Enter a Concurrent Hire Template Transaction

This guide provides step-by-step instructions to enter a concurrent hire (non-dual employment) for both a staff and academic employee. Use this guide to create the organizational relationship (Empl Record) using the Smart HR Template transaction in UCPath.

52 steps

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

Review Person Organizational Summary

Before submitting a Concurrent Hire template, review the *Person Organizational Summary* page to identify potential FLSA conflicts or dual employment requirements. Refer to the Resource Guide for additional information.

Screenshot of the HR Tasks tile with the cursor drawing attention to the Person Organizational Summary page.

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

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

Select the **Person Organizational Summary** menu option.

Search for the employee using the appropriate search criteria. For best results, use the **Empl ID** field.

Click the **Search** button.

Review the employment details, paying close attention to: - FTE - Employee Classification - FLSA Status - Pay Group - Employee Type In this example, the employee has an existing appointment with 0.25 FTE and is hourly, Non-exempt.

FTE, Employee Classification, FLSA Status, Pay Group, and Employee Type Employment details highlighted

If the employee has an existing job record with an FLSA status or pay group that is different than the position you are hiring them into (i.e., they have a current exempt appointment and the position you are hiring them into is non-exempt), contact the appropriate Central Office to begin the FLSA Conflict approval process **before entering the concurrent hire in UCPath**.

If you submit a Concurrent Hire template and the employee has a conflicting FLSA Status, UCPath Center WFA Production will cancel the template Refer to the [Resolving FLSA Conflict for Concurrent Hire](https://scribehow.com/page/Resolving_FLSA_Status_Conflict_for_Concurrent_Hire__chCiEkutQ4-e2ChSY8qNTA?referrer=documents) guide for additional instructions.

Enter Transaction Details

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

Cursor hovering over HR Tasks tile on the Workforce Administration page

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

Screenshot of the HR Tasks tile with the cursor drawing attention to the Smart HR Templates folder

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

Screenshot of the HR Tasks tile with the cursor drawing attention to the Smart HR Transactions page.

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

Cursor hovering over Select Template field

From the **Select Template** list of values, select the **UC_CONC_HIRE** (Staff) or **UC_CONC_HIRE_AC** (Academic) option.

UC_CONC_HIRE (Staff) and UC_CONC_HIRE_AC (Academic) options highlighted in the templates list

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

Cursor hovering over the effective date field

Click the **Create Transaction** button.

Cursor hovering over the Create transaction button

Enter the employee's **Empl ID** field or click the **Look up** icon to search for the employee.

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. - **Academic Concurrent Hire** - Use to add an Academic concurrent job (dual or non-dual employment) to an Academic employee. - **Concurrent Hire - Dual Empl** - Use to add a Staff dual employment job to a Staff employee (prior approval is required) - **Concurrent Hire - Non Dual Emp** - Use to add a Staff concurrent job to a Staff employee that does not exceed total FTE of 1.0 - **Inter Location Transfer Codes** - Use to transfer an employee to another UC location or to a different employment instance (i.e., Academic to Staff or Staff to Academic) without a break in service. Requires an accompanying Termination template Refer to the *Job Aid: Template Transactions - Action Reason Codes and Descriptions* for more details on each of the reason codes.

Cursor hovering over the Reason Code dropdown list

Dual employment only applies to Staff employees and occurs when the total FTE of the employee's appointments exceeds 100%. Prior approval is required and the Dual Employment form must be attached to the template to complete processing. Refer to the [Dual Employment in UCPath](https://scribehow.com/page/Dual_Employment_in_UCPath_HR_Tasks_Tile__6pj1CZ1mRcaMWPg_ykZ4nw) guide for additional instructions.

In this example, the **Concurrent Hire - Non Dual Emp** option was selected.

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

Cursor hovering over the Address Format dropdown list

Click the **Continue** button.

Cursor hovering over the continue button

UCPath displays a message indicating the individual already exists in the system. Verify the displayed employee name and ID correspond with the individual you are hiring into the concurrent job, and click the **OK** button.

Person already exists dialogue box with Cursor hovering over the OK button

Review 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.**

Cursor hovering over the click here to hide header details button

Existing personal data is displayed for reference on the **Personal Data** tab. Personal data changes should be submitted using the Personal Data template or through Employee Self-Service.

Cursor hovering over the personal data tab

If needed, use the **Comments** field to include information for UCPath Center WFA Production. For example, this field can be used to request a pay group override for the new concurrent job.

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.

Save for later and cancel buttons highlighted

This guide contains the instructions for both Staff and Academic Concurrent Hire templates. Continue on for instructions on Staff appointments. Use the Table of Contents to skip ahead to instructions for Academic appointments, if needed.

Enter Job Data - Staff

Click the **Job Data** tab.

Enter the concurrent job'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, **UCHRLY** (Hourly 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 $18 per hour.

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 is automatically terminated 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 or overpayments.

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 Job Data - Academic

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.

For Academic hires, the **Employee Classification** field automatically populates based on the job code and cannot be changed.

In the **UC Job Data** section, if necessary, update the following fields: - **Academic: Duration of Appt** - Options allow tracking additional information relating to the **Expected Job End Date** field, when entered - **Location Use End Date** and **Location Use Type** - Options allow tracking funding expiration and other location-specific information separate from the **Expected Job End Date** field - **Post Docs Anniversary Date** - Used to help maintain years of experience for Post Docs and is used for merits and equity increases per the collective bargaining agreement (CBA) - All increases are made on the employee’s Anniversary Date. In most cases a new hire will have an Anniversary Date that is 1 year from the date of hire. - **Cubicle**

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**. For this example, **UCANNL** (Annual Rate) was automatically populated from the Step selection.

In the **Compensation Rate** field, enter the employee's pay rate for the selected **Comp Rate Code**. For this example, the compensation rate defaults from the Step selection.

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.

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

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

If applicable, check the **End Job Automatically** checkbox.

Cursor hovering over the end job automatically checkbox

For Academic employees, the End Job Automatically checkbox must be checked for the job record to terminate without a Termination Template transaction. If the box is not checked, the employee will continue to receive payment until a Termination Template is processed. The *Jobs Approaching End Date* Cognos report is available to help you identify impacted employee records and prevent erroneous terminations or overpayments.

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.

Submit Transaction

If documentation is available (e.g., Dual Employment form, Multi-Location Agreement form), 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 a Concurrent Hire Template Transaction

52 steps

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

Review Person Organizational Summary

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

Select the **Person Organizational Summary** menu option.

Search for the employee using the appropriate search criteria. For best results, use the **Empl ID** field.

Click the **Search** button.

Enter Transaction Details

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

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

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

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

From the **Select Template** list of values, select the **UC_CONC_HIRE** (Staff) or **UC_CONC_HIRE_AC** (Academic) option.

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

Click the **Create Transaction** button.

Enter the employee's **Empl ID** field or click the **Look up** icon to search for the employee.

In this example, the **Concurrent Hire - Non Dual Emp** option was selected.

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

Click the **Continue** button.

Review 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.**

Existing personal data is displayed for reference on the **Personal Data** tab. Personal data changes should be submitted using the Personal Data template or through Employee Self-Service.

If needed, use the **Comments** field to include information for UCPath Center WFA Production. For example, this field can be used to request a pay group override for the new concurrent job.

Enter Job Data - Staff

Click the **Job Data** tab.

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

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

In the **Compensation Rate** field, enter the employee's pay rate for the selected **Comp Rate Code**. For this example, the compensation rate is $18 per hour.

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**.

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

Enter Job Data - Academic

Click the **Job Data** tab.

For Academic hires, the **Employee Classification** field automatically populates based on the job code and cannot be changed.

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**. For this example, **UCANNL** (Annual Rate) was automatically populated from the Step selection.

In the **Compensation Rate** field, enter the employee's pay rate for the selected **Comp Rate Code**. For this example, the compensation rate defaults from the Step selection.

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.

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

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

If applicable, check the **End Job Automatically** checkbox.

Enter Earnings Distribution

Click the **Earns Dist** tab.

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

Submit Transaction

If documentation is available (e.g., Dual Employment form, Multi-Location Agreement form), click the **Supporting Documents** link to attach a supporting document.

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.

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.