Enter Full Hire Template Transaction - Staff

This guide provides step-by-step instructions to hire a new employee. The Full Hire template is used to create an organizational relationship for the new employee.

48 steps

Verify the person you are hiring does not already have an existing record in UCPath. Refer to the [Search for Person in UCPath](https://scribehow.com/viewer/Search_Person_in_UCPath__Ss3FRfQFSR6_WQRuyHmxHQ) guide for instructions.

Navigate to UCPath [https://ucpath.universityofcalifornia.edu](https://ucpath.universityofcalifornia.edu/home)

On the **Workforce Administration** homepage, click the **HR Tasks** tile.

Screenshot of the Workforce Administration page with cursor drawing attention to the HR Tasks tile.

On the left navigation pane, expand the **Smart HR Templates** folder.

Screenshot of the HR Tasks menu with the cursor highlighting the Smart HR Templates folder

Select the **Smart HR Transactions** menu option.

Screenshot of the HR Tasks menu with the cursor highlighting the Smart HR Transactions menu option

Smart HR Transactions Page

Click the Lookup icon to the right of the **Select Template** field.

From the **Select Template** list of values, select the **UC_FULL_HIRE** (Full Hire - Staff Only) option.

Screenshot of the Smart HR Templates list with the cursor drawing attention to the UC_FULL_HIRE option

In the **Effective Date** field, type or select from the calendar icon the employee's date of hire.

Screenshot of the Smart HR Transactions page with the cursor drawing attention to the Effective Date field.

Click the **Create Transaction** button.

Screenshot of the Smart HR Transactions page with the cursor drawing attention to the Create Transaction button.

Enter Transaction Details

In the **Empl ID** field, accept the default value of **NEW**. The system will automatically generate a new UC Employee ID once the template completes processing by UCPath Center WFA Production.

The **Effective Date** field is populated based on the date specified on the previous page. It cannot be changed on this page. The **Action** field is populated based on the template selected on the previous page. It cannot be changed on this page.

From the **Reason Code** list of values, select the appropriate option. - **Hire - No Prior UC Affiliation** - Use to hire a new employee with no Empl ID who has never had an organizational relationship with UC. - **Rehire & Transfer (all codes)** - Use for rehires from a different UC location or for employees with a different employment instance (i.e., Academic to Staff or Staff to Academic). - **With Prior UC Affiliation** - Use for individuals who have a prior affiliation as a contingent worker and have never been on pay status with UC. Refer to the *Job Aid: Template Transactions - Action Reason Codes and Descriptions* for more details on each of the reason codes.

Screenshot of the Enter Transaction Details page with the cursor drawing attention to the Reason Code field.

In this example, the **Hire - No Prior UC Affiliation** option was selected.

If necessary, select an alternate option from the **Address Format** list of values.

Screenshot of the Enter Transaction Details page with the cursor drawing attention to the Address Format field.

Click the **Continue** button.

Enter Personal Data

Optionally, click the **Click here to Hide Header Details** link to hide the information selected on the previous pages, including the **Template** and **Effective Date.**

Screenshot of the Enter Transaction Information page with the cursor drawing attention to the header details

Enter the employee's legal first, middle, and last name. **NOTE:** In UCPath, Legal Name is restricted to certain pages and security permissions to protect employee confidentiality.

Screenshot of the Personal Data tab with the cursor drawing attention to the legal name fields

If the employee has a self-chosen, personal, and/or preferred professional name, enter it in the **Name** fields. **NOTE:** The name entered in the **Name** fields is used for University business and education purposes. It is the name that appears on UCPath pages and reports. If no Name is specified, UCPath uses the employee's legal name. The employee can update their name using Employee Self-Service.

Screenshot of the Personal Data tab with the cursor drawing attention to the Name fields

Enter the employee's **Date of Birth**. **NOTE:** If the effective date is prior to the current date, this field is required.

Screenshot of the Personal Data tab with the cursor drawing attention to the Date of Birth field

Click the Lookup icon to the right of the **Highest Education Level** field.

Screenshot of the Personal Data tab with the cursor drawing attention to the lookup icon to the right of the Highest Education Level field

Select the appropriate option for the employee's education level. If unknown, accept the default of **A (Not Indicated)**.

Screenshot of the Personal Data tab with the cursor drawing attention to the Highest Education Level options

Enter the employee's Social Security Number in the **National ID** field. Leaving this field blank should only be done in specific scenarios (e.g., Non-Resident Alien hires, pre-hires) due to the downstream impacts, including the employee's ability to enroll in benefits.

Screenshot of the Personal Data tab with the cursor drawing attention to the National ID field

Enter the employee's address. **NOTE:** The format (i.e., United States or Global) is based on the option selected on the *Enter Transaction Details* page.

Screenshot of the Personal Data tab with the cursor drawing attention to the Address fields

Enter the date the employee signed the University of California State Oath of Allegiance. **NOTE:** The date must be the same or prior to the current date.

Screenshot of the Personal Data tab with the cursor drawing attention to the Oath Signature Date field

Enter the employee's phone number. - Select the phone number type from the drop-down menu. - Enter the number in the **Telephone** field. - If the employee has multiple phone numbers, click the add (+) icon to add more rows.

Screenshot of the Personal Data tab with the cursor drawing attention to the Person Phone Number fields

Click the **Preferred** checkbox. **NOTE:** This checkbox is required even if the employee only has one phone number.

Screenshot of the Personal Data tab with the cursor drawing attention to the Preferred checkbox in the Person Phone Number section

Enter the employee's email address. - Select the **Home** email type from the drop-down menu. - Enter the number in the **Email Address** field. - If the employee has multiple email addresses, click the add (+) icon to add more rows.

Screenshot of the Personal Data tab with the cursor drawing attention to the Person Email Address fields

The **Home** type must be selected for at least one email address. This is a required field for the Tracker I-9 system integration to function appropriately.

Enter the date the employee signed the UC Patent Acknowledgement Form in the **Patent/IP Acknowledgment Sign Dt** field. **NOTE:** The **Modified Patent Ackmnt Sign Dt** checkbox is only used if the employee did not originally sign the standard Patent Acknowledgement Form.

Screenshot of the Personal Data tab with the cursor drawing attention to the Patent Acknowledgement field

In the **Tracker Profile ID** field: - If the new hire has not yet completed Form I-9, leave the field blank. Once UCPath WFA Production completes the template processing, the employee will receive an automatically generated email to complete Form I-9 to their Home email address. - If the new hire has completed Form I-9 in Tracker, enter the Tracker Profile ID. Refer to the [Tracker I-9: Training Resources web page](https://cru.ucla.edu/tracker-training-resources) for New Hire Onboarding resources.

The **Remote I-9 Section 2** checkbox does not trigger any system actions in Tracker. Checking the box will generate email notifications that remind you to set up the remote Section 2 Authorized Agent details in Tracker.

Leave the fields in the **UC External System ID** section blank. UCLA does not use these fields.

Screenshot of the Personal Data tab with the cursor drawing attention to the UC External System section

If needed, use the **Comments** field to include information for UCPath Center WFA Production. For example, this field can be used to indicate the employee lives and works outside the US, which is why the National ID field was intentionally left blank.

Screenshot of the Personal Data tab with the cursor drawing attention to the Comments field

If needed: - Click the **Save for Later** button to return to the transaction later. This will save your data entry and generate a Transaction ID. - Click the **Cancel** button to cancel the transaction. **NOTE:** The **Save and Submit** button is not available until all required fields are completed on all tabs.

Screenshot of the Personal Data tab with the cursor drawing attention to the Save for Later and Cancel buttons

Enter Job Data

Click the **Job Data** tab.

Enter the employee's position number. **NOTE:** When you click or tab out of the field, several fields automatically populate from the details in Position Data, including Work Location, Job Code, and FLSA Status.

Cursor hovering over the position number field

From the **Employee Classification** list of values, select the appropriate option.

Cursor hovering over the employee classification field

In the **UC Job Data** section, if necessary, update the following fields: - **Probation Code** - Required if: the employee is Professional and Support Staff; and the Employee Class is Career or Partial Year Career. - **Probation End Date** - Required it the Probation Code is any of the options except for Completed or Probation Completed, Other Job. - **Cubicle** - Others, as needed

If applicable, enter or select the **Step**. **NOTE:** The Salary Admin Plan and Salary Grade default from Position Data.

In the **Comp Rate Code** field, enter or select the appropriate **Comp Rate Code**. **NOTE:** The **Comp Rate Code** and **Compensation Rate** fields default when Step is chosen. For this example, **UCANNL** (Annual Rate) was selected.

Cursor hovering over the comp rate code field

In the **Compensation Rate** field, enter the employee's pay rate for the selected **Comp Rate Code**. For this example, the compensation rate is $150,000 per year.

Cursor hovering over the compensation rate field

To add another pay component, click the **add** icon on any row, and then repeat the previous 2 steps. For this example, new pay components were not added.

If applicable, enter the **Expected Job End Date**.

Cursor hovering over the expected job end date field

For Staff employees, the job record automatically terminates on this date if action is not taken to extend the appointment. The *Jobs Approaching End Date* Cognos report is available to help you identify impacted employee records and prevent erroneous terminations. If the termination is correct, no action is needed.

The **Compensation Frequency** field automatically populates based on the Job Code. Only adjust the frequency if it is necessary.

Cursor hovering over the compensation frequency field

Enter Earnings Distribution

Click the **Earns Dist** tab.

If job earnings distribution is applicable, select the **Earnings Distribution Type**: - By Amount - By Percent

Cursor hovering over the earnings distribution type dropdown list

If the **Compensation Rate Code** entered on the **Job Data** tab has a mapped **Earnings Code**, UCPath automatically updates the **Job Earnings Distribution** section. If necessary, update the **Compensation Rate** or **Percent of Distribution** for any of the default earnings codes.

Enter Employee Experience

Click the **Employee Experience** tab.

Cursor hovering over the employee experience tab

For represented staff, use the fields on this page to enter data related to the employee's prior work experience. Having this information is helpful in determining new compensation rates for the new hire. The information entered in the Employee Experience section is copied to the employee's UC Employee Experience page after the template is fully processed by UCPC WFA Production.

If documentation is available, click the **Supporting Documents** link to attach a supporting document.

Cursor hovering over the supporting documents link

In the **Initiator Comments** field, enter specific details regarding the transaction. **NOTE:** Comments entered here appear only with the request; they do not appear on the employee’s record after the transaction is processed to completion. The Initiator Comments field is available on all tabs within this template.

Cursor hovering over the initiator comments field

Click the **Save and Submit** button to initiate the UCPath approval process. **NOTE:** The **Save and Submit** button is not available if any required fields are not completed.

Cursor hovering over the save and submit button

Submit Confirmation Page

Click the **OK** button.

The template transaction is routed for approval in UCPath and appears in the **Transactions in Progress** section until it is processed.

Selecting a transaction and clicking the **Delete Selected Transactions** button removes the transaction from the approval workflow and the system.

Enter Full Hire Template Transaction - Staff

This guide provides step-by-step instructions to hire a new employee. The Full Hire template is used to create an organizational relationship for the new employee.

48 steps