 are used to initiate, review, and approve workforce changes. The guides and information below are specific to the employee transfer and data update processes and were created to help you 

understand how to initiate common workforce actions using UCPath templates

Refer to the following instructional guides for more information on how to process Smart HR Template transactions.

Intralocation Transfers

This guide provides step-by-step instructions to process an intralocation transfer. The Incoming Department should perform these steps using the appropriate Smart HR Template transaction (e.g., UC_TRANSFER or UC_TRANSFER_AC) in UCPath.

Enter an Intralocation Transfer Template Transaction

Interlocation Transfers

This guide provides step-by-step instructions to hire an employee transferring from another UC Location. The Hiring Location should perform these steps to create the organizational relationship (Empl Record) using the appropriate Smart HR Template transaction (e.g., UC_CONC_HIRE or UC_CONC_HIRE_AC) in UCPath.

Enter a Concurrent Hire Template Transaction for Interlocation Transfer (Hiring Location)

This guide provides step-by-step instructions to enter a voluntary termination for an employee transferring to another UC Location. The Terminating Location should perform these steps using the Smart HR Template transaction (e.g., UC_VOL_TERM) in UCPath.

Enter a Voluntary Termination Template Transaction for Interlocation Transfer (Terminating Location)

This guide provides step-by-step instructions to enter an employee data change for both a staff and academic employee using the Smart HR Template transaction.

Enter Personal Data Change Template Transaction

UCPath Template Transactions Course Placeholder

This guide provides step-by-step instructions to view all organizational relationships for an Employee or Contingent Worker (CWR) in UCPath. The Person Organizational Summary page displays historical, current, and future-dated employment details across all business units.

View Person Organizational Summary

This guide provides step-by-step instructions to locate and manage detailed employee records within UCPath. Users can follow these instructions to view biographical information, visa details, employment verification, and security clearance data for specific staff members.

Review Employee Personal Data in UCPath

This guide provides step-by-step instructions to search for people across all business units in UCPath. The Search Person page allows searches with National ID, name, and date of birth. This action should be taken prior to conducting hiring activities.

Search Person in UCPath

This job aid provides an overview of the Interlocation Transfer process, which involves transferring an employee from one UC Location to another UC Location (e.g., an employee from UCR transfers to UCLA or vice versa).

The UC Locations coordinate with each other to submit the appropriate Smart HR Templates; two templates are required to transfer an employee 

The following information outlines the responsibilities of each party when an employee is transferring to a location outside UCLA.

 The employee’s old Org/Dept is sometimes referred to as the 

 to reference when tasks related to Smart HR Templates must be completed to process payroll. For the Interlocation Transfer process, it is not necessary to process a final pay request because the employee is transferring from one UC location to another without a break in service; however, it may be necessary to pay out balances of the employee’s vacation or compensatory time.

The UCPath Production Processing Schedule is standard across all UC Locations; however, deadlines for Medical Centers may differ from deadlines for other UC Locations.

 Transactions that are cancelled require re-submission and may not be processed within the upcoming on-cycle payroll.

Terminating Location Procedures (Outgoing)

When employees transfer from one UC Location to another, coordinating the transfer of the employee’s Form I-9 requires the assistance of the UCLA Central Resource Unit (CRU).

Create a case with CRU for the following scenarios in relation to interlocation transfers:

Pages

CFO - CMMI

This resource outlines the procedures for processing an Intralocation Transfer using the Transfer template in UCPath.

There is a different process to transfer employees from Academic to Staff Positions or Staff to Academic Positions. Refer to the 

Academic to Staff / Staff to Academic Hiring Process in UCPath

 Resource Guide for detailed instructions.

An Intralocation Transfer occurs when an employee transfers from one position to another within the same business unit (Campus) or to a related business unit (Medical Center). This template is also used if an employee is transferring to a different position within the same Org/Dept. This method uses the employee’s existing Empl Record (i.e., Empl Record 0) for the new appointment (i.e., does not add Empl Record 1) and results in the new job data replacing the existing data.

 Smart HR Template is used for Intralocation Transfers.

Image caption: An employee transfers from one position to another. Applies to either transfers within the same business unit (i.e., LACMP to LACMP) or a related business unit (i.e., LACMP to LAMED).

The following information outlines the responsibilities of each party when an employee is transferring to a different position or Org/Dept within UCLA.

 The employee’s old Org/Dept is referred to as the 

 If it is necessary to view all past and current appointments on the employee’s Person Organizational Summary page, the Org/Dept can transfer the employee using the same method as Interlocation Transfer (i.e., the outgoing department processing a Voluntary Termination template and the incoming department processing a Concurrent Hire template). This method keeps the current appointment (i.e., Empl Record 0) and adds another record (i.e., Empl Record 1) for the new appointment.

The following activity should be performed by the Incoming Department.

UCPath Employee Transfer & Update Template Transactions Resource Guide

Step-by-Step Guides

Transfers

Updates

Additional Resources

UCLA Job Aids

UCPath Center Job Aids