration >Smart HR Template >Transaction Status

You can clone

transactions that

display a Transaction

Status = Cancel.

View Comments to see

why transaction was

cancelled.

Clone the existing

template onto a new

template, correct and

resubmit.

UCPath








Specific Steps to Clone a Transaction and Update

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1. After reviewing the comments regarding the cancelled transaction (on Transaction Status page), click the ‘clone’ button.

2. Once that is done, return to the Smart HR Transaction menu.

3. The cloned transaction is in the Transaction Progress list. Click on the transaction and make the appropriate updates and resubmit.

Navigation: PeopleSoft Menu > Workforce Administration > Smart HR Template

Course Review

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Template Transactions Part 1

UCPath








Course Review

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Topics Covered…

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The UCPath System

Working with UCPath


Full Hire

Transaction Status

Cloning a Transaction

Course Review

UCPath








Key Take-Aways

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❑ Wait for Approvals: Walk the UCPath and wait for approval at each step before proceeding to the next

❑ Job Description and Position 1:1 Every Job Description is

assigned a unique position and the two must align

❑ Person Org Summary: Always look up the person you are

hiring to determine the correct Template for the transaction

❑ Effective Date: Be thoughtful, Effective Date drives the entire system

❑ Action Reason Code Description: Refer to the Template

Transactions – Action Reason Codes and Descriptions job aid

for a list of all the templates, associated Reason Codes, and a

description

❑ Ask for Help if You Have a Question: Know where your help

resources are and if you are uncertain … ASK!

For Academic Personnel: [email protected]

For Staff Employees: https://ucsb.service-now.com/hr


https://ucsb.service-now.com/hr

UCPath








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Start Here

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STAFF Walk the (UC)PathStaff Transactions

Wait for Approval at

each step before

proceeding !

UCPath








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Start Here

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ACADEMIC Walk the (UC)PathAcademic Transactions

UCPath








Who has answers? Staff Transactions

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Help and Resources Contact Information

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UCPath








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UCPath








Parking Lot

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• Review parking lot

o Have all questions been answered during our class?

o Are there any new questions to add to the list?


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Academic Personnel Contacts:[email protected]

• Tamara Berton

• Monique Chaidez

Staff Contacts:UCSB.service-now.com/hr• Amy Arnold

• Sarah Soto

• Edna Arrellano / Karen Reynolds-Moreno

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Template Transactions Part 1 - UCSB · Course Review Workforce Administration Human Resources &...

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Transcript of Template Transactions Part 1 - UCSB · Course Review Workforce Administration Human Resources &...