How to Process Academic Hire Transactions

KBA: How to Process Hire, Rehire, and Concurrent Hires in UCPath

UPK: Initiate Full Hire Contract Pay Template Transaction (Acad)

Pre-Process

• Appointment approvals in all academic series must be formally processed (academic file approval, offer acceptance, etc.) before UCPath entry. Ensure appropriate appointment protocols are followed before payroll processing.
• The Person Organization Summary screen requires consultation when considering offers of appointment, before offer letters are issued, to ensure employee effort will not exceed 100%.
• For appointees concurrently employed at multiple campuses, MLA/OTP forms require formal approval before UCPath.
• If Tracker onboarding is processed before UCPath, the Tracker Profile ID (not the I-9 ID) must be entered into the hire/re-hire template transaction to keep onboarding aligned.

Overview

• For graduate student employment, guidance on academic employment policy, along with payroll data entry guidelines, is available on the Graduate Education & Postdoctoral Affairs (GEPA) for Campus Partners Collab space. These two pages, Graduate Student Employment and UCPath for Graduate Student Employment, provide comprehensive information, including policies, procedures, collected best practices, step-by-step how-to articles, and important updates to support campus partners in managing graduate student academic appointments.

• Unusual Circumstances: Please note: Hires involving Contract Pay can only be used for work authorization/visa-related issues for a number of downstream reasons. Contact Academic Personnel before processing for additional guidance.

• Unusual Circumstances: Postdoctoral scholar effective dates cannot have overlap with tenure-track appointments in UCPath.  See How to Process Postdoctoral Scholar Actions for more details on these related appointments.

 Professor of Practice appointments are unique to the UC San Diego campus.  See guidance below for UCPath entry.

1. Create the position using the appropriate Adjunct Professor job code and BYA salary plan.
2. Add funding for the position.
3. In Job Data, enter Academic Duration of Appointment if required; there is a 6-year maximum
4. Leave the Step field blank
5. Enter UCANNL in the Comp Rate Code field.
6. Enter the employee’s total annual salary in the Comp Rate field
   Note: For Professors of Practice who are appointed on non-salaried basis, use UCWOS for
   the comp rate code. Compensation Frequency will default based on the Job Code
7. Enter Expected Job End Date and check the End Job Automatically checkbox.
8. After UCPC processes the template transaction, you can review the status of your transaction on the Transaction Status page.