How to Process Unit 18 Transactions

Overview

This job aid is specific to Unit 18 appointees who have intermittent teaching assignments within a one, two or three-year commitment.

• The action of SWB changes the payroll status for a 1/9 appointee from Active to SWB for a temporary period, but allows the appointee to remain on Active HR status (inactive Payroll status). 
• The department is responsible for monitoring and updating job records that are on SWB and can do so by running the Short Work Monitoring Report in Cognos on a quarterly basis.  
• The duration of time that a location can place a 1/9 Unit 18 appointee on SWB is limited to the following: 

For those Pre-Six appointees that have been provided a 1, 2, or 3-year commitment1, the following guidance is provided to ensure a standardized process systemwide and equitable treatment for benefits purposes for all Unit 18 appointees who teach intermittently.   

 Benefits eligibility determination in UCPath considers both FTE and the duration of an employee’s job. In order to assure that all 1/9 Unit 18 appointees are provided the level of benefits to which they are eligible under University policies, it is important that the steps below are followed. If the steps below are not followed, a 1/9 Unit 18 appointee who is only eligible for Core Benefits may inadvertently receive Full Benefits; this will result in inadvertent increased department benefits costs for Health & Welfare benefits and for UCRP contributions, as well as potential unequal treatment of similarly-situated Unit 18 appointees. 

 IMPORTANT CONSIDERATIONS: 

•  Under the Collective Bargaining Agreement (CBA), a subsequent 2 or 3-year commitment will be considered a new appointment. It will require entry of a Rehire transaction using the appropriate hire template. The existing vacant position can be used, but be sure the job code and salary plan/grade are correct before submitting the rehire transaction. The effective date of the rehire transaction should be the pay period begin date of the quarter that they are returning to work.   
•  The extension of the appointment duration and the placement of the job on SWB must be initiated and approved in PayPath on the same day - prior to the E-042 process, which is the UCPath process that runs overnight to determine if an employee meets benefits eligibility requirements. If the appointment duration is extended first, and then the job is placed on SWB after the E-042 process has run, then UCPath will have calculated benefits eligibility based off of the full duration of appointment and FTE before the job is placed on SWB. 
• It is a best practice to submit Job Data transactions (such as placing a job on SWB) close to the Effective Date, rather than far in advance. This is especially important if another update will need to be added retroactively. Data changes made via PayPath will immediately trigger a new Effective Sequence row affecting all rows past the Effective Date. The new data will overwrite existing future-dated rows. Be sure to review future-dated rows if a row has been inserted; you may need to re-enter the future-dated transaction.  
• The steps below are specific to Unit 18 appointees teaching on an intermittent basis who are paid on the UC_9M pay frequency and job code 001632 (also known as 09/09 or 1/9th appointees). For basic instructions related to rehires, short work break, return from work break, etc., please visit our local UCPath Job Aids page. 

 BEST PRACTICES FOR USING AND MANAGING SWB: 

Whether new Unit 18 reappointments are entered as SWB or term/rehire is based on whether the next new appointment has been accepted by 6/30.  

 For 09/09, if no acceptance prior to 6/30, the job should be terminated and rehired on the new appointment begin date (pay period begin date of next quarter taught). The expected job end date in the rehire transaction should be reset to the end of the reappointment period. After the rehire is processed, enter PAY/U18 to record the step increase effective on the rehire date.  

For 09/09, if acceptance of offer by 6/30, enter extension of expected job end date and then SWB (expected return is the pay period begin date of the next quarter worked). Enter RWB on the first pay period of the next quarter worked. Also enter PAY/U18 to record the step increase effective on the first day of the pay period of the quarter worked (same day as RWB).  

For 09/12, if no acceptance of offer prior to 6/30, the job should be terminated and reinstated effective 7/1 once the offer is accepted. After reinstating effective 7/1, enter PAY/U18 effective 7/1 to record the step increase and extend job end date to end of the reappointment period. 

For 09/12, if acceptance of offer by 6/30, enter PAY/U18 effective 7/1 to record the step increase and extend job end date to end of the reappointment period. 

 RULES TO REMEMBER:  

SWB can only be used if there is an approved and accepted future dated job.  

 Termination is required if reappointment has not been approved and accepted by the current job end date. Either rehire (09/09) or reinstatement (09/12) will be entered once new appointment is accepted. 

 Always use PAY/U18 to record the true effective date of the step increase. 

SYSTEM STEPS - ENTERING INTERMITTENT 1/9 UNIT 18 APPOINTMENTS IN UCPATH: 

1. Create new position or re-use previously created vacant position for the employee.

2. Update this with the correct job code, salary plan and grade and rehire the appointee into the job. 

3. Add position funding. 

4. Create a job record using the appropriate REH/Rehire_AC template.   

• Effective Date will be the first day of the 09/09 (UC_9M) pay period of the first teaching quarter (10/1 for Fall, 1/1 for Winter, 4/1 for Spring). 
• Appointment end date will be the last day of the 09/09 (UC_9M) pay period of the first teaching quarter(s) (12/31 for Fall, 3/31 for Winter, 6/30 for spring). This will ensure benefits eligibility is determined correctly. 

Note: An initial appointment at 3 months or more at .50 FTE or greater triggers eligibility for Core Benefits. 

5. The appropriate Academic Duration of Appt option of “Pre-Six (Unit 18) 2-year” in UC Job Data should be selected used to identify that the appointee is in a 2-year appointment, 3-year appointment, and so on. 

 6. Before the end date of the teaching quarter, perform the following two actions within the SAME UCPath transaction in the order noted. This timing is critical to ensure proper benefits determination in UCPath. 

• Effective Date will be the first day of the 09/09 (UC_9M) pay period of the SWB quarter; this should be the day after the expected job end date from the hire transaction (e.g. 1/1, 4/1, 7/1). 
• Action Code DTA; action reason code EXT 
• Appointment end date = last day of next teaching assignment (e.g., end of next paid quarter(s)) 

• Click the Add New Row button (+) to enter a second Action to enter the SWB. The end date in this transaction should be the end of the pay period of the next teaching assignment (refer to offer letter).   
• Action Code SWB  

If SWB is one quarter, use Action Reason Code BEN. 

If SWB >= two quarter, use Reason Code U18.  

• Use Return from Work Break (RWB/RWB) during intermittent teaching quarters. 
• At the end of the 1, 2, or 3-year commitment, terminate the job record. 

Scenario 1: 

1/9 Pre-Six Lecturer (001632) is reappointed at 0.50 FTE to teach in Fall quarters 2022-23 and 2023-24 (2-year commitment) 

• Initial appointment, teaching in fall quarter 2022-23: 
• Start Date:  10/1/2022 
• Appointment End Date: 12/31/2022 
• FTE:  0.50 
  This lecturer will be eligible for Core Benefits (0.50 FTE for 3 months) 
• Transition to Short Work Break (Benefits Bridge not eligible – U18 action reason)) between service periods 
• Change Appointment End Date to 12/31/2023 (check End Job Automatically checkbox) 
• Put on SWB (action reason U18) 
• SWB begin date = 1/1/2023 
• SWB expected return date = 10/1/2023 
• Return from short work break to teach in fall and winter quarters 2023-24 
• RWB effective 10/01/2023 
• Terminate as of 12/31/2023 (if auto-terminate flag was not checked, do this manually) 

Scenario 2: 

1/9 Pre-Six Lecturer (001632) is reappointed at 0.50 FTE to teach in fall quarter 2022, spring quarter 2024 and winter quarter 2025 (3-year commitment) 

• Initial appointment, teaching in fall quarter 2022: 
• Start Date:  10/1/2022 
• Appointment End Date: 12/31/2022 
• FTE:  0.50 
  This lecturer will start with Core Benefits (0.50 FTE for 3 months) 
• Transition to Short Work Break between periods of active payroll status 
• Change Appointment End Date to 6/30/2024 
• Put on SWB (action reason U18) 
• SWB begin date = 1/1/2023 
• SWB expected return date = 4/1/2024 
• Return from short work break (RWB) to teach in spring quarter 2024 
• RWB effective 4/1/2024 
• Transition to Short Work Break between periods of active payroll status 
• Change Expected End Date to 3/31/2025; check auto-termination box 
• Put on SWB (action reason U18) 
• SWB begin date = 7/1/2024 
• SWB expected return date = 1/1/2025 
• Return from short work break (RWB) to teach in winter quarter 2025 
• RWB effective 1/1/2025 
• Terminate as of 3/31/2025 (if auto-terminate flag was not checked, do this manually) 

Scenario 3: 

1/9 Pre-Six Lecturer (001632) is reappointed at 0.50 FTE to teach fall and winter quarters 2022-23 and fall and winter quarters 2023-24.  

• Initial appointment, teaching in fall and winter quarters 2022-23: 
• Start Date:  10/1/2022 
• Expected End Date: 3/31/2023 
• FTE:  0.50 
• This lecturer will start with Core Benefits  
• Transition to Short Work Break (Benefits Bridge not eligible) between service periods 
• Change Appointment End Date to 03/31/2024; check auto-termination box 
• Put on SWB (action reason U18) 
• SWB begin date = 4/1/2023 
• SWB expected return date = 10/1/2023 (6 months)  
• Return from short work break (RWB) to teach in fall and winter quarters 2023-24 
• RWB effective 10/1/2023 
• Terminate as of 3/31/2024 (if auto-terminate flag was not checked, do this manually) 

 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.  

This job aid describes how to enter a Unit 18 Lecturer who has a concurrent staff or academic job and how to return them to and manage the primary position in PayPath. 

 Overview 

An existing full-time staff or academic appointee may accept a temporary appointment as a Unit 18 Lecturer. In such cases, the individual’s primary appointment will need to be reduced to accommodate the Lecturer appointment and avoid going over 100% for the quarter. The Lecturer job will always be based on the pay period of the appointment:  

• If teaching for one or two quarters only, the Lecturer will be set up on the AY-09/09 basis  

• If appointed for all three quarters, the Lecturer will be set up on the AY-9/12 basis 

• The primary staff or FY academic job will need to have its FTE reduced during the service period dates of the quarter 

• The service period dates can be found on the UCSD Academic and Administrative Calendar (2020-2021) 

• If the primary academic job is AY, then the pay dates should be the same for both that job and the Lecturer job 

 Pre-Process 

• Review the Person Organizational Summary page for the individual you are hiring to ensure you have a complete understanding of their current jobs 

• Review the Template Transactions – Action Reason Codes and Descriptions job aid on the UCPath Help Site for Transactional Users to ensure you utilize the correct reason code on your template transaction 

• Review the Payroll Processing Calendar to ensure you submit your transaction in time for approval before the Employee Data Change deadline 

System Steps: Enter Concurrent Unit 18 Lecturer Hire and Reduce Primary Job FTE 

These system steps summarize the transactions needed to hire the lecturer job and reduce the primary job FTE. For detailed step-by-step instructions for each transaction type, refer to one of the following job aids: 

• How to Create a Position 

• How to Create Position Funding 

• How to Initiate a Full Hire Template Transaction (refer to instructions on tabs included in the Concurrent Hire Template) 

 System Steps: Return Primary Job FTE to Normal After Unit 18 Lecturer Job Terminates 

1.  Return the FTE to normal for the primary staff or academic job via a PayPath Transaction 
2. Enter the appropriate Effective Date on the Position Data tab 
3. For Staff and FY Academics, this date is the day after the last day of the quarter service period 
4. For AY Academics, this is the first day of the quarter pay period following the lecturer Job End Date 
5. Position Change Reason = TIT (Temporary Increase in Time) 
6. On the Position Data tab, update the FTE field  

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 Transactions