Pre-Process
- If needed, coordinate with other departments for last day worked in concurrent jobs. Note that when UCPC receives a retirement template transaction, they will retire the employee from all other UC jobs. Also, review the Payroll Processing Calendar to ensure you submit your transaction in time for approval before the Employee Data Change deadline.
- Considerations for 7/1/2026 Retirement For employees wishing to take advantage of any 2026 Cost of Living adjustment (COLA) effective July 1st, by retiring prior to that date. This includes those who qualify for a Retirement Cost of Living adjustment (COLA) and the Inactive COLA, follow the systemwide guidance.
- Note: For all retirements, the Retirement Administration Service Center (RASC) retirement business process and Academic Personnel Manual APM-120 must be followed.
- If retiring employees have questions about Retirement Savings Programs, refer to the Savings Plans (403b/After Tax DC and 457b) Enrollment/Change Effective Dates - 2025 calendar. This calendar is in the Quicklinks menu on UCPath Online under Benefits Resources > Location Users - Administrators > Savings Plans Enrollment/Change Effective Dates (403b/After Tax DC and 457b). Please note that the payroll cutoff for changes for the 403(b) and the 457(b) are very different and employees will need to do more planning if they wish to make changes to 457(b). (Note: The deadline to make changes to June 457(b) contributions is in May).
Due to continuing UCPath enhancements and changes, this information is subject to change.
For the most updated materials, visit the UCPath Help Site for Transactional Users
Use the UC_RETIREMENT template when an employee submits a retirement request. The UC_RETIREMENT template is used for both staff and academic employees.
System Steps
1. Navigate to: PeopleSoft Menu > Workforce Administration > Smart HR Template > Smart HR
Transactions
2. Leave the Transaction Type default of All; click the look up button next to the Select Template field and
select the UC_RETIREMENT
3. Enter the Effective Date; this should be the first day the employee has the status of retired
4. Click the Create Transaction button
5. Enter the Employee ID, or click the look up button to search for the employee by Name or other search
criteria
6. The Employment Record Number defaults to the job to which you have security access; since the
retirement applies to all jobs, there is no need to update this field
7. Confirm the Effective Date is correct
8. The Reason Code defaults to Retirement
9. Click the Continue button
10. The Last Date Worked field defaults to the work day prior to the Effective Date, but you can update it as necessary (e.g., if the Effective Date is a Monday, the Last Date Worked defaults to the previous Friday)
Note: The Last Date Worked should always be earlier than the Effective Date and is the employee’s last
day on pay status.
11. In the Comments, enter notes related to the transaction; these notes will be reviewed by UCPC
12. Click the Supporting Documents link to attach documentation relevant to the retirement, if applicable
Note: Currently, there are no system requirements for supporting documentation
13. Enter Initiator Comments with notes for your local approver, if applicable
14. Click the Save and Submit button
15. The Submit Confirmation page displays; click the OK button
Note: The Add Payroll Request link provides direct access to the Payroll Request page where you can
submit a request for final pay, if applicable (the termination transaction number will be needed)
Next Steps
- The UCPath Payroll Processing Calendar deadline for template transactions is the Employee Data Change Deadline.
- If the transaction must be in effect in the current payroll processing, the transaction must be locally approved no later than the Employee Data Change Deadline.
- UCPC processing for template transactions is 1-5 business days. If the transaction is approved by the Employee Data Change deadline, UCPC will review and process in time for payroll, if the transaction is correct.
- You can review the status of your transaction on the Transaction Status page, once it has been approved or denied locally; you can also review UCPC comments and clone your transaction from this page
- Navigation: PeopleSoft Menu > Workforce Administration > Smart HR Template > Transaction Status
- You can review local approver comments on the SS Smart HR Transactions page
- Navigation: PeopleSoft Menu > UC Customizations > UC Extensions > SS Smart HR Transaction
Pre-Process and Overview
- Per APM 205, Recall appointments are limited to individuals returning to an academic title who have retired from a University of California academic appointment and who receive retirement income (or
have received a lump sum payout) from UCRP or retired academic appointees in the Savings
Choice plan who separated via retirement.
- For academic appointees, applications to create Recall to Active Duty appointments must be preapproved via the Return to Active Duty Kuali Build application before UCPath entries are processed.
- Recall appointments may not exceed a total of 43 percent time per month, inclusive of all recall
appointments and may occur no earlier than 30 days following the retirement date.
- For more details, please visit: UCOP Guidelines for Rehire of UC Retirees, Rehired retiree support resources & APM 205
- UC Benefits for staff and recalled academics have changed as of July 1, 2025. Please note new employment less than 6 months after the retirement date may cause
System Steps:
1. Create a position with the correct funding under the hiring department.
2. Add funding.
3. Process an academic rehire template transaction. As these are limited-term appointments, populate the End Date field, and check the End Job Automatically check box.
4. Enter appointment details as approved on the RTAD form. Recall appointments are processed on Job Data as regular pay (REG) under the approved recall title and terms.
5. If there is an appointment extension, process this change before the job is terminated.