Entering a Hire for Summer Sessions

This guide provides step-by-step instructions for entering a hire transaction for Summer Sessions teaching.

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This guide is abridged to only include instructions that are specific to Summer Sessions Teaching. For detailed instructions on completing Smart HR Templates, refer to the guides linked in the [Summer Sessions Teaching Resource Guide](https://scribehow.com/o/TfG_KfE0QACTyrcDyJzitg/page/Summer_Sessions_Teaching__WL4t_axRRLqkKWDatjOWDg).

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

Template Selection

Navigate to the **Smart HR Transactions** page.

Screenshot of UCPath navigation menu with cursor highlighting the Smart HR Transactions option

In the Effective Date field, type or select from the calendar icon the appropriate effective date (i.e., first date of employment). This date is usually the first day of the session. Refer to the [Summer Sessions Planning](https://summer.ucla.edu/planning/#date-calendar-summer-sessions-dates-pay-dates) website for this year’s session dates.

Screenshot of Smart HR Transactions page with cursor highlighting the Effective Date field

From the **Select Template** list of values, select the appropriate template. Refer to the [Summer Sessions Teaching Resource Guide](https://scribehow.com/o/TfG_KfE0QACTyrcDyJzitg/page/Summer_Sessions_Teaching__WL4t_axRRLqkKWDatjOWDg) for a reference table that explains template use scenarios.

Screenshot of Smart HR Transactions page with cursor highlighting the Select Template lookup icon

For this example, the Academic Concurrent Hire template was selected.

Click the **Create Transaction** button.

Screenshot of Smart HR Transactions page with cursor highlighting the Create Transaction button

Transaction Details

Select the appropriate **Reason Code** from the dropdown.

Screenshot of Smart HR Transactions page with cursor highlighting the Reason Code drop-down menu

Click the **Continue** button.

Screenshot of Smart HR Transactions page with cursor highlighting the Continue button

Job Data Configuration

Click the **Job Data** tab.

Screenshot of Smart HR Transactions template with cursor highlighting the Job Data tab

Enter the **Position Number**.

Screenshot of the Job Data tab with the cursor highlighting the Position Number field

The following message appears when the Position Number is entered. Click the **OK** button to close the message.

Screenshot of the Job Data tab with the cursor highlighting the OK button on a warning message indicating the Comp Rate Code and Compensation Rate must be entered manually

In the **Job Compensation - Pay Components** section, leave the **Comp Rate Code** and **Compensation Rate fields** blank (not zero) so the job record is created with no compensation.

Screenshot of the Job Data tab with the cursor highlighting the Job Compensation - Pay Components section

When navigating to the next tab, these fields appear with a red background. The template can still be submitted when these fields are blank.

Select either **M** or **UC_9M** in the **Compensation Frequency** field. **NOTE:** Either option is acceptable because the employee is not paid based using Job Data for Summer Sessions.

Screenshot of the Job Data tab with the cursor highlighting the Compensation Frequency field

The **Compensation Frequency** field is required and cannot be left blank.

If the employee classification requires an appointment end date, in the Expected Job End Date field enter the end date for Summer Sessions and select the End Job Automatically check box.

If the **End Job Automatically** check box is selected, UCPath automatically terminates the job record on the expected job end date. No further action is required to terminate the employee. If the check box is not selected, the employee remains active until a Termination Smart HR Template is submitted.

After the incumbent is hired into the position, enter the flat payment as an Additional Pay PayPath transaction. **NOTE:** Additional pay using either PayPath Actions or the Self Service Transaction Links page must be entered **on or after the job begin date and cannot be entered in advance**.