Pre-Process
- Appointment approvals in all academic series must be formally approved and accepted before UCPath entry.
- When an employee works at multiple UC campuses, the Person Organization Summary screen must be checked for relevant home campus employment and the other department/s must be collaborated with before new offer letters are issued to ensure total effort will not exceed 100%.
- For appointees concurrently employed at another UC campus, MLA/OTP forms must be processed for formal approval from both campuses before processing UCPath.
- MLA forms may be processed for no more than 1 year at a time.
- When we are the host campus, collaboration with the other campus department and updated OTP/MLA forms must be processed each year to extend any previous/current appointment.
- The Person Organization Summary screen should also be checked before any hire transaction is processed to confirm whether the appointee already has a UC Employee ID.
- 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.
- 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.
Professor of Practice appointments are not Adjunct Professor appointments but use the Adjunct Professor job codes. See guidance below for UCPath entry.
- Create the position using the appropriate Adjunct Professor job code and BYA salary plan.
- Add funding for the position.
- In Job Data, enter Academic Duration of Appointment if required; there is a 6-year maximum
- Leave the Step field blank
- Enter UCANNL in the Comp Rate Code field.
- 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
- Enter Expected Job End Date and check the End Job Automatically checkbox.
- After UCPC processes the template transaction, you can review the status of your transaction on the Transaction Status page.
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.